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Home My WebLink AboutVI (A4b) Withdraw Ordinance 2000-24 from further consideration in light of the adoption of Ordinance 2001-10 and Resolution 2001-06 Agenda 5-15-2001 Item VI A 4 b "CENTER OF GOOD III-IA'G-PRIDE OF WEST ORANGE' MAYOR•COMMISSIONER Ocoee s. SC'OTT VANDERGRIFT CITY OF OCOEE COMMISSIONERS ►� DANNY IIOWELL ISO N. LAKESHORE DRIVE SCOT I'ANDERSON n be OCOCE, FI ORIDA 34761-2258 RUSTY JOHNSON (407)905-3100 NANCY I. PARKER 4000 NN (407)656-5725 FAX (04 MANAGER FROM II IE OFFICE OF JEAN GRAFTON, CITY CLERK JIM GL.EASON MEMORANDUM TO: The Honorable Mayor and City Commissioners FROM: Jean Grafton, City Clerk ` DATE: May 8, 2001 RE: Withdraw Ordinance No. 2000-24, Repealing Ordinance No. 93-20 Which Established the City of Ocoee Travel Policy Ordinance No. 2000-24 was designed to repeal the existing Travel Policy established in 1993 and adopt a revised Travel Policy. This Commission discussed, tabled, and continued the adoption of Ordinance No. 2000-24 at several meetings during the year 2000 and ultimately directed a different approach be taken, as they did not wish to adopt the policy by ordinance. As a housekeeping matter, this needs to have closure. RECOMMENDATION Staff respectfully requests the Honorable Mayor and City Commission withdraw Ordinance No. 2000-24 from further consideration in light of the adoption of Ordinance No. 2001-10, repealing Ordinance No. 93-20, and Resolution No. 2001-06, establishing a Travel Policy. POW 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. 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. 2- 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- 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 {fourtcc 1 (14)1 f forty-five (451]working days after completing the authorized travel but in no event later than October 20 of each year for any report related to authorized travel in the previous fiscal year]. (2) Transportation expenses will be reimbursable as set forth below. All travel must he 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 ;teurist} fuogradeable coach] class, when practicable, and a receipt shall be required for all such air travell- provided however that the traveler may at the traveler'suense upgrade to business or first class in which case the City will reimburse for the cost which would have otherwise been incurred for air travel nogradeable coach class. Notwithstanding the foregoing, the City will reimburse a traveler for business or first class travel if reouired by the Americans with Disabilities Act]. 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 of a single occupancy{, or oasts-pane, a,Ld with another traveler). Double occupancy rate 006.196629.1 2- 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. ill arzi-fLAII calls which are related to City business shall 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. (7) All travelers will be reimbursed for the actual meals expenses, except for alcoholic beverages which will not be reimbursable. A receipt for meals will 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 public purpose. In the event the expense does not serve a valid public purpose or is 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 must be signed by the traveler. All advances shall be accounted for within {ten (4-011-Jforty-five14511 working days after completion of the authorized travelf but 006.198629.1 3 in no event later than Qctober 20 of each year for advances made in the previous fiscal yearl. (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. 006.198629.1 -4