HomeMy Public PortalAboutResolution No. 363-10 06-22-2010 363-10
CITY OF RICHLAND HILLS RESOLUTION NO.
A RESOLUTION OF THE CITY OF RICHLAND HILLS, TEXAS
ADOPTING A POLICIES REGARDING TRAVEL BY THE MAYOR, CITY
COUNCIL, AND APPOINTED NON-EMPLOYEE OFFICIALS ON BEHALF
OF THE CITY; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, on the City Council has determined that the City has incurred unnecessary travel
expenses for travel by elected officials which were then submitted for reimbursement and paid by
the City; and
WHEREAS, the City Council wishes to conserve the limited City financial resources by
establishing a process to screen such requests prior to such travel in order to establish that such
expenses will provide an appropriate benefit to the City and its citizens, and to establish policies
regarding reimbursement of travel expenses incurred by the Mayor, City Council, and appointed
officials who are not employees of the City;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
RICHLAND HII.LS, TEXAS:
SECTION 1.
ORDER
The City Council hereby orders that the following shall be the policy of the City of Richland
Hills:
POLICIES REGARDING TRAVEL BY THE MAYOR AND CITY COUNCIL
Expenses for travel by either the Mayor, other member of the City Council, or other
officials who are not employees of the City to be reimbursed by the City are subject
to the following policies:
1. For all travel on behalf of the City, each official wishing or expecting to
travel on behalf of the City shall submit to the City Manager for consideration
and approval in advance of each fiscal year budget cycle their desired travel
for the coming fiscal year. Such submissions will include registration fees,
travel costs and related expenses, along with the purpose of the travel and the
expected benefit to the City. The Council will consider all such submissions
and will approve or deny all or part of such travel requests on a line-item
basis as part of a Council travel budget as part of the budget for the next
fiscal year. Such travel requests should be consistent with the per diem meal
reimbursement limits established by the City for employee travel (currently
$45.00 per day).
2. Notwithstanding the foregoing, no official may receive reimbursement for
mileage for travel on behalf of the City to events within fifty (50) miles
(measured in a straight-line or "as the crow flies") of Richland Hills City
Hall. However, nothing contained herein shall prohibit such official from
obtaining reimbursement for the costs of admission to or meals served at
meetings of organizations relating to municipal affairs and business or social
functions to which the official has been invited due to the official's office,
provided that attendance at such event has been approved by the Council.
3. For all travel on City business, the official shall utilize the most economical
means of transportation reasonably available, and the lowest cost carrier
reasonably available, and take reasonable steps to minimize travel expenses,
such as by limiting unnecessary overnight stays.
4. For all travel on City business, if the official exceeds the limits, travel cost
reimbursement parameters, or approved budget amount during travel on
behalf of the City, or utilize means of transportation that is not the most
economical means reasonably available, such official shall be eligible for
reimbursement of such excess only if such official submits a written
explanation for such excess and such excess is approved by the City Council.
5. Nothing contained in these policies shall prohibit any official from exceeding,
for personal reasons or based on personal preferences (e.g. extending a stay
for personal enjoyment, taking family members on authorized travel, or
traveling at more convenient times, on more expensive carriers, or at a higher
level of service), the limits, travel cost reimbursement parameters, or
approved budget amounts discussed herein during travel on behalf of the
City, provided that in such event, such official shall submit a statement
disclosing the costs that would have been authorized by these policies and
any excess costs incurred, and stating that the excess was incurred for
personal reasons or based on personal preferences. Only those costs that
would have been authorized by these policies are eligible for reimbursement,
and any excess shall be the personal obligation of the official, with no
entitlement to reimbursement.
6. No official shall submit for reimbursement and the City shall not reimburse
any official for alcoholic beverages.
7. Receipts are required for all expense reimbursement.
8. Mileage will be reimbursed at the same rate paid to City employees.
9. For the remainder of the fiscal year in which this policy is adopted, and for
travel for which no line-item requests have been approved in advance by the
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City Council, the following procedures shall apply:
a. Each official shall submit any requests for travel to the City Manager
at least sixty (60) days in advance of the planned date(s) of travel, or, if the
need for such travel arises so as to prevent approval within such sixty (60)
day period, then as far in advance of such travel as is practical.
b. All requests for travel must include documentation of expected
registrations fees and travel costs, and an explanation of the expected benefit
to the City of such travel.
c. The City Manager shall submit such request to the Council for
approval.
SECTION 2.
EFFECTIVE DATE
This Resolution shall be effective upon its adoption.
Passed and approved this day of , 2010.
CITY OF RICHLAND HILLS, TEXAS
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ATTEST:
inda Cantu, TMRC, City Secretary
APPR ED AS O ORM AND LEGALITY:
Tim G. Sralla, City Attorney
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