2007-10-01 Council Agenda - Laserfiche WebLink

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Elected Officials Travel Guidelines - continued Page 30 VII. Limitations on Conference Attendance: A. Attendance at a national conference shall be limited to a total of three Councilmembers plus the Mayor at any given meeting. The Council may authorize exceptions, as long as the total travel expenditure is kept within the specified annual allocation, by a super majority of five votes. VIII. Annual Travel Budget for the Mayor and Council: A. The total annual travel budget for reimbursement of the Mayor and Councilmembers shall not exceed 0.05% (0.0005) of the estimated University City annual operating budget for that fiscal year. IX. Administrative Procedures: A. Approval 1. All travel by elected officials shall be approved by the Mayor prior to travel. 2. A City Tax Exemption Certificate shall be given to the desk attendant at time of registration in order to receive a credit for sales taxes. The City Clerk has copies on file. 3. Form PD-6 shall be completed prior to the trip and PD-6a after completion of the trip. Receipts for major items (such as hotels, meals, taxis must be attached for reimbursement). 4. Notification of a meeting or other substantiation must be attached. (Brochure and/or registration form, etc. shall be included). 5. A Councilmember requesting exceptions to these guidelines shall submit a written rationale to the Mayor and Council for study at least three days before the Council meets to decide. 6. The City Clerk shall coordinate and make all reimbursable travel arrangements, including travel and hotel reservations, for the Mayor and Council. Also the City Clerk shall receive and process the travel approval and reimbursement forms for the Mayor and Council. I-1-s X. Trip Reports: October 1, 2007