HomeMy WebLinkAboutResolution No. R2023-08RESOLUTION NO. R2023-8
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
FRIENDSWOOD, TEXAS, ADOPTING THE CITY COUNCIL'S
REIMBURSEMENT POLICY; PROVIDING A REPEALING CLAUSE,
CONTAINING A SAVINGS CLAUSE; AND PROVIDING FOR THE
EFFECTIVE DATE.
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WHEREAS, Section 3.04 of the Charter of the City of Friendswood states "Members of
the Council ... shall be entitled to all necessary expenses incurred in the performance of their
official Council duties upon approval by the Council"; and
WHEREAS, on November 17, 2008, the City Council of the City of Friendswood, Texas
("City Council") adopted the City Council Travel Policy; and
WHEREAS, the City Council desires to update such policy's rules and procedures
concerning reimbursement of expenses for City Councihnembers while conducting City business;
NOW THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FRIENDSWOOD,
STATE OF TEXAS:
Section 1. That the facts and recitations set forth in the preamble of this resolution are
hereby found to be true and correct.
Section 2. That the City Council hereby adopts the City Council's Reimbursement
Policy, which is attached as Exhibit "A" and incorporated herein for all intents and purposes.
Section 3. That any resolution or any part of a resolution in conflict herewith shall be
and is hereby repealed only to the extent of such conflict.
Section 4. That in the event any clause, phrase, provision, sentence or part of this
resolution or the application of the same to any person or circumstance shall for any reason be
adjudged invalid or held unconstitutional by a court of competent jurisdiction, it shall not affect,
impair, or invalidate this resolution as a whole or any part or provision hereof other than the part
declared to be invalid or unconstitutional; and the City Council of the City of Friendswood, Texas,
declares that it would have passed each and every part of the same notwithstanding the omission
of any such part thus declared to be invalid or unconstitutional, or whether there be one or more
parts.
Section 5. This resolution shall be effective immediately upon its passage and
approval.
PASSED, APPROVED and ADOPTED by the affirmative vote of the City Council of the
City of Friendswood on this the 6th day of March 2023.
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LET CIA BRYSCH, City Secre ry I
APPROVED AS TO FORM: s�,F-6NeugD qT yn,✓��PG'
F O F
L. HORNER, City Attorney
HaCity CouncilV2esolutions\2023\03A6-2023Utewlution -Council Reimbursement Palicy.docx
Exhibit "A"
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CITY COUNCIL EXPENSE REIMBURSEMENT POLICY
1. PURPOSE
The purpose of this policy is to establish rules and procedures concerning the reimbursement of
expenses for City Councilmembers while conducting City business. To be eligible for
reimbursement from the City, all members of the Friendswood City Council are expected to adhere
to this policy. All reports and documents submitted to the City to support reimbursement are
subject to the Texas Public Information Act and Section 3.04 "Compensation" of the Charter which
states:
Members of the city council shall serve without pay or compensation; provided,
however, that they shall be entitled to all necessary expenses incurred in the
performance of their official duties upon approval by Council.
In expending City funds, Councilmembers shall exercise prudence and discretion, understanding
that all expenditures must accomplish a public purpose and benefit the City.
2. ELIGIBLE REIMBURSEMENT EXPENSES
2.01 Travel Expenses
a. Mileage reimbursement far travel by personal vehicle shall be at the rate
established by the IRS and published annually by the City's Administrative
Services Department.
b. Air h-avel, if necessary, shall be coach class when 40 Ground
transportation, including tips, is reimbursable when reasonable and customary.
Receipts for airline tickets and commercial auto rental must be submitted when
requesting reimbursement. Receipts for tips, tolls, parking, fares, etc., less than
$15.00, each do not require receipts.
c. Councilmembers are expected to acquire accommodations that are located and
priced reasonably. The Ciry will pay for• the charge of the room and normal
business telephone calls. Laundry and cleaning charges, hotel room movies, bar
tabs and any other form(s) of entertainment are not paid by the City.
d. Councilmembers who are away from the City will be given a per diem meal
(including tips) allowance. The meal per diem rate reimbursement shall be
established by utilization of the U.S. General Services Administration Per Diem
rates by a procedure established by the Administrative Services Department.
The Administrative Services Department shall publish the per diem rates
annually. The per diem for less than a full day will be allowed only for meals
occurring during the specified time away from the City. An allowance shall not
be given for those meals included as part of the registration fee. Receipts
for Councilmember meals are not required; however, if a Councilmember is
paying for a business guest, a guest receipt is required. The cost of the guest's
meal will be reimbursed based on its actual cost. Alcohol will not be included.
The guest's name, organization and reason for the expense must be documented
City Council Expense Reimbursement Policy, Page 1
on the receipt. For unusual circumstances where the meal per diem exceeds the
established rate, receipts will be required.
e. Receipts will be required for conference or seminar registration, hotel/motel bills
and any other miscellaneous expenses over $15.00. Receipts for tips, tolls,
parking, fares, etc., less than $15.00 each do not require receipts.
Breakfast, luncheon and dinner meetings for City business purposes maybe paid
on one check collectively by one individual and reimbursed. A report form will
list attendees and purpose.
2.02 Miscellaneous Expenses
The following miscellaneous expenses are also reimbursable if requested in writing with
supporting document:
a. Mileage while driving the Councilmember's personal vehicle on City business and
not associated with out-of-town travel will be the same rate allowed under the
Section 2.Ol.a up to a maximum of $50.00 per month.
b. Telephone expenses (long distance or cellular phone service) that are related to
City business will be reimbursed up to a maximum of $35 per month.
c. Other expenses as approved in writing in advance by the Mayor and consistent
with the City Charter and this policy.
3. INELIGIBLE REIMBURSEMENT EXPENSES
A Councilmember, who receives free
transportation or lodging in exchartge for
points or other
non -monetary Credits, has not incurred
an expense for
which reimbursement may
be paid.
4. PROCEDURE
4.01 Within seven (7) days of incurring a reimbursable expense, a Councihnernber must
submit a Travel Expense Report form, including all receipts. This information shall be
given to the City Secretary for the Mayor's approval. The approved forms shall be given
to the Administrative Services Department for review and processing.
4.02 In the event adequate documentation of expenses is not provided, the Director of the
Administrative Services Department may witlilrold the undocumented portion of the
reimbursement requested by the Councilmember. A statement explaining lost receipts
and certifying to the amount will generally be acceptable.
5. EFFECTIVE DATE
This policy becomes effective upon adoption by the Friendswood Ciry Council.
City Council Exnense Reimbursement Policy, Page 2