HomeMy WebLinkAboutPO 6280: AMENDING TRAVEL ORDINANCE ADDING PENALTY interoffice
MEMORANDUM
To: Mayor, City Council, and City Manager kr
From: Valecia R. Tizeno, City Attorney
Date: October 12, 2012
Subject: P. O. No. 6280; Council Meeting October 16, 2012
Attached is P. O. No. 6280 amending Section 78- 269(b) of the
Code of Ordinances as it pertains to Travel Expenses by adding a
penalty (Requested by Mayor Pro Tem Lewis). Mayor Pro Tem Lewis
would like to add Section 78- 269(b) (9), which states as follows:
"Any councilmember who violates or fails to comply with any
provision of this Ordinance or the City's Travel Ordinance subject
to a penalty of up to $500 as provided in Section 1 -13 of the Code
of Ordinances."
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Attachment
s.po6280_memo
P.O. No. 6280
10/11/12 gt
ORDINANCE NO.
AN ORDINANCE AMENDING SECTION 78 -269 (b) OF
THE CODE OF ORDINANCES AS IT PERTAINS TO
TRAVEL EXPENSES BY ADDING A PENALTY
(REQUESTED BY MAYOR PRO TEM LEWIS)
WHEREAS, the Code of Ordinances establishes limits for
travel expenses; and
WHEREAS, per Ordinance No. 09 -34, the City Council amended
Section 78 -269 at the April 21, 2009 meeting; and
WHEREAS, Mayor Pro Tem Lewis, desires to make changes to
Section 78 -269 of the Code of Ordinances by adding a penalty.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR, TEXAS:
Section 1. That the facts and opinions in the preamble
are true and correct.
Section 2. That Section 78 -269 is herein amended as
follows:
"Section 78 -269. Travel Expenses.
(b) Expenses of mayor and city council members. Prior
notice and travel expenses advance; expense report.
(1) Before any overnight out -of -town business trip is
made by the mayor or council members, advance
written notification should be given to the
council.
(2) Travel advances must have a reasonable relation
to estimated travel costs, and are limited to a
maximum of $150.00 per day. Travel advances will
not be given if there are any monies due and
owing for previous travel.
(3) Expense packets, consisting of detailed expense
statements, receipts, airline bills, hotel bills,
registration receipts of attended meetings and
the city receipts for refund of advances, shall
be submitted to the city secretary within 15 days
after the return from an out -of -town business
trip. The mayor will submit his /her expense
packet to the mayor's secretary. A receipt (or
copy thereof) for any charge incurred that may be
paid in advance by the city, such as
registration, airline tickets, etc., is to
accompany the expense account in order that the
entire charge for the trip may be reflected in
one expense package. The city secretary, or
mayor's secretary as appropriate, shall then
check the packet for duplication and mathematical
corrections.
a. If errors are found, the submitter is
notified.
b. The city secretary or mayor's secretary shall
then submit those completed expense packets
to the council for their consideration.
(4) Exclusions and limitations on certain charges and
requirements of receipts.
a. Air fares on all trips shall be by coach
class.
b. Receipts are required on all charges for
meals, when the total cost exceeds $75.00
per day, for mayor and city council members.
c. When trips are less than 24 hours, meals and
tips cannot exceed $35.00.
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d. Entertainment expenses are not eligible
expenses. Examples: golf, sporting events,
theatres or shows.
e. Business relations: Limited to $25.00 maximum
per day. Receipts are required.
(5) Automobile expenses.
a. Said officers will be paid at the rate
authorized by the Internal Revenue Service
per mile for the use of their personal
automobile for business trips that exceed 30
miles round trip from the point of origin to
a location outside of the city.
b. Said officers will be paid at the rate
authorized by the Internal Revenue Service
per mile for the use of their personal
automobile for business trips within the
city, except for those officers who receive
a monthly automobile allowance. The mileage
used will be based on estimated mileage.
(6) Exclusion of expenses for spouses. Expenses for,
or on behalf of spouses are not eligible expenses
and shall not be paid, or reimbursed by the city.
(7) If there are any travel expenses that have not
been reimbursed or reconciled within 30 days of
the trip, the city secretary shall notify the
city manager, mayor, the director of finance and
city council.
(8) If a councilmember desires to drive to a location
wherein air travel was available, the city
councilmember will be limited in obtaining
reimbursement to the cost of the roundtrip
airfare ticket, as well as additional costs of
renting a car at the actual location and the per
diem that would have been normally associated
with air travel. This subsection will not apply
to cases wherein due to security concerns,
vehicle travel is more prudent.
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(9) Any councilmember who violates or fails to comply
with any provision of this Ordinance or the
City's Travel Ordinance subject to a penalty of
up to $500 as provided in Section 1 -13 of the
Code of Ordinances.
Section 3. That a copy of the caption of this Ordinance
be spread upon the Minutes of the City Council.
Section 4. That the ordinance shall be effective
immediately.
READ, ADOPTED AND APPROVED on this day of
A.D., 2012, at a Meeting of the City Council of the City of Port
Arthur, Texas, by the following vote: AYES:
Mayor:
Councilmembers:
NOES:
Deloris "Bobbie" Prince, Mayor
ATTEST:
City Secretary
APPROV D AS Ti FORM:
4
City Attorney
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APPROVED FOR ADMINISTRATION:
City Manager
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