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Item A: City Council Process Session
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Item A: City Council Process Session
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6/9/2010 12:57:38 PM
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1/4/2007 11:14:08 AM
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Agenda Item Summary
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1/10/2007
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<br />Out-of-town expenses include those incurred while attending City-related conventions, <br />conferences, training seminars, or meetings. Expenses that are paid by the City include fees for <br />seminars or conferences; transportation to, from, and at the destination; and lodging, meals, and <br />incidental expenses that are necessary to conduct City business. <br /> <br />10.03 Local Expenses <br /> <br />Local expenses include those incurred while representing the Council on a committee, attending <br />meetings, attending local seminars or conferences, attending local special events, or meeting with <br />groups or individuals to discuss City matters. Expenses that are paid by the City are detailed in <br />Resolution No. 4375 and include meals, conference registration, transportation and necessary <br />incidental expenses, and up to two community group memberships, not to exceed $100 total. The <br />reimbursement for bicycle mileage, as permitted in Resolution No. 4375, shall be $.15.1 per mile <br />as of September 1, 2002, and shall be adjusted each year at the same rate of increase as that of <br />automobile reimbursement. Special materials such as books or directories may also be eligible for <br />reimbursement. <br /> <br />If receipts are not available, a written description of expenses signed by the Councilor must be <br />submitted along with the Council Expense Report Form. Forms shall be available from the City <br />Manager’s Office. <br /> <br />10.04 Spouse/Guest Expenses <br /> <br />The City shall reimburse councilors or the Mayor for spouse expenses at local events when the <br />councilors or the Mayor and spouse are jointly invited and the councilors are serving in their <br />official capacity, such as a recognition dinner. The City does not otherwise reimburse councilors <br />or the Mayor for expenses incurred by their spouses. If councilors or the Mayor wish to have <br />spouses accompany them while attending out-of-town events, the City may make reservations and <br />have travel and lodging expenses billed directly to the City. Councilors or the Mayor must then <br />reimburse the City for their spouse’s travel and lodging expenses. Reimbursement should be made <br />as soon as possible so that the trip reconciliation process can be completed. When a guest is <br />invited in place of a spouse, this reimbursement policy shall also apply. <br /> <br />10.05 Petty Cash <br /> <br />Expenses under $50 can usually be reimbursed out of the petty cash fund in the City Manager’s <br />Office. <br /> <br />10.06 Travel Guidelines <br /> <br />Prior notification of out-of-town travel shall be given to staff responsible for travel arrangements <br />in the City Manager’s Office whenever possible. Registration and travel arrangements should be <br />made well in advance so that the City can take advantage of reduced fares and early registration <br />fees. Staff shall assist councilors in making transportation and lodging arrangements and arrange <br />to have expenses billed directly to the City; contractors shall be chosen by staff, and not by <br />councilors. <br /> <br />While at a conference, councilors or the Mayor shall be expected to attend conference sessions <br />and, within 30 days, issue a written report to share the information and perspectives with the <br />entire Council. If more than one councilor attends, a consolidated report may be written. <br /> <br />Eugene City Council Operating Agreements – May 22, 2006 <br />Page 10 of 12 <br /> <br />
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