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Date
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March 8,
2010
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Agenda
Item No. 51 Roll
Call No. 10-
Communication No. 10-138 Submitted by: Merrill Stanley, Deputy City Manager |
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AGENDA
HEADING:
Resolution approving a City Council policy for
review and approval of travel expenses incurred by the Mayor and Council Members.
SYNOPSIS:
Approve Mayor
and Council travel policy to require specific approval for trips costing in
excess of $150. The current practice
requires City Council approval for trips that exceed 3 days duration and cost
in excess of $1,250.
FISCAL
IMPACT: NONE
Amount: N/A
Funding
Source:
N/A
ADDITIONAL
INFORMATION:
During discussion of the recommended FY2011
Operating Budget at the February 22, 2010 City Council meeting, the City
Manager was directed to propose a policy to govern the manner for travel by the Mayor and Council Members. The stated goal of the policy is to bring
full transparency to the trips taken by the Mayor and Council Members, as well
as the expenses incurred for such trips.
The City Manager has proposed such a policy as follows. New provisions have been noted as such.
1)
All domestic travel requests when representing the
City must be approved by City Council resolution for trips that exceed $150 in
cost. (new - previous requirement was
$1,250 and more than 3 days)
2)
Travel requests (domestic and foreign) must include:
a.
the date or dates of the trip
b.
the reason for the trip
c.
an explanation of how it will benefit the City (new)
d.
a detailed estimate of the costs to be incurred
e.
how the trip will be paid for (City funds or outside
organization)
3)
If circumstances do not provide for prior approval
at a regular City Council meeting, the City Manager may approve the trip provided
funding has been identified, and shall inform the Mayor and Council members
upon approval. Travel arrangements
(airline, hotel, registration) may be secured based on the City Manager’s
approval. City Council will be asked to
affirm approval at the next regular City Council meeting. (new for trips between $150 and $1,250)
4)
All travel to a foreign country when representing
the City requires City Council approval in advance, regardless of how the trip
is being paid for. (new)
5)
The City Manager will continue to provide Council a
detailed monthly budget report on the Mayor and Council budget and
expenditures.
PREVIOUS
COUNCIL ACTION(S): NONE
BOARD/COMMISSION
ACTION(S): NONE
ANTICIPATED
ACTIONS AND FUTURE COMMITMENTS: NONE
For more information on this and other agenda items,
please call the City Clerk’s Office at 515-283-4209 or visit the Clerk’s Office
on the second floor of City Hall,