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HomeMy WebLinkAboutItem 03 Consideration of Resolution Increasing the Commission Stipend c.enter of Good LI ~ AGENDA ITEM COVER SHEET Meeting Date: March 15, 2005 Item # .3 Contact Name: Contact Number: Robert Frank X1500 Reviewed By: Department Director: City Manager: ~ ___ Subject: Commission Stipend Background Summary: In November 2001, the Commission adopted Resolution 2001-13, changing the monthly stipends to the Mayor and Commission for local travel and local expenditures incurred in the performance of official business on behalf of the City. The monthly stipend was increased to $400.00 for the Mayor and $325.00 for the Commissioners. With increased local events and meetings, the monthly stipend has not been enough to cover local expenditures, and the Mayor and Commission have incurred out-of-pocket expenses in order to attend such meetings. issue: Should the Mayor and Commission approve an increase the monthly stipend in order to cover local expenditures for official business on behalf of the City? Recommendations Staff recommends a $50.00 increase in the monthly stipend for the Mayor and Commission, changing the stipend to $450.00 per month for the Mayor, and $375.00 per month for the Commission. Attachments: Resolution Resolution 2001-13 (Amending Resolution 2001-06 and increasing the monthly stipend) Resolution 2002-21 (Amending "Exhibit "A", Travel Policy in regard to the monthly stipend) Financial Impact: $1500.00 for the remainder of FY 2004-05 (April 2005 - September 2005) to be transferred from the Commission Budget Travel Account #001-511-00-4000 Type of Item: o Public Hearing o Ordinance First Reading o Ordinance First Reading o Resolution ~ Commission Approval o . Discussion & Direction For Clerk's DeDt Use: ~ Consent Agenda o Public Hearing o Regular Agenda o Original Document/Contract Attached for Execution by City Clerk o Original Document/Contract Held by Department for Execution Reviewed by City Attorney Reviewed by Finance Dept. ~~ ~ Reviewed bv ( ) o N/A o N/A n N/A RESOLUTION NO. 2005 - A RESOLUTION OF THE CITY OF OCOEE, FLORIDA, AMENDING RESOLUTION NO. 2001-06, AND SUBSEQUENT AMENDMENT 2001-13 REGARDING MONTHLY STIPENDS TO THE MAYOR AND CITY COMMISSIONERS FOR LOCAL TRAVEL AND LOCAL EXPENDITURES INCURRED IN THE PERFORMANCE OF OFFICIAL BUSINESS ON BEHALF OF THE CITY; INCREASING THE MONTHLY STIPEND FROM $400.00 TO $450.00 FOR THE MAYOR, AND $325.00 TO $375.00 FOR EACH COMMISSIONER; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OCOEE, FLORIDA, AS FOLLOWS: SECTION 1. Section 1 of Resolution No. 2001-06 is hereby amended to increase, effective April 1, 2005, the monthly stipend to (i) $450.00 for the Mayor; and (ii) $375.00 for each Commissioner. SECTION 2. Except as set forth in this resolution and as amended by Resolution No. 2002-21 Exhibit "A" City Commission Non-Local Travel Policy, Resolution No. 2001-06 remains unchanged. SECTION 3. SeV{~rahi1ity. If any section, subsection, sentence, clause, phrase or portion of this Resolution 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. 006.238100.1 SECTION 4. Effective Date. This Resolution shall become effective immediately upon passage and adoption. PASSED AND ADOPTED this 15th day of March, 2005. ATTEST: Beth Eikenberry, City Clerk (SEAL) FOR USE AND RELIANCE ONLY BY THE CITY OF OCOEE, FLORIDA; APPROVED AS TO FORM AND LEGALITY This 15th day of March, 2005. FOLEY & LARDNER L.L.P. By: City Attorney 006.238100.1 APPROVED: CITY OF OCOEE, FLORIDA S. Scott Vandergrift, Mayor APPROVED BY THE OCOEE CITY COMMISSION ON THE ABOVE DATE UNDER AGENDA ITEM NO. -2- ~" ~ 006.238100.1 RESOLUTION NO. 2001-13 A RESOLUTION OF THE CITY OF OCOEE, FLORIDA, AMENDING RESOLUTION NO. 2001-06 REGARDING MONTHLY STIPENDS TO THE MAYOR AND CITY COMMISSIONERS FOR LOCAL TRAVEL AND LOCAL EXPENDITURES INCURRED IN THE PERFORMANCE OF OFFICIAL BUSINESS ON BEHALF OF THE CITY; INCREASING THE MONTlll. Y STIPEND TO $400.00 FOR THE MAYOR AND $325.00 FOR EACH COMMISSIONER; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OCOEE, FLORIDA, AS FOLLOWS: SECTION 1. Section 1 of Resolution No. 2001-06 is hereby amended to increase, effective November 1, 2001, the monthly stipend to (i) $400.00 for the Mayor; and (ii) $325.00 for each Commissioner. SECTION 2. Except as set forth in this resolution, Resolution No. 2001-06 remains unchanged. SECTION 3. Severability. If any section, subsection, sentence, clause, phrase or portion of this Resolution 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 4. Effective Date. This Resolution shall become effective immediately upon passage and adoption. RESOLUTION NO. 2002-21 A RESOLUTION OF THE CITY OF OCOEE, FLORIDA, AMENDING RESOLUTION NO. 2001-06 AS IT RELATES TO THE CITY COMMISSION NON-LOCAL TRAVEL POLICY; PROVIDING FOR DEDUCTIONS FROM THE ELECTED OFFICIALS MONTHLY STIPEND IN CONNECTION WITH USAGE OF A CITY CREDIT CARD USAGE; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Commission of the City of Ocoee desires to amend Resolution No. 2001-06 in order to further address the use of City credit cards by the Mayor and City Commissioners. NOW, THEREFORE, BE IT RESOLVED 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 Resolution pursuant to Article VIII of the Constitution of the State of Florida and Chapter 166, Florida Statutes. SECTION 2. Amendment to Resolution No. 2001-06. Resolution No. 2001-06 is hereby amended by deleting Exhibit "A" thereto in its entirety and replacing said exhibit with Exhibit "A" to this Resolution. All references in Resolution No. 2001-06 to the City Commission Non-Local Travel Policy shall hereafter refer to Exhibit "A" attached to this Resolution. Changes to the City Commission Non-Local Travel Policy are underlined in the new Exhibit "A". PASSED AND ADOPTED this •Z°ty of Po U tM!2001. APPROVED: ATTEST: CITY OF OCOEE, FLORIDA Grafton, City (? erk S. Scott Vandergrift, Mayor (SEAL) APPROVED BY THE OCOEE CITY COMMISSION ON THE ABOVE+DATE UNDER AGENDA ITEM FOR USE AND RELIANCE ONLY �`— BY THE CITY OF OCOEE, FLORIDA; APPROVED ASJO FON AND LEGALITY this&)day of 1 J6t/&w!®0'2001. FOLEY & ARDNER air By: City Attorney RESOLUTION NO. 2002-21 A RESOLUTION OF THE CITY OF OCOEE, FLORIDA, AMENDING RESOLUTION NO. 2001-06 AS IT RELATES TO THE CITY COMMISSION NON-LOCAL TRAVEL POLICY; PROVIDING FOR DEDUCTIONS FROM THE ELECTED OFFICIALS MONTHLY STIPEND IN CONNECTION WITH USAGE OF A CITY CREDIT CARD USAGE; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Commission of the City of Ocoee desires to amend Resolution No. 2001-06 in order to further address the use of City credit cards by the Mayor and City Commissioners. NOW, THEREFORE, BE IT RESOLVED 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 Resolution pursuant to Article VIII of the Constitution of the State of Florida and Chapter 166, Florida Statutes. SECTION 2. Amendment to Resolution No. 2001-06. Resolution No. 2001-06 is hereby amended by deleting Exhibit "A" thereto in its entirety and replacing said exhibit with Exhibit "A" to this Resolution. All references in Resolution No. 2001-06 to the City Commission Non-Local Travel Policy shall hereafter refer to Exhibit "A" attached to this Resolution. Changes to the City Commission Non-Local Travel Policy are underlined in the new Exhibit "A". SECTION 3. Severability. If any section, subsection, sentence, clause, phrase or portion of this Resolution 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 4. Effective Date. This Resolution shall become effective immediately upon passage and adoption. PASSED AND ADOPTED this S`day of f((a Utm6,612.2002. APPROVED: ATTEST: CITY OF OCOEE, ORIDA J:,11 Grafton, City Cl O k S. Scott Vandergrift, Mayor (SEAL) APPROVED BY THE OCOEE CITY COMMISSION ON THE ABOVE DATE UNDER AGENDA ITEM NO. V3 FOR USE AND RELIANCE ONLY BY THE CITY OF OCOEE, FLORIDA; APPROVED AS O FORM AND LEGALITY this 5 day of e.m,i Cr', 2002. FOLEY ARDNER 4lejg WT. By: City Attorney -2- 006.273084.1 EXHIBIT "A" CITY COMMISSION NON-LOCAL TRAVEL POLICY (AS AMENDED, BY RESOLUTION NO. 2002-21) This City Commission Non-Local Travel Policy is adopted for purposes of regulating non-local authorized travel, meals, registration fees, and other expenses which are incurred by the Mayor and City Commissioners for business purposes on behalf of the City. These individuals will be identified throughout this policy as the "traveler". The City shall pay certain expenses to the traveler in order that the traveler may attend non- local 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 non-local 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 using a City issued credit card or requesting reimbursement for authorized non-local travel expenses, shall be completed. The report will be filed within thirty (30) working days after completing the authorized travel, but in no event later than October 10 of each year for any report related to authorized travel in the previous fiscal year. For the purposes hereof, "authorized travel" or "authorized non- local travel" is non-local travel which has been approved by the City Commission as part of the annual budget and for which funds are available and non-local travel otherwise approved by the City Commission and for which funds are available. (2) Non-local transportation expenses will be reimbursable as set forth below. All non-local 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 upgradeable coach class, when practicable, and a receipt shall be required for all such air travel; provided, however, that the traveler may, at the traveler's expense, 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 by upgradeable coach class. Notwithstanding the foregoing, the City will reimburse a traveler for business or first class -3- 006.273084.1 travel if required 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 (at non-local functions) is by rental car, all rental car fees and charges are reimbursable when substantiated by receipts. Local travel (at non-local functions) 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. Double occupancy rate 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. An itemized receipt shall be provided for all lodging expenses. (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. All calls which are related to City business shall be reimbursable to the traveler. (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 -4- 006.273084.1 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. (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 b corn.letion of a Travel Ex.ense Re•ort within thirty (30) working days after completion of the authorized travel, but in no event later than October 10 of each year for advances made in the previous 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. Ex enses associated with travel by a spouse shall be included on the report if the traveler seeks Ci pa ment or reimbursement of such expenses. (14) Any travel by a traveler which is reimbursed under this Non-Local Travel Policy is subject to the availability of budgeted funds for such purpose. (15) The travel policy set forth above does not apply to local expenses as described in Section 1 of this Resolution. -5- 006.273084.1 -(16) If the traveler has been issued a City credit card, then any such card shall only be used for expenses which are reimbursable under this Non-Local Travel Policy. If the City pays the expenses charged to any such credit card, then the traveler shall not be reimbursed for such charges, but will complete a Travel Expense Report as stated above. (17) If the traveler has been issued a City credit, the Finance Director is directed to deduct from the travelers next monthl stipend expenses charged to such credit card if an of the followin. circumstances occur: (a) If the traveler fails to submit a Travel Expense Report within the re.uired time frame then all ex senses related to the late Travel Ex sense Resort shall be deducted• b If the traveler fails to .rovide re9 uired su..ortina documentation with res.- t to such expenses then all such undocumented expenses shall be deducted: or Cc) If the traveler char'es expenses to the City credit card which are not entitled to reimbursement under the Ci _Commission Non-Local Travel Polic then all such ex senses shall be deducted. If deductions are made pursuant to (a) or b) as aforesaid, then the traveler may seek reimbursement by film. a Travel Ex.ense Re.ort accom.anied b re.uired suss ortin documentation provided, however, that the traveler shall not be entitled to reimbursement if such report and documentation is submitted after October 10 with res.-ct to travel and ex senses in the previous fiscal year. (18) Prior to making a deduction from a traveler's monthly stisend, the Finance Director shall .rovide the traveler with at least ten 10 da s prior notice of the intent to make such deduction, which notice will include the amount .ro.osed to be deducted alon: with a col of the City credit card bill. (19) If the amount to be deducted as provided in Paragraph 17 above exceeds the traveler's monthl stip end then the remainin. amount owed shall be deducted from the next installment payment of the traveler's annual salary. (20) The Finance Director shall, on a monthly basis, provide the City Commission with a resort regarding an deductions made from a traveler's monthly stipend and/or annual salary. -6- 006.273084.1