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HomeMy WebLinkAbout14-026 Amending Council Rules to Create Council Travel Policy Resolution 14-026 RESOLUTION NO. 14-026 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON,AMENDING CITY COUNCIL RULES TO ADD A POLICY ON TRAINING,EDUCATION,INTERGOVERNMENTAL RELATIONS AND TRAVEL REIMBURSEMENT WHEREAS, the City Council desires by this Resolution to amend City Council Rules to add a policy on training, education, intergovernmental relations and travel reimbursement that replaces the practices that currently exist; and WHEREAS, the City Council recognizes and encourages councilmembers attendance and participation in trainings, conferences and seminars that will help councilmembers stay current with issues and be useful to councilmembers' Council duties (for example, events hosted by Association of Washington Cities, Washington Finance Officers Association, Washington Cities Insurance Authority and similar); and WHEREAS, in addition,the City Council recognizes and encourages councilmembers to meet with other elected officials and/or their staffs to stay connected and present information and work with officials on issues that affect the City (for example, travel to Olympia to meet with elected officials and/or their staffs); and WHEREAS, councilmember travel expenses for these purposes (training and intergovernmental relations) have been reimbursed on the same basis as city employees, namely, as set forth in the City's Personnel Policies Manual, which adopts by reference Chapter 10 - Travel of the State of Washington Administrative & Accounting Manual Issued by the Office of Financial Management ("OFM Travel Manual"). The City's Personnel Policies Manual applies to City employees and not elected officials, and this Resolution adopts the OFM Travel Manual for councilmember travel expenses. NOW,THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend as follows: A new Article 7 is added to City Council Rules of Procedure, to read as set forth in Exhibit A. ADOPTED by the City Council of the City of Port Tow 7d at a regular meeting thereof, held this 2nd day of June, 2014. i l� David King, Mayor Attest. Approved as to form: ..._._.� Pamela Kolacy, MMC John P. Watts City Clerk City Attorney Resolution 14-026 Exhibit A Page I of 3 EXHIBIT A ARTICLE 7 - TRAINING, EDUCATION, INTERGOVERNMENTAL RELATIONS AND TRAVEL REIMBURSEMENT 7.1 Purpose. A. The City Council recognizes and encourages councilmember attendance and participation in trainings, conferences and seminars that will help councilmembers stay current with issues and be useful to councilmembers' Council duties, for example, events hosted by Association of Washington Cities, Washington Finance Officers' Association, Washington Cities Insurance Authority and similar. B. In addition, the City Council recognizes and encourages councilmembers to meet with other elected officials and/or their staffs to stay connected with current issues and present information and work with officials on issues that affect the City, for example, travel to Olympia to meet with elected officials and/or their staffs. C. This Rule formally adopts travel expense policies for these purposes (training and intergovernmental relations). Travel expenses have been reimbursed on the same basis as City employees, namely, as set forth in the City's Personnel Policies Manual (presently applicable to City employees but not to City councilmembers), which adopts by reference Chapter 10 - Travel of The State of Washington Administrative & Accounting Manual Issued by the Office of Financial Management ("OFM Travel Manual"). 7.2 Travel Expenses and Reimbursement. L Subject to the Rules in Article 7, City elected officials will be reimbursed for reasonable and customary expenses incurred in the conduct of their business for the City ("business travel"), including food, lodging and travel expenses while away, but excluding any expenses for personal entertainment and alcoholic beverages. 2. Reimbursement for such expenses will be made subject to conformance with the following; • These Council Rules, • Chapter 42.24 RCW, Payment of Claims for Expenses, Material, Purchases— Advancements, and • Chapter 10 - Travel of The State of Washington Administrative & Accounting Manual Issued by the Office of Financial Management("OFM Travel Manual") (including amendments, as applicable). The City Manager determines applicability and interpretation of the OFM Travel Manual. Resolution 14-026 Exhibit A Page 2 of 3 Terminology references in the OFM Manual are changed as follows: Where OFM Manual uses- Change to- State city Agency Department Travel Expense Voucher City form providing equivalent information State Charge Card System City purchasing card Travel Authorization City form providing equivalent information statute Ordinance or Resolution Director of OFM City Manager 7.3 Travel—Authorization—When Required. 7.3.1 Subject to available budget and processes in paragraph 7.3.2: 1. Out-of-State Travel. For all out-of-state councilmember travel on City business where councilmembers seek travel expense reimbursement and/or intend to use Council travel budget, councilmembers must receive prior authorization for travel from the City Council, except, the Mayor, in consultation with the City Manager, may authorize a councilmember's out-of-state travel without City Council prior authorization if the matter is time sensitive and there is not adequate time to bring the matter to the City Council at a regular meeting. In such circumstance, the City Manager and/or Mayor shall promptly notify City Councilors by email or similar means. 2. In-State Travel - Trainings. For in-state councilmember travel on City business to trainings, conferences and seminars that will be useful to the councilmember's Council duties, for example, events hosted by Association of Washington Cities, Washington Finance Officers' Association, Washington Cities Insurance Authority and similar, where the councilmember seeks travel expense reimbursement, prior authorization for travel from the City Council is not required. 3. In-State Travel—Intergovernmental Relations. For in-state councilmember travel on City business to meet with other elected officials and/or their staffs to present information and work with officials on issues that affect the City, for example, travel to Olympia to meet with elected officials and/or their staffs, where the councilmember seeks travel expense reimbursement, prior authorization for travel from the City Council is not required. 4. Travel —Other. For all other councilmember travel on City business where the councilmember seeks travel expense reimbursement, and subject to available budget, prior authorization for travel from the City Council is required. 7.3.2 For all councilmember travel where the councilmember seeks travel expense reimbursement: Resolution 14-026 Exhibit A Page 3 of 3 1. Requirement to check with City Manager on travel plans and budget availability. Before making travel plans, councilmembers must check with the City Manager for any comments or input he or she may have that might affect the councilmember's travel, and on travel and training budget availability. The City Manager may advise the councilmember's proposed travel or training expense may impact budget availability that in the City Manager view is or should be reserved for other councilmember's expected or planned travel or training. For example, the City Manager may advise the councilmember who desires to attend a training that the councilmember has attended a similar training before, and the City Manager recommends that the councilmember forgo attending that training to reserve budget for another councilmember who has not attended the training. If the councilmember and City Manager do not agree on the City Manager's recommendation, then the Council would resolve the matter. 2. Situation where travel reimbursement is requested without first checking with City Manager. If a councilmember without checking with the City Manager on budget availability makes a request for travel reimbursement, travel reimbursement does not occur unless the City Manager or the City Council subsequently approves reimbursement for the travel. 3. Travel arrangements through City Administration. Councilmembers are encouraged to make travel arrangements through City Administration (namely, have City Administration book travel arrangements). 4. Councilmember Report Following Travel. Following the travel, the councilmember would provide a brief report of the purpose of the travel to the City Council at the next regular meeting of the Council.