Resolution No. 4645 - Laserfiche WebLink

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EUGENE CITY COUNCIL OPERATING AGREEMENTS As of September 25, 2000 Exhibit A to Resolution No. 4645 Out-of-town expenses include those incurred while attending City-related conventions, conferences, training seminars, or meetings. Expenses that are paid by the City include fees for seminars or conferences; transportation to, from, and at the destination; and lodging, meals, and incidental expenses that are necessary to conduct City business. Local Expenses Local expenses include those incurred while representing the Council on a committee, attending meetings, attending local seminars or conferences, attending local special events, or meeting with groups or individuals to discuss City matters. Expenses that are paid by the City are detailed in Resolution No. 4375 and include meals, conference registration, transportation and necessary incidental expenses, and up to two community group memberships, not to exceed $100 total. If receipts are not available, a written description of expenses signed by the councilor must be submitted along with the Council Expense Report Form. Forms shall be available from the City Manager's Office. 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. Eugene City Council Operating Agreements - September 2000 Page 8 of 9 Exhibit A to Resolution No. 4645