HomeMy WebLinkAboutII (A) Address Travel Policy Ordinance No. 2000-24 S. S. 2-06-2001
Item II A
"CENTER Oh 0001)LII71/2G 1'11I01 UT II'/i S1021V(;It Mav R•( xn‘sioNeR
Ocoee S. SC(/FT V ANOEILOR II I
v ��NLLL �a CITY OF OCOEE EEo „). Rs
ISO N. Ln:IMORrURrvt DANNS IIOnn I.
p SCOT I AI RSN
re F: A ocol I. Fl.UR1o,04761-z2ss Rl S S RAINSON
i> 47 (407)9053100 NANC11 PARKER
4 0f 6000�� (407)656-5725 FAX
Acl l9r(I r't MdN VAR
FROM THE OFFICE OF JEAN GRAFTON.CITY CLERK Lm Grusov
MEMORANDUM
To: The Honorable Mayor and Board of City Commissioners
From: Jean Grafton, City Clerk
Date: January 31, 2001
Re: Direction to Staff regarding Travel Policy Changes
In the middle of last year discussion was initiated concerning changing the Travel Policy as
adopted by Ordinance No. 93-20. Some of the suggestions were: 1) that the Policy should be
just that and not be adopted by Ordinance, 2) a stipend should be added to cover local travel
expenses, 3) that personal credit card statements could be used for the reports rather than
turning in receipts, 4) that a longer period of time be allowed to turn in receipts, 5) that air
travel by upgradeable coach be allowed rather than tourist class, and 6) that reimbursement for
lodging should be on the basis of the actual cost of a single occupancy.
Some of those proposed changes were incorporated into Exhibit A of Ordinance 2000-24 as
presented for first reading August 15, 2000. Since that time the second reading and public
hearing have been continued a number of times in order to give time for more input. At the
Special Session January 4, 2001, the decision was made that each of you would furnish the
City Clerk with changes you wished to see incorporated into the Travel Policy to he compiled
and circulated back to you.
Mayor Vandergrift has returned a page which he wishes to discuss.
Commissioner Howell said he is satisfied with the proposed changes in Ordinance No. 2000-
24, but that the forty-five days for filing a travel report might be excessive.
Commissioner Anderson's changes were incorporated into the proposed ordinance.
Commissioner Johnson said he is satisfied with the Policy as it is.
Commissioner Parker would like to see the travel to all over a set number of meetings each
month be reimbursable, and also would like to discuss possibly limiting the amount to he
reimbursed for spouse travel.
POWri ,��
o Ocoee
1i ' mo
K............r4lh4`'� NANCY J. PARKER
o caov.
COMMISSIONER
DISTRICT 4
IF()N.IAKESHORE DRIVE
OCOEF,FI,ORIDA 34761
OFFICE.(407)636-2122,EXI. VI
RES.(4(17)292-S647
MEMORANDUM:
Date: January 25, 2001
To: Jean Grafton, City Clerk 1fl•1'
From: Nancy J. Parker
Subject- Travel Ordinance 2000-24
I actually have very few comments. I have no problem turning in the little sheet listing
miles driven, parking & tolls for re-imbursement. The only thing I wish could be
clarified or stated is for trips I make to City Hall for various meetings. At present, I don't
receive reimbursement for any meetings or trips to City Hall. I understand that to a point,
because it is my job as Commissioner to be at Commission Meetings and certain other
meetings. I would like to see it stated that as part of my Commission Duties, I am
expected to drive to Regular Commission Meetings and X number of other meetings per
month or week and that the rest I would receive reimbursement for. Some months I
attend only 4 or 5 meetings and others 1 seem to be driving back and forth to City Hall
daily or a couple of times a day. Those extremely frequent times at the cost of gas today
do add up quickly.
Certainly giving us 45 days to turn in receipts for reimbursements should give time for us
to have credit card bills through complete cycles.
As far as item #11, I have no problem with that one. I would be open to discussion to
limit the amount reimbursed for a spouse to a certain amount per trip. Cost of the room
being double, meals, events spouse attends with the elected official (conferences,
banquets, etc.), should be covered and in the event of airline travel, I would be open to
limiting the expense to the City (up to $200 per ticket or whatever) or stating that the cost
of the airline ticket was not reimbursable. I personally believe that including the spouse
is important. It behooves us to promote a Family image for the City, the time spent away
from family just from meetings and local events can be difficult and the pay received
doesn't actually cover the time and effort for the local duties. I am hesitant to go out of
town by myself simply from a perspective of personal safety, not even taking the
aforementioned into account.
I hope this helps.
THE PRIDE OF WEST ORANGE
ORDINANCE NO. 2000-24
AN ORDINANCE OF THE CITY OF OCOEE, FLORIDA
REPEALING ORDINANCE NO. 93-20 ADOPTED
DECEMBER 7, 1993 WHICH ESTABLISHED THE CITY OF
OCOEE TRAVEL POLICY; ADOPTING AND APPROVING
THE CITY COMMISSION TRAVEL POLICY; PROVIDING
FOR SEVERABILITY;REPEALING ALL ORDINANCES IN
CONFLICT HEREWITH; PROVIDING AN EFFECTIVE
DATE.
WHEREAS, on December 7, 1993 the City Commission adopted Ordinance No.
93-20 which established the policies and regulations relating to travel expenses incurred by
certain City officials and employees on behalf of the City; and
WHEREAS, the City desires to repeal said Ordinance and establish a new set of
policies and regulations relating to travel expenses incurred by the members of the City
Commission on behalf of the City.
NOW, THEREFORE,BE IT ENACTED BY THE CITY COMMISSION OF
THE CITY OF OCOEE,FLORIDA, AS FOLLOWS:
SECTION 1. Authority. The City Commission of the City of Ocoee has the authority
to adopt this Ordinance pursuant to Article VIII of the Constitution of the State of Florida and
Chapter 166, Florida Statutes.
SECTION 2. Repealing of Ordinance No. 93-20. Ordinance No. 93-20 adopted
December 7, 1993 establishing the "CITY OF OCOEE TRAVEL POLICY" is hereby
repealed in its entirety.
006.189904.1
SECTION 3. City Commission Travel Policy. The City Commission of the City of
Ocoee, Florida, hereby adopts and approves the "CITY COMMISSION TRAVEL POLICY"
as set forth in Exhibit "A" attached hereto and by this reference made apart hereof.
SECTION 4. Severability. If any section, subsection, sentence, clause, phrase or
portion of this Ordinance is for any reason held invalid or unconstitutional by any court of
competent jurisdiction, such portion shall be deemed a separate, distinct and independent
provision and such holding shall not affect the validity of the remaining portion hereto.
SECTION 5. Conflicts. All ordinances and resolutions, or parts of ordinances and
resolutions, in conflict herewith are hereby repealed and rescinded.
SECTION 6. Effective Date. This Ordinance shall become effective immediately
upon passage and adoption.
•
-
006.189904.1
PASSED AND ADOPTED this day of ,2000.
APPROVED:
ATTEST: CITY OF OCOEE, FLORIDA
Jean Grafton, City Clerk S. Scott Vandergrift,Mayor
(SEAL)
ADVERTISED ,2000
READ FIRST TIME ,2000
READ SECOND TIME AND ADOPTED
,2000
UNDER AGENDA ITEM NO.
FOR USE AND RELIANCE ONLY BY
THE CITY OF OCOEE,FLORIDA;
APPROVED AS TO FORM AND LEGALITY
this day of ,2000.
FOLEY & LARDNER
By:
City Attorney
-3-
006.189904.1
EXHIBIT "A"
CITY COMMISSION TRAVEL POLICY
The travel policy is adopted for purposes of regulating travel for the Mayor & City
Commissioners. These individuals will be identified through out this policy as the "traveler".
The City shall pay certain expenses to the traveler in order that the traveler may attend meetings,
conferences, seminars, workshops and similar events which serve a public purpose and are
considered to be in the best interest of the City.
The need for City travel for which reimbursement may be claimed by the travelers named above
on behalf of the City of Ocoee is acknowledged as serving a public purpose and being in the best
interests of the City. All such persons are eligible to travel for the conduct of City business or to
attend meetings, conferences, seminars, workshops and similar events for the benefit of the City,
at City expense, pursuant to proper authorization prescribed in these regulations.
(1) A Travel Expense Report issued by the Finance Department, which shall be used
by all travelers requesting reimbursement for travel expenses, shall be completed.
The report will be filed within{ferric,..(1 M1)} forty-five (4511 working days after
completing the authorized travel but in no event later than October 20 of each
wear for any report related to authorized travel in the previous fiscal naA.
(2) Transportation expenses will be reimbursable as set forth below. All travel must
be by a usually traveled route. If a person travels by an indirect route for his/her
own convenience, any extra costs shall be borne by the traveler, and
reimbursement for travel expenses shall be based only on such charges as would
have been incurred by a usually traveled route. Air travel, if necessary, shall be
by {touring fipmdeable coachl class, when practicable, and a receipt shall be
required for all such air travelf; provided however that the traveler may, at the
traveler's expense, upmade to business or first class in which case the City will
reimburse for the cost which would haverwise been ineuned for air travel b
uneradeable coach class. Notwithstandin• the foregoing the City will1mburse
a traveler for business or first class travel if required by the Americans with
Disabilities Actl. Travel by private car when a City vehicle is not used will be
reimbursed at a rate per mile established by the City. When travel or local
transportation is by rental car, all rental car fees and charges are reimbursable
when substantiated by receipts. Local travel by airport limousine is reimbursable
when substantiated by receipts. Taxicabs and parking fees are reimbursable and
receipts for such expenses should be obtained whenever possible.
Travelers who are assigned a city vehicle shall be reimbursed for gas only and not
mileage; however, a gas receipt must be submitted to receive reimbursement.
(3) Reimbursement for lodging will be on the basis of actual
cost
e occupancy of a fa single rate
occupancy ,
2-
006.196629.1
will be reimbursed if no single room is available or if traveling with the traveler's
spouse. No reimbursement will be provided for expenses charged for in-room
movies or in-room food/beverage bars.
(4) If a traveler is out of town for longer than one day, the traveler shall be allowed
one personal telephone call reimbursed per day providing that the time limit of
that call is reasonable. {-Ne-athefpeIauna'l cull,, 'a.. )rAn calls which are related
to Citykiusiness tall bet reimbursable to the traveled.
(5) Gratuities (tips) are recognized as a legitimate part of the cost of travel and a
proper charge against the City,when such expenses are necessary.
(6) Registration fees, including meals and other programmed affairs and activities,
are reimbursable upon presentation of receipts. Receipts are not required for any
activities included in or on the registration form for the event when a City check
is issued for direct payment of such fees and charges. Registration fees may
include social activities which are part of the program for the event. Expenses for
social events and entertainment which are not part of the program shall not be
reimbursable except as provided in Section 12 below.
the actual
eals expenses, except for
(7) alcoho c beverages which will not berre<imbursable.mA receipt for meals wi A travelers will be reimbursed ll be
provided whenever possible.
(8) If a traveler accompanies a city employee or City official who has an authorized
City credit card and the credit card holder other than the traveler pays for meals
and other expenses with the City credit card, then the traveler shall not be eligible
for reimbursement for those expenses paid by the credit card holder other than the
traveler. The credit card holder who pays any expenses for a traveler will be
reimbursed for such expenses provided the credit card holder lists all such
expenses incurred on the Travel Expense Report and the names of the traveler for
whom the expense was incurred.
(9) Any other necessary expense not otherwise provided, incurred for the benefit of
the City, together with receipts whenever possible and explanations thereof,
should be claimed on an individual basis by completing the necessary travel form
and should be signed by the traveler. All such expenses must serve a valid
publici
purpose. In the event the expense does not serve a valid public purpose or
s
otherwise inconsistent with this policy, then the traveler will be responsible for
payment of the expense.
(10) Travelers may obtain travel advances when requested through the Finance
Department only for expenses which cannot be charged to the City credit card
issued to the traveler. The necessary travel form must accompany the request and
l be accounted for
mustsigned QJ4511 working day the traveler. ll s after complces etilon of the authorized tra within bu
-3-
006.198629.1
in no event later thar9etober 20 of each year for advances made in the revious
fiscal year].
(11) The City will reimburse for travel, meals or expenses for spouse of the traveler
when the spouse accompanies the traveler, the event includes activities which
may be attended by the traveler's spouse, and the attendance of the traveler's
spouse is otherwise in the best interests of the City considering the nature of the
event, the role of the traveler with respect to the event and the attendance of other
spouses at the event. The City will not reimburse for travel, meals or expenses of
other family members of the traveler.
(12) Entertainment expenses incurred by the traveler which serve a valid public
purpose will be reimbursed to the traveler. The Travel Expense Report of the
traveler must include the nature of the entertainment, those present, and a brief
summary of the business discussed. Receipts must be provided for all
entertainment expenses.
(13) All Travel Expense Reports must be completed as stated above.
(14) Any travel by a traveler which is reimbursed under this Travel Policy is subject to
the availability of budgeted funds for such purpose.
4-
006.198629.1