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HomeMy WebLinkAboutCOW 2007-07-23 Item 4B - Council - City Council Travel Budget 4.Y COUNCIL AGENDA SYN0PsIs 0 Initiols ITEM No. Ntri0 I 9, 1 MeetiwDate 1 Prepared, by 1 AI awls reziew 1 Cotrr�cil review 'm v-0 1 07/23/07 1 KAM YV I I fie( 1 rsoa I I ITEM INFORMATION I CAS NUMBER 07-091 ORIGINAL AGENDA DATE: 07/23/07 AGENDA ITEM TITLE Co uncil Travel Budget. CATEGORY Discussion 1 1 Motion n Resolution Ordinarxe n Bid A vttrd Public Hearing Other MtgDate 07/23/07 MtgDate MtgDate MtgDate MtgDate MtgDate MtgDate SPONSOR Cotoril Mayor A clmm Sza DCD Finarxe 1 1 Fire ❑Legal P6- R Pc& U PW SPONSOR'S Discussion of the Council Travel Budget to include: SUMMARY 1. Funds remaining for travel for each Councilmember. 2. Projection of intended travel for remainder of year. 3. Special request to full Council for use of travel funds beyond individual allocation. REVIEWED BY COW Mtg. CA&P Cmte F&S Cmte Transportation Cmte Utilities Cmte Arts Comm Parks Comm Planning Comm. DALE: RE COMMENDATIONS: SPONSOR/ADMIN. Council President COM vff 1'lhE COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 07/23/07 Informational Memo; Travel Expenditure Spreadsheet; 10/23/06 Council minutes; and 1 Resolution 1551 1 a t City of Tukwila o :2: w 0 3 City Council 'n" 1908 MEMORANDUM TO: Tukwila City Council VIA: Kimberly Matej, Council Legislative Analyst (A) DATE: July 18, 2007 SUBJECT: Council Travel Status Report Attached to this memo you will find a City Council Travel Status Report. This information reflects expenditures through June 30, 2007, and anticipated /estimated travel through December 31, 2007 (highlighted in yellow)". As you may recall, Council travel guidelines were discussed at the October 23, 2006 COW, and were previously set forth by Resolution Number 1551. The minutes and resolution are attached for your review. Based on these documents all local meetings, mileage and meals have been subtracted from the "shared /pooled" Council travel budget. Since I have included anticipated travel expenses for the remainder of 2007 in the report, you will find some individual allocations to be over budget. Please remember that according to the Council travel guidelines, you must prepare a request for travel form requesting the use of shared /pooled funds and submit it to the Council President. Council travel is scheduled to be discussed under Special Issues at the July 23, 2007, Committee of the Whole meeting. *Due to partial year tracking, you may find that some information has been unintentionally misreported. If this is the case, please advise of any changes. 2007 TRAVEL STATUS REPORT City of Tukwila Page 3 of 5 Citv Council Committee of the Whole Minutes October 23. 2006 Councilmember Carter indicated it would be beneficial to have a breakdown of comparisons of local water district rates, similar to the chart provided for sewer rates. Mr. Morrow indicated that information would be i I forthcoming. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING AGENDA AMENDMENT PER PAGE 1 e. Clarification of Resolution #1475 regarding medical benefits for employee dependents Rhonda Berry, City Administrator, provided information regarding this issue. In 2001 the City passed Resolution #1475, providing extended medical, dental, and vision coverage for employees' dependents while employees are on active duty military leave from the City due to results of the New York and Washington, DC tragedies. In Tight of recent and pending deployments of Tukwila employees, clarification of the resolution is being requested. Section #3 of the resolution reads, 'The premium cost for this coverage shall be paid for by the City of Tukwila." When the resolution was passed in 2001, all premium costs for employee and dependent healthcare were borne by the City.' Beginning in January 2006, employees have been subject to a premium share. Clarification is being requested regarding the Council's intent as to whether the City should pay the premium share or if the employee should bear the cost. Currently the maximum share is $35.00 per month, and the premiums may be discontinued in the near future. One employee has been activated to military duty and one more has orders pending. Tukwila has not had more than six staff members deployed at any one time. Mayor Mullet explained that the premium payment instituted in January 2006 was in lieu of raising co- payments on doctor visits or o n prescription medications. Co- payments are not paid for by the City for any employees. Discussion ensued among the Councilmembers with a consensus that medical premiums for employees and their dependents, while employees a re on active duty military leave from the City, should be paid for by the City of Tukwila. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING f. Review of Ordinance No. 1551 regarding Council travel guidelines Council President Robertson stated he brought this forward to the full Council for discussion due to recent questions regarding the travel policy for Councilmembers. Ordinance Number 1551 approved Council Travel Guidelines. The Councilmembers discussed the guidelines with specific attention to V. Council Travel Decisions as follows: A. Beginning each year, after funds for local meetings, the Council retreat, and meals are subtracted, each Councilmember will be allotted an equal share of the remaining Council travel budget for State, National, and Sister City travel. That share shall be available to that Councilmember for use in travel expenses throughout the year. B. Each Council member will prepare a travel plan at the beginning of the budget year showing planned travel and expected associated costs.- Dates and locations of known state and national conferences will be supplied as soon as they are known. C. Any Councilmember's funds that are not used for travel in that year will be returned to the shared travel fund, which can then be used by other Councilmembers. 1. Councilmembers desiring to use shared travel funds will prepare a Request for Travel form highlighting the benefits to the City. 2. The Council President will prioritize the requests to the Council. The City Council will make the final decision on use of the funds. Er City of Tukwila Page 4 of 5 City Council Committee of the Whole Minutes October 23. 2008 3. After all Request for Travel forms are received by the Council President and no shared funds remain, travel requests will be denied unless additional funds are budgeted. 4. If an opportunity for a conference or training arises mid -year after travel funds are expended or planned for the City, Council will decide if the benefit to the City is high enough to warrant the additional travel expense. Council President Robertson indicated that currently the Council travel budget is divided by eight, to include the seven Councilmembers and the Council Assistant position. In the past, the funds allocated to the Council's staff person have not been fully utilized, and the remainder has been available for Councilmember travel needs. In 2007, the Council travel budget will be increased by $10,000. Concern was expressed regarding the desire to send Councilmembers to Japan for Sister City related trips. The Council Travel Guidelines state, "Sister City travel will not be budgeted separately and will be part of each Councilmember's travel allocation." The additional $10,000 in the 2007 budget should help to ensure that one or two Councilmembers could travel to Japan. The Councilmembers discussed various aspects of the travel guidelines and current process to include allocation of the budget allotments as they relate to the Council Assistant position; issues involving unplanned events that come up at mid -year; the need for more effective monitoring of the budget; and possible revisions to the guidelines for consideration at a Council Committee. COUNCIL CONSENSUS EXISTED TO RETAIN THE CURRENT COUNCIL TRAVEL GUIDELINES 8:43 pm Council President Robertson declared a five- minute break. 8:51 pm Council President Robertson re- opened the Committee of the Whole meeting. MOVED BY ROBERTSON, SECONDED BY DUFFIE TO MOVE THE SPECIAL MEETING (scheduled at the end of this Committee of the Whole meeting) TO BE CONSIDERED AT THIS TIME. MOTION CARRIED 7 -0. Special Meeting Minutes Available under separate cover 8:54 pm The Committee of the Whole Meeting resumed. g. Continuation of review 2007 Proposed Budget and CIP Councilmember Linder referenced the November 20, 2006 public hearing date on the proposed 2007 budget. Council President Robertson indicated he has requested the public hearing date be changed to December 4, 2006. Detailed data and final figures regarding tax information will not be available until late November. Modifying the date would allow Councilmembers time to propose budget changes prior to the public hearing. Councilmember Linder expressed concern about the possibility of considering and implementing new taxes within a short time frame. There are many potential options, and a thorough review of the impacts would need to be considered, as well as allowing adequate time to receive input from citizens and businesses. Councilmember Linder suggested the Councilmembers be asked if it is the intent to review a list of new taxes on November 20 for possible implementation. Council President Robertson declined polling the Councilmembers and indicated any proposals and potential benefits could be considered in four weeks. Councilmember Carter indicated there has been very little discussion on this issue in the recent past and reiterated the need for careful consideration before instituting new taxes. 9:06 pm Councilmember Linder excused herself and left the meeting. Kevin Fuhrer, Finance Director, intro_ duced each of the following sections of the budget for review by the City Council. The Councilmembers discussed the items and asked for clarification from staff as needed. O ��t Z W es 1908 City of Tukwila Washington Resolution No. 1 551 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, FORMALLY ADOPTING A POLICY FOR TRAVEL EXPENSES WHILE ON CITY BUSINESS; APPROVING A CITY TRAVEL CREDIT CARD POI CY; APPROVING NEW COUNCIL TRAVEL GUIDELINES; AND AUTHORIZING ADMINISTRATIVE POLICIES TO BE INSTITUTED BY THE FINANCE DIRECTOR PER RCW 42.24. WHEREAS, Resolution 1443 adopted travel expenses section, credit card section, and Council Travel Guidelines in May 2000; and WHEREAS, the Council has reconsidered the Council Travel Guidelines and has deternnined to try a new approach to managing their travel decisions; and WHEREAS, finance regulations have been updated since Resolution 1443 was adopted; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. The attached Administrative Policy 03 -06, "Travel Expenses While on City Business" (Attachment A), is adopted for Council use. Section 2, The attached Administrative Policy 0346, "Policy Guidelines for City Travel Card Usage" (Attachment B), is adopted for Council use. Section 3. The "Council Travel Guidelines" (Attachment C) are hereby approved to take effect in January 2005. Section 4. All nominal changes such as the legal annual mileage rate will be made administratively. Any other changes must be approved by the Finance and Safety Committee. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this t7 day of 2004. ATTEST /AUTHENTICATED: a lvak. e4t/141. Hag Council President jbb E. Cantu, CMC, City Clerk APPROY, A5 TO ),Al Filed with the City Clerk: to a. A 1 Passed by the City Council: MOM Office a the Ci ey Resolution Number. 1 "5i 1 t✓ COUNCIL TRA VELDCC }-±ocn .A ,v+u� 4 0 POLICY AND PROCEDURE mil Subject Index: TRAVEL EXPENSES WHILE ON CITY BUSINESS FINANCE Number. 03 -06 Effective Date: Supersedes: Page 1 of 3 Staff Contact: Date: Approved by: 1/1 /03 03 -06, dtd.10 /1 /00 Finance Director 10/20/02 1.0 PURPOSE: 0 t To establish policy guidelines on reimbursement for expenses while on City business. 2.0 DEPARTMENTS AFFECTED: All departments and divisions 3.0 REFERENCES: BARS Manual 1.3.3.B and RCW 42.24 Resolution No. 1443 4.0 POLICY: It is the policy of the City of Tukwila to reimburse employees for reasonable and necessary expenditures trade while on official City business. Mileage will be reimbursed at a rate per mile; all other allowable expenses on an actual cost basis. All expenses roust be itemized if applicable. Claims for reimbursement of travel expenses, other than mileage, shall be accompanied by invoices and/or receipts showing proof of payment. Where there is no receipt, an employee's supervisor must approve the expense. 4.1 Overnight Travel 4.1.1 Lodging. Hotel and motel expenses will be reimbursed upon completion of authorized travel and submittal of proper claim. A reasonable class of accommodation (single rate) shall be selected where choice is available. 4.1.2 Meals. Meal reimbursements for all authorized trips and/or training are to be itemized. Credit card receipts with no detail of purchases are not acceptable. Reimbursement shall be made when an employee is attending an employer approved business meeting, seminar, conference or training away from the employee's facility. Employees shall be reimbursed for the cost of the meals, including a reasonable tip (no more than 15% unless automatically billed by vendor), using the following guidelines: Breakfast $12.00 Lunch $15.00 Dinner $27.00 It is recognized that on certain occasions and depending on location it may be necessary to exceed the above guidelines. Also, a higher amount may be necessary when included with a conference or training related event. Department heads should approve reimbursement requests prior to submittal to Finance, acknowledging meat costs that exceed the guidelines. 4.1.3 Mileage Allowance. Employees who use personal vehicles on travel assignments will be allowed IRS allowable rate per mile (the .2004 rate after January 1 is $0.375 cents per mile). Each employee must have liability insurance of not less than that required by current Washington State Law ($50,000/$100,000 /$5,000) on his/her vehicle which is used on authorized City business, as well as proof of insurance. No reimbursement for mileage shall exceed the dollar amount of round trip airfare at the coach rate.on a licensed common carrier, plus auto rental or taxi fare at point of destination. When two or more employees are attending the same seminar, convention, or meeting, carpooling shall be practiced whenever possible. Actual speedometer reading from City Hall to destination and return to City Hall will be used unless traveling directly from home and then the lesser mileage will be used. If an employee, for own convenience, travels by an indirect route or interrupts travel by the most economical mute, employee c13a11 bear any extra expense involved. Reimbursement for such travel shall be for only that part of the expense as would have been necessary in order to travel. 4.1".4 Out of State Travel (Except Elected Officials). Requires prior approval by the City Administrator in writing and a Training Attendance Request Form if applicable. 4.2 Local Travel and Expenses 4.2.1 Local Mileage.. No mileage will be paid for commuting from an employee's personal residence to City Hall or a workstation, 4.2.2 Local Meals. Reimbursement for meals will be allowed only when the employee is attending a seminar /conference or as a representative of the City for a specific purpose, or where the employee's attendance will directly benefit the City. Reimbursements will not be allowed for meetings which are of a social nature. The request for reimbursement of local meats should include the following infonnation: a. Date b. Place c. Meeting attended d. Specific reason for attendance 4.2.3 Parking fees will be reimbursed by actual cost and receipts shall be presented when possible. 4.2.4 Training Attendance Request forms, except for elected officials, shall accompany any purchase order form relating to a travel expense over $100.00 (i.e. registration fee, airfare, hotel). 4.2.5 Any special circumstances for reimbursements which exceed the stated limits must be approved by a department head and/or the Finance Director prior to completion of "Claim for Expenses" form 4.3 Advance Travel Revolving Fund: The City of Tukwila maintains an Advance Travel Revolving Fund for the convenience of City employees whose necessary official travel night cause economic inconvenience. The Advance Travel Revolving Fund should be used solely for travel expenses. It should not be used for personal loans, purchase of a+'rllne tickets, registration fees, reimbursements to employees or officers for travel expenses already incurred, or for other travel or office expenses. Per BARS Manual Section 1.33.8. Requests for Advance Travel Fund expenses shall be made to the Finance Director or designee on the prescribed "Advance Travel Request" foam, with out -of -state travel being approved also by the City Administrator. A copy of a Training AttplidArra Request form must be attached, except for elected officials. Upon approval, a check will be drawn on the Advance Travel Revolving Fund (no more than five working days) prior to departure of the authorized trip. Reconciliation of and/or repayment of unexpended balance must be completed within five (5) working days after returning to work Allegany expended items must be itemized on an "Advance Travel Claim for Expenses" form, accompanied by substantiating receipts and/or invoices. Until repaid, failure to do so will make any employee receiving such advance personally liable for the full unpaid amount plus interest at the rate of 1O% per annum. No advance of any kind shall be made to any employee who is delinquent in accounting for or repaying a prior advance. If an employee reimbursement is necessary, reimbursement will be handled by the Finance Department after the "Advance Travel Claim for Expenses" fomt is submitted. 4.4 Non allowable expenses shall include, but are not limited to: a. Laundry, cleaning, or valet services (except on trips of four or more consecutive days). b. Tobacco. c. Alcoholic beverages. d. Ea�tertairu including it -room video rentals. e. Personal telephone calls or telegrams (except when on extended trips of three or more days). Calls on extended trips are limited to two, and the total cost shall not exceed $15.00. 1 First class travel accommodations when economy or coach class are available. g Meals and lodging in lieu of other meals and/or lodging when these items are included in the registration fee. h. Fines, forfeitures or penalties. i. Expenses of a spouse. j. Travel insurance. k. All other personal services such as barber, etc. �i+.sc:L.:a <.ss <zxLK SC'i.•,. "s n:c�ti.rrr:L -:.:.7::,; ..n .x. POLICY AND PROCEDURE ,1X1e Subjeet: Index: CITY TRAVEL CREDIT CARDS FINANCE Number. 03 -17 Effective Date: Supersedes: Page 1 oft Staff Contact: Date: Approved by: 5/15/00 Finance Director 10/01/00 Vie 1.0 PURPOSE: To establish policy guidelines for City Travel Card usage per RCW 42.24. 2.0 ORGANIZATIONS AFFECTED: All departments and divisions 3.0 REFERENCES: Resolution No. 1443 Finance Policy 03 -06 RCW 42.24 4.0 POLICY: 4.1 Credit cards are to be used for authorized City travel expenses. Each credit card will be issued in both the individual's and the City of Tukwila's name. Only the individual on each card can sign for the City. Credit card issuance is limited to elected officials and administrative personnel as approved by the City Administrator. 4.2 Billing/Receipts All billing statements Will come to the City's Finance Department for processing. Credit card holders wtl submit copies of all charges, along with the budget account number that the expense is to be charged against, to Finance with ten (10) days after travel is completed. The receipts will be verified against the statements by Finance. 4.3 Permitted Uses a. Lodging costs b. Meals c. Transportation d. Registration e. Other related expenses PP Non- Allowable Costs a. Personal expenses b. Spouse expenses c. Alcoholic beverages d. Non-travel related expenses e. Cash advances 4.5 Prior to receiving a credit card, an acknowledgment of receipt of the Credit Card Policy will be required. 4.6 See also Finance Policy 03 -06 for relevant travel policies. (ATTACHMENT A, Travel Expenses While on City Business) 4.7 My illegal use of the travel credit card can result in a lien against salary, if necessary, to recover the disallowed charges. sue ATTACHMENT C Council Travel Guidelines 1. Statement of Policy The Tukwila City Council encourages Council members to be actively involved in city, county, state, regime!, and national organizations that affect Tukwila, its residents, and its businesses.. 11. Dec islons About Travel It is the responsibilitylof the entire Council to approve the travel budget. It is the responsibility of lndividual Council members to decide upon their own travel with their travel •allotment•• 111. Purposes for Travel A. Education 8. Lobbying C. Professional responsibility, e.g., policy boards, offices, and committees D. Public relations, Le., representing the City E. Fostering better relations with local, state, federal and sister city officials IV. Travel Budgets A. Budgets for Council travel Will be set t in the fall prior to the year the travel is to occur. B.. Estimates of who shall travel In the next year will be made at budget time the preceding year in order to set an adequate budget, which shall serve as a guide in allocating travel for the following year. C. The Council will consider the City's financial situation in setting their annual travel budget. V. Council Travel Declslons A...Beginning each year, after funds for local meetings, the Council retreat, and meals:are subtracted, each Council member will be allotted an equal share of the remaining Council travel budget for State, National and Sister City travel. That share shall be available to that Council member for use In travel expenses throughout the year. B. Each Council member will prepare a travel plan at the beginning of the budget year showing planned travel and expected associated costs. Dates and locations of known state and national conferences w11l.be supplied as soon as they are known. C. Any Council member's finds that are not used for travel in that year will be returned to the shared travel fund which can then be used by other Council members. 1. Council members desiring to use shared travel funds will prepare a Request for Travel Form highlighting the benefits to the City. 2. The Council President will prioritize the requests to the Council. The City Council will make the final decision on use of the funds. 3. After all Request for Travel forms are received by the Council President and no shared funds remain, travel requests will be denied unless additional funds are budgeted. 4. If en opportunity for a conference or training arises mid year after travel .funds.are expended or planned for the City will decide if the benefit to the City enough to warrant the additional travel expense. D. Upon returning from a class or conference, Council members will prepare a written report to be distributed to the Council. if more than one Council member attends, a consolidated report maybe presented. E. Sister City Travel 1. Sister City travel will not be budgeted separately and will be part of each Council member's travel allocation. 2. Funding *for travel to a sister city will be planned in the budget for the year in which the travel Will take place:. 3. Travel to a sister city.will not preclude travel to a national conference If costs are taken from the Council mer fiber's travel budget or central shared funds. 4. The City will pay for basic travel an a sister city trip, including the transportation, lodging, and meals Included in the basic price for the trip. All other expenses will be borne by.the City Council member. VI. Travel Expenses A. The City will pay for airfare, registration, hotel, and meals when a Council member Is on official travel. B. When a spouse or non -City .person accompanies the Council member on travel, his/her expenses will be separately paid in full by that person, and the City will not assume any extra casts for that companion. The difference between the cost of a single and double room incurred when a spouse accompanies the Council member is the responsibility of the Council member, and will be paid at the time of the hotel stay.