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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 RESOLUTION ADOPTING POLICIES REGARDING TRAVEL BY CITY OFFICIALS Page 2 W:\Richland Hills\Resolution\Travel Expense Reimbursement Approval Policy Resolution.local meals allowed.tgs.6.18.10.wpd 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 G 2 ~ o /D ayor ~~~I+nu;n+!ln,~ O~ lac!' ~ . RESOL[JTION ADOPTING POLICIES REGARDING TRAVEL BY CITY OFFICIALS Page 3 W:\Richland Hills\Resolution\Travel Expense Reimbursement Approval Policy Resolution.local meals allowed.tgs.6.18.10.wpd ATTEST: inda Cantu, TMRC, City Secretary APPR ED AS O ORM AND LEGALITY: Tim G. Sralla, City Attorney RESOLUTION ADOPTING POLICIES REGARDING TRAVEL BY CITY OFFICIALS Page 4 W:\Ricliland Hills\Resolution\Tiavel Expense Reimbursement Approval Policy Resolution.local meals allowed.tgs.6.18.10.wpd