Resolution No. 4588 - Laserfiche WebLink

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EUGENE CITY COUNCIL OPERATING AGREEMENTS AP~ 12, 1999 Exhibit A to Resolution 4588 Spouse/Guest Expenses The City shall reimburse councilors for spouse expenses at local events when the councilors and spouses are jointly invited and the councilors are serving in their official capacity (i.e., a recognition dinner). The City does not otherwise reimburse councilors for expenses incurred by their spouses. If councilors wish to have spouses accompany them while attending out-of-town events, the City shall make reservations and have travel and lodging expenses billed directly to the City. Councilors must then reimburse the City for their spouse's travel and lodging expenses. Reimbursement should be made as soon as possible so that the trip reconciliation process can be completed. (When a guest is invited in place of a spouse, this reimbursement policy shall also apply. ) Petty Cash Expenses under $50 can usually be reimbursed out of the petty cash fund in the City Manager's Office. Travel Guidelines Prior notification of out-of-town travel shall be given to the contact person in the City Manager's Office whenever possible. Registration and travel arrangements should be made well in advance so that the City can take advantage of reduced fares and early registration fees. Staff shall assist councilors in making transportation and lodging arrangements and arrange to have expenses billed directly to the City; contractors shall be chosen by staff, and not by councilors. While at a conference, councilors shall be expected to attend conference sessions and, within 30 days, issue a written report to share the information and perspectives with the entire Council. If more than one councilor attends, a consolidated report may be written. As a general guideline, each councilor is allowed two out of state conference trips per fiscal year. If a councilor wishes to make additional trips, the request should be brought to attention of the full Council and should be endorsed by a majority of the Council. This guideline is intended to cover trips made at the discretion of the individual councilor; it is not intended to be applied to trips related to service on national or regional committee, such as a committee of the National League of Cities. 11. ETHICS REPORTING REQUIREMENTS In accordance with ORS 244.050, the Mayor and all councilors holding office on April 15 shall be required to file an Annual Verified Statement of Economic Interest with the Oregon Government Standards and Practices Commission on or before that date. The report must be filed on the form prescribed by ORS 244.060. Each year the form shall be mailed directly to the elected official by the Commission and should be returned directly to the Commission in Salem. Failure to submit the form by the April 15 deadline may result in the imposition of a civil penalty and/or removal from office. 12. COUNCIL CHAMBER AND MCNUTT ROOM SEATING ASSIGNMENTS The Council shall be assigned seats in January, following the election of the Council President and Vice President. The Mayor is always seated at the center position with the Council President seated at the Mayor's right and the Council Vice President seated at the Mayor's left. Eugene City Council Operating Agreements - 1999 Page 8 of 9 Exhibit A to Resolution 4588 C:\User\MFW\COUNCIL\GRRL99F.wpd