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HomeMy WebLinkAbout(A1) MAYOR THURMAN BARTIE: NLC CONFERENCE ADDITIONAL SESSIONS ($830.00) CITY OF PORT ARTHUR CITY COUNCIL TRAVEL REQUEST Pre-Travel/Event Form Name of Councilmember: Thurman Bartie Date of Request: 2/18/2025 Request to Attend Conference: Pre-approved NLCities Congressional City Conference in Washington,DC 3/9-3/13/25 Request to Attend Additional Session(s): NLC University Sessions on 3/8/25 Justification: See attached information Request approval for an extended day of travel, and per diem. Official Dates and Times of Conference: 3/9/2025 First Day of Registration 8:00 AM Time 3/10/2025 First Day of Sessions 9:00 Time 3/13/2025 Last Day of Sessions Arc anymun Time Requested Departure Date: 3/8/2025 Requested Return Date: 3/13/25 Travel Dates will be determined by Conference/Event Itinerary(please attach). Approved Departure Date: Approved Return Date: Mode of Transportation: I Private Veh. City Veh. Air: X Rental Veh. Will be staying at this location: Washington Plaza Tele. No. 202-842-1300 Estimated Cost: 1) Transportation $528.96 2) Lodging $1,444.75 3) Meals $339.00 4) Conference Registration Fee $780.00 5) Mileage $110.40 NLCU Sessions $400.00 Hotel $361.00 6) Per diem $69.00 Total estimated cost of Trip: $4,033.11 Are budgeted funds available for this trip? X Yes No If no indicate source of funds: Are advance funds requested: Yes X No Amount: $ 541.40 Date Check Needed: 03/06/25 Applicable Account Number:Ob1-0(-04*-9ND 000 I certify that this tri is ' n ' d for the proper functioning of this department. Signed: Date: 40,145 Signed: ouncilm mber) Date: ACTION BY CITY COUNCIL: APPROVED: NOT APPROVED: Commen Please note transportation, lodging, registration and shuttle prices are subject to change. Approval request is for 3/8 hotel stay($361),NLCU Learning Packet($400)and Per diem($69). Signed: Date: (City Secretary) NOTE: This form shall be placed on a Regular Meeting agenda of the City Council for approval before any travel arrangements,registration or hotel accomedations are made. 2/18/25, 10:11 AM Trip and Price Details I Southwest Airlines • • Trip & Price Details Price Payment Confirmation Base fare $463.59 0 1 Passenger(s) Sat 3/8 HOU 4 DCA 2 hr 50 min Nonstop Wanna Get Away 6:30 AM 10:20 AM Only 3 left! Taxes and fees $65.37 Flight total $528.96 0 Thu 3/13 DCA - H O U 3 hr 40 min Nonstop Wanna Get Away or from$52/mo` with 1)flexpo•y Learn wore 1:00 PM 3:40 PM Only 2 left! Helpful Information: • All fares and fare ranges are subject to change until purchased and are per person for each way of travel. • Starting July 1.2023(12:00 a.m.CT).for Wanna Get Away®or Wanna Get Away Plus T" reward travel reservations(booked with points):If you do not cancel your reservation at least 10 minutes before the flights original scheduled departure time,any points used for booking will be forfeited,along with any taxes and fees associated with your reward travel reservation.For Anytime or Business Select®reward travel reservations:the points used for booking will be redeposited to the purchaser's Rapid Rewards®account,and any taxes and fees associated with the reward travel reservation will be converted into a Transferable Flight Credit TM for future use. • For more information regarding Cash+Points.visit Southwest.com/rrterms Upgrade to Wanna Get Awayptua Prices shown per passenger, per one-way. Free same-day confirmed change (taxes and Upgrade departing trip for$20 fees may apply)6 */ Transferable Flight CreditTMs V/ 8 Rapid Rewards points per dollar per qualifying 0 Upgrade returning trip for$20 flight11 'Please read the fare rules associated with this purchase. 0 Upgrade both for$40 https://www.southwest.com/air/booking/price.html 1/3 2/18/25, 10:11 AM Trip and Price Details I Southwest Airlines • • Flexibility comes with every fare, _ = YOU PAY TODAY $528.96 CREDIT ON YOUR STATEMENT -$200.00 VISA TOTAL AFTER STATEMENT CREDIT $328.96 Not ready to buy yet? Save this flight for later. Log in for faster checkout Continue -1st and 2nd checked bags fly free Weight and size limits apply. By clicking'Continue you agree to accept the fare rules and want to continue with this purchase. No worries,your flight will remain in your cart while you search for a car. PICK-UP LOCATION PICK-UP DATE PICK-UP TIME Washington ( 3/08 ••• 12.00 PM 0 ,„%ass ngton(Reagan National).DC-DCA Sat.liar 8.2D25 • RETURN LOCATION RETURN DATE RETURN TIME Washington ( 3/13 ••• 12.00 PM Wasn:ngton(Reagan National).DC-DCA ;,i Ma-'3.2225 RENTAL COMPANY(Optional) VEHICLE SIZE(Opt anal) No preference ft No preference 0•0i4 Search Not ready to buy yet? Save this flight for later. Log in for faster checkout Continue '1st and 2nd checked bags fly free'.Weight and size limits apply, By clicking'Continue' you agree to accept the fare rules and want to continue with this purchase. Fare Benefits https://www.southwest.com/air/booking/price.html 2/3 2/18/25, 10:11 AM Trip and Price Details I Southwest Airlines Two bags fly freed First and second checked:bags.Weight and size limits apply.A golf bag or skis in a container acceptable to Southwest can be substituted for one checked bag. No change2 or cancel fees3 If you need to change an upcoming flight itinerary.you'll only pay the difference in fare(if one applies). Failure to cancel a reservation at least 10 minutes prior to scheduled departure may result in forfeited travel funds. Flight credit4 Flight credits will be issued as long as the flight is canceled at least 10 minutes prior to the scheduled departure. Flight credits don't expire and are non-transferable. For travel booked with Rapid Rewards points:starting July 1,2023(12:00 a.m.CT),for Wanna Get Away or Wanna Get Away Plus"M reward travel reservations(booked with points): If you do not cancel your reservation at least 10 minutes before the flight's original scheduled departure time.any points used for booking will be forfeited,along with any taxes and fees associated with your reward travel reservation. Transferable Flight CreditTMS Transferable Flight CreditTM will be issued as long as the flight is canceled at least 10 minutes prior to the scheduled departure. Transferable Flight Credit can be transferred between Rapid Rewards"'Members.Only one transfer is permitted. For bookings made through a Southwest®Business channel.there is a limitation to transfer only between employees within the organization.Transferable Flight Credits don't expire. For travel booked with Rapid Rewards points:starting July 1,2023(12:00 a.m.CT),for Wanna Get Away`''or Wanna Get Away Plus TM reward travel reservations(booked with points): If you do not cancel your reservation at least 10 minutes before the flight's original scheduled departure time.any points used for booking will be forfeited.along with any taxes and fees associated with your reward travel reservation. Free same-day change/standbys Same-day change: On the day of travel.you can switch free of airline charges to another flight with space available departing on the same calendar day between the same origin airport and destination airport as your original flight.With the exception of A-List Preferred and A-List Members,Customers who purchase Wanna Get Away fares are not eligible for free same-day change. Same-day standby:You can list for same-day standby on an earlier flight via a Southwest Customer Service Agent at the airport or the Southwest app or mobile web.You will receive a message based on the contact preference selected during booking if you are cleared on the flight. For both same-day change and same-day standby.you must change your flight or request to he added to the same-day standby list at least 10 minutes prior to the scheduled departure of your original flight or the no-show policy will apply. If using the app or mobile web for standby. you must list your name 30 minutes ahead of scheduled departure.You will be required to pay any government taxes and fees associated with these itinerary changes but refunds will be provided.Your original boarding position is not guaranteed. Southwest Business Customers booked through travel agencies may need to see a Southwest agent at the airport for both a same-day change or standby listing. See southwest.com/standby for more details. Refundable? As long as you cancel your reservation at least ten(10)minutes prior to the scheduled departure of your flight. If you cancel,you're eligible to receive 100%of your ticket value as a refund to your original form of payment.A Southwest flight credit from a previous reservation that is applied toward a Business Select or Anytime fare will be refunded as a Transferable Flight Credit. For travel booked with Rapid Rewards points,if canceled,points will be returned to the Rapid Rewards account holder who booked the ticket. "Starting July 1,2023(12:00 a.m. CT).for Wanna Get Away'or Wanna Get Away Plus®reward travel reservations(booked with points):If you do not cancel your reservation at least 10 minutes before the flight's original scheduled departure time,any points used for booking will be forfeited,along with any taxes and fees associated with your reward travel reservation. For Anytime or Business Select reward travel reservation:the points used for booking will continue to be redeposited to the purchaser's Rapid Rewards account,and any taxes and fees associated with the reward travel reservation will be converted into a Transferable Flight CreditTM for future use. Priority and Express Lanes$ Priority and Express Lanes. (where available),can be accessed by Business Select and Anytime Customers and A-List and A-List Preferred Members. Priority Lanes are at Southwest check-in counters.and Express Lanes are at security checkpoints. EarlyBird Check-In®9 You will automatically be checked in to your flight 36 hours prior to scheduled departure. For Anytime fares purchased between 36 and 24 hours,the boarding position assignment process has begun so this may impact the boarding position assigned to you. If you purchase an Anytime fare within 24 hours of your flight's scheduled departure,you will not receive the EarlyBird Check-In benefit.In an irregular operation situation,the boarding position is not guaranteed. https://www.southwest.com/air/booking/price.html 3/3 Christe Whitley From: Central Reservation System <confirmation@areshotelsandtickets.com> Sent: Tuesday, February 18, 2025 9:53 AM To: Christe Whitley Subject: [NON-CoPA] Order Verification from Central Reservations <A0N3875292> Dear Christe Ned, Thank you for your reservation. Your reservation number is:AON3875292 Hotel Information • Washington Plaza Hotel • 10 Thomas Circle, NW • Washington, DC, 20005 • (202) 842-1300 • #239758818234 CUSTOMER SERVICE When contacting the hotel directly, please refer to your Official Hotel Confirmation Number:#239758818234 STAY DETAILS • Primary Guest:Thurman Bartie • Check In: March 9, 2025 • Check Out: March 13, 2025 • ROOM DESCRIPTION • Superior Queen 32inch HDTV Flat Screen TV/in-rm Safe/mini Refr Work Desk/telephone/AM/FM/alarm Clock/radio/ • Number of Adults: 1 • Smoking Preference: non-smoking NIGHTLY RATES • $149.00- March 9, 2025 • $329.00- March 10, 2025 • $369.00- March 11, 2025 • $399.00- March 12, 2025 SPECIAL REQUESTS • **Requesting Credit Card Authorization sent to: christe.whitley@portarthurtx.gov Payment Information i BILLING INFO ORDER DETAILS • Christe Ned • Order#: AON3875292 • PO Box 1089 • • Port Arthur,TX 77641 • Hotel Room Total:$1,246.00 • christe.whitley@portarthurtx.gov • Booking Charge: $23.96 • (409)983-8105 • Taxes and Fees: $198.75 PAYMENT INFO • Grand Total:$1,468.71 • Total Charged Today: $23.96 • Card Type: MC • Amount Due at Washington Plaza Hotel: • Card Number: xxxx xxxx xxxx 4185 $1,444.75 • Expires: 2026-07 Terms & Conditions HOTEL TERMS Washington Plaza Hotel, 2025-03-09 for 4 nights, 1 room Cancellation Policy: Cancel by 1500 20250308 local property time to avoid penalties Rate Information: Best Available Rate Best Available Rate Includes WIFI and Business Center use Plus Fitness Center and Pool access Guarantee Policy: Credit Cards: AX,DC,DS,CA,VI Tax Information: Not Included To guarantee your room rate, aRes Travel charges a booking charge of$5.99 per room, per night, up to a maximum charge of$50.This fee is nonrefundable and will be charged upon completing your reservation. Customer Service For assistance with your hotel reservation please contact the hotel: Washington Plaza Hotel (202) 842-1300 #239758818234 Be sure to reference your hotel confirmation number. For assistance with other components of your reservation contact our Customer Service Team by phone at 1-877-300-6147 or by email support@areshotelsandtickets.com. Any applicable charge will appear on your credit card statement as ARES Hotels and Tickets, San Diego, CA 92109. Unable to view this message?View it as a webpage. 2 2/18/25, 10:17 AM FY 2025 per diem rates for District of Columbia Gs�e U.S. General Services Administration FY 2025 per diem rates for District of Columbia Meals and incidental expenses (M&IE) rates and breakdown First and Primary destination County M&IE Breakfast Lunch Dinner Incidental lastday total expenses of travel Washington DC (also the cities of Alexandria, Falls Church and Fairfax, and the counties of District of Columbia Arlington $92 $23 $26 $38 $5 $69.00 and Fairfax, in Virginia; and the counties of Montgomery and Prince George's in Maryland) .5/13 ' ri ieo cc ° 4-- 31 I t — to LP - a a-ace Lu ack 31 - - (1a- ab l-?< 5113 - LP q about:blank 1/1 • • Christe Whitley From: NLC Congressional City Conference <emai_confirm@exl.eventshq.com> Sent: Tuesday, February 18, 2025 9:35 AM To: Thurman Bartie Cc: Christe Whitley Subject: [NON-CoPA] NLC CCC Registration Confirmation {NLC251:4689} * N,':T 0\A, CONGRESSIONAL March NLC LEAcAi 10-12 Cr `-T CITY C©NtENCE 9el 5 EXECUTIVE EDUCATION AND PRE-CONFERENCE ACTIVITIES MARCH S-9,2025 ***Please do not reply to this e-mail. It was sent from n automated system.*** Thank you for registering for the 2025 Congressional City Conference. We are excited to see you in March! Remember that https://ccc.nlc.orq is your online resource for conference schedule. speakers, and special events. This is your official confirmation for conference payment as well as your hotel reservation. Please print this receipt and retain it for your records. Changes and additions may be made by clicking the link below. Click here to access your registration. Profile Confirmation ID: 4689 Thurman Bill Bartie City of Port Arthur City of Port Arthur PO BOX 1089 Port Arthur, TX 77641-1089 Scan this QR code at any self-service registration counter El to print your badge. Valid photo ID will be required. .� .le Elba.' 4689 1 Registration Details Thurman Bill Bartie Registration Type: NLC Member, Early Bird (Nov 15th - Feb 19th) Description Item Total Hill Day (Qty: 1) $0.00 Registration (Qty: 1) $780.00 Total Registration Fees: $780.00 Total Registration Paid: ($780.00) Current Balance: $0.00 Payment History Payment#1 02/18/2025 — $780.00 [ Payment] Christe Ned / MasterCard /************4185 Payment Allocation 02/18/2025—Applied: Thurman Bartie's Registration $780.00 Total Amount Applied: $780.00 Payment Totals Total Payments: $780.00 Total Refunds: $0.00 Total Net Paid: $780.00 Financial Summary Total Housing Fees: $0.00 Total Amount Applied to Housing: $0.00 Housing Balance: $0.00 Total of All Fees: $780.00 Total Amount Applied to All Fees: ($780.00) Total Balance Due: $0.00 2 Housing Details No Hotel Arrangements: Our records indicate that your requested hotel(s)were unavailable. Please contact our office for current availability. Cancellation Policy All requests must be sent in writing to NLCmaritz.com by February 14th, 2025, and are subject to a $100 cancellation fee. No partial refunds will be made if you decide not to attend particular functions. No registrations nor cancellations will be accepted by telephone. No cancellations will be accepted after February 14th, 2025. Substitutions are permitted and can be made at any time. Group Registration Policy Groups of five or more will receive a complimentary sixth registration, provided the registrations are paid in full. To receive the group incentive, all individuals must register at the same time. After Group Registration is completed, each team member will receive a confirmation. Group Cancellation Policy No refunds will be given to those who previously registered as individuals. Group registrations do not apply to these registration categories: spouse, student, youth chaperone or youth delegates. Substitutions are welcome. All changes and cancellation requests must be made in writing to NLC(c�maritz.com. Questions? For registration or housing information corrections, please contact: NLC Registration and Housing Center Information c/o Maritz Phone: (864) 208-2901 Email: NLC@maritz.com Maritz Privacy Policy I Maritz Terms of Use 3