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SESSION 1695 MINUTES OF THE UNIVERSITY CITY COUNCIL MAY 5, 1997 A special meeting of the City Council of University City was held in Room 6 of City Hall on Monday, May 5, 1997, to consider revised Council travel guidelines as proposed by the Subcommittee for City Council Travel Guidelines. Notice of the meeting was posted Friday, May 2, 1997. Mayor Joseph L. Adams called the meeting to order at 6:00 p.m. In addition to the Mayor, the following members of the Council were present: Mr. Wayne I. Munkel Mr. Robert G. Wagner Mr. Lawrence Ueberman Mr. Paul E. Schoomer Mrs. Betty L. Thompson and Mr. Hardy Ware were absent. Also present was City Manager Frank Ollendorff and Assistant to the City Manager, Gregory Rose. DISCUSSION OF REVISED TRAVEL GUIDELINES - FINAl DRAFT: "ELECTED OFFICIALS TRAVEL GUIDELINES"; Mr. Wagner said that the Mayor had prepared a mission statement which directed a subcommittee of the City Council be formed to review, revise and recommend changes to the City Council on its existing travel guidelines. AJong with the mission statement, the subcommittee also looked at the existing guidelines along with comparative data from other municipalities and the county in order to prepare the working draft. The working draft was reviewed by the City Manager and the Mayor. Their comments were added to the perfected draft. The perfected draft, along with background information was distributed to the councilmembers at an earlier date to be discussed at this meeting. Mr. Wagner reviewed each section and asked for Council consensus on each. Section X: Trip Reports: It was the consensus of the Council to agree to prepare a brief report of each trip made and the list of topics attended, which will be submitted to the City Clerk for distribution. Section IX. Administrative Procedures: Mr. Wagner said that this section was still under review and would not be finalized at this meeting. It was discussed that the City Clerk would be the centralized point for making travel arrangements. Travel arrangements should be made known to the City Clerk, preferably in writing, at least a month in advance of the trip. The City Clerk will prepare all travel reimbursement request forms for Council, as well. Section Viii. Annual Travel Budget for the Mayor and Council: It was the consensus of the Council to agree to an annual travel budget, not to exceed, .05% of the City's annual operating budget for each fiscal year. Section VII. Umitations on Conference Attendance: It was the consensus of the Council that attendance at a national conference shall be limited to a total of three Councilmembers plus the Mayor. Exceptions may be authorized up to a super majority of five votes. Section VI. Frequency of Travel: It was the consensus of the Council that no councilmember shall attend more than one national and two state conferences in any fiscal year. The Mayor may attend two national conferences and two state conferences annually. Officials in a leadership capacity with a national or state, municipal oriented, organization can attend one additional national meeting and/or two additional state meetings. Exceptions may be authorized up to a super majority of five votes.