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Item 9CCITY OF SOUTHLAKE MEMORANDUM July 31, 2008 To: Shana Yelverton, City Manager From: Lori Payne, City Secretary Subject: Authorize City Councilmember Pamela Muller to attend the International City /County Management Association conference on September 20 -- 24, 2008 in Richmond, Virginia for the approximate amount of $1,200. Action Requested: Authorization of City Councilmember Pamela Muller to attend the International City /County Management Association (ICMA) conference on September 20 — 24, 2008 in Richmond, Virginia for the approximate amount of $1,200. Background Information: Section (c)(1) of the attached City Council Expense Policy lists specific meetings and seminars that Councilmembers can attend that do not require specific action by the Council. The ICMA conference is not specifically listed in the Policy which means it requires pre - approval by a majority vote of the City Council. While the Policy allows for payment of lodging and airfare expenses, Councilmember Muller will provide for these two items herself. The Policy limits meal expenses to a maximum of $35 per day and allows for reimbursement of tips and taxi or shuttle services. Financial Considerations: Conference registration is $1,025 plus meal expenses at a cost not to exceed $35 per day [Section (d)(2)(A)] for a total of approximately $1,200. Financial Impact: Funds are available within the FY 2008 City Secretary's Office budget Citizen Input/ Board Review: Not applicable Legal Review: Not applicable Supporting Documents: Conference information City Council Expense Policy ICMA Leaders at the Care of Better Communities Celebrating Our Past, Preparing Our Future 94 ANNUAL CONFERENCE A wealth of C3 Ili American history, no an array of modern attractions, and a generous dose of Southern State Capitol RICHMOND I MEMBER 21-24,2014 designed by Thomas Jefferson... the American Civil War Center presenting Union, Confederate, and African- American perspectives ... Colonial Williamsburg... 400 -year old Jamestown... Jefferson's Monticello near Charl ottesvi lie... historic Staunton, the birthplace of council- manager government... Richmond's elegant and stately homes, unique neighborhoods, and an array of fabulous dining, shopping, and entertainment options. These are just a few of the many attractions that say "welcome" and "enjoy" to visitors to Virginia and the Greater Richmond area. ICMA's President Ed Daley and the 2008 Conference HgSt Committgf invite you to join ICMA as we journey to Virginia for ICMA's 94th Annual Conference, September 21 --24, 2008. hospitality await visitors to Virginia. Richmond's beautifully renovated Virginia What are the checkboxes ( 7 ) you see throughout this site? As you browse the ICMA Annual Conference Web site, check the boxes next to the events that interest you. Then visit the " Schedule section of the site to view and print your personalized conference schedule. http: / /www Home .cfrn ?currentID= poperConference Home 7/29/2008 ICMA's 94th Annual Conference September 21-24,2008 Richmond, Virginia ICMA Leaders at the Core of Better Communities Educational Program Overview Each year, through its highly praised Annual Conference, ICMA continues its tradition of offering an abundance of educational, information- sharing, and networking tools to help you manage your community in today's complex, challenging local government environment. This year is no exception. 94TE ANNUAL. CONFERENCE GI N ���� — .am_ In addition to the stimulating daily keynote sessions more than 60 concurrent educational and r Solutions Track sessions, 30 roundtable discussions 251(bA_Univenity_workshoos and forums field demonstrations and numerous demonstrations of technology applications you have come to '. LVI expect, ICMA's 2008 Annual Conference will offer you new opportunities to help fulfill your commitment to career -long learning. Sessions and workshops with the R-C icon will be especially W INDISEMMM21M pertinent to smaller communities whose limited resources require that the chief administrator perform functional as well as managerial tasks. You will learn about the innovative ideas and practical strategies you need to deal with the challenges facing local governments. ICMA's Annual Conference is a learning and networking. opportunity that you don't want to miss! .....-..---------------- I....- -- --- -- ---- ---------w.. W ... e............. aw w. i....,,. w. ...w......----------------------------- .....---------- S � A A My first ICMA conference experience re- energized my spirit. At that event and each ICMA F conference I've attended in the intervening twenty years, I've been inspired by new ideas . and educational opportunities and my passion to make a difference has soared. =r' Our communities, our profession, and our own sense of purpose are greatly affected by the changing dynamics of our world. The members of ICMA's 2008 Conference-ela ; Committee want to help you deal with those challenges by giving you the same E opportunity to reflect, refocus, reenergize, and refresh ----as only an ICMA conference can s do it. Regardless of where you are in your career, this year's conference will enhance your commitment to leadership and broaden your possibilities for the future. r , Please plan to join your colleagues —and expect to establish new friendships —on the F shores of the James River. We look forward to seeing you! ]amen A. Bennett E Chair, 2008 Conference Planning Committee ; e City Administrator Lewiston, Maine ; -- -.-..----------------------------------------------------- ___ p....---- M -------------- - -- --------- m.._ ---------- Webcasts There is no substitute for the "on the - ground" skill - building, networking, and social opportunities that ICMA's Annual Conference offers. But if you can't attend, you can get a taste of the educational program through webcasts of selected conference sessions. Watch the ICMA Newsletter and visit this site for details. What are the checkboxes ( F� ) you see throughout this site? As you browse the ICMA Annual Conference Web site, check the boxes next to the events that interest you. Then visit the " Schedule section of the site to view and print your personalized conference schedule. http:// www2. icma. org/ Conference2008/ EducPro .cfin ?currentID= poperOverview 7/29/2008 ICMA Leaders at the Core of Better Communities Registering for ICMA`s 94 Annual Conference The easiest way to register for the Annual Conference is to register online. Registering online also improves your chances of securing a ticket for events that have attendance limits. Online registrations must be paid by Visa, MasterCard, or American Express and may be divided between two credit cards to enable you to separate personal expenses from business expenses. You must register by mail or fax if you are a nonmember who wants to join ICMA in order to receive the member discount Register Online Here! Registering by Mail or Fax 94'M ANNUAL CONFERENCE R I If you prefer to register by mail or fax, click here to open the printable registration form which is available in Adobe Acrobat format. (If you do not have Acrobat Reader, download it from Adobe for free.) Please note that registrations by mail and fax will only be accepted through September 16. Online Registration Rates and Deadlines Member Nonmember Register Online by July 11: $600 $1025 Register Online by August 22: $660 $1085 Register Online After August 22: $710 $1135 Mailed or Faxed Registration Rates and Deadlines Member Nonmember Postmarked by July 11: $625 $1025 Postmarked by August 22: $685 $1085 Postmarked after August 22: $735 $1135 Members: To register as a member, your ICMA membership status must be current. If you would like to verify your status, call ICMA's Customer Contact Center at 202- 962 -3680. Note: ICMA membership is for individuals only. If you are not currently a member, use the nonmember category fees. Nonmembers: Take th:ls QpportunIty tQ join ICMA and receive a discount on conference registration, as well as many other membership benefits. Membership pplicat €ons are available to download in Adobe Acrobat format. All membership applications and conference registrations must be received by ICMA prior to July 11 to qualify for the lowest member registration fee. Complete membership application and conference registration form, and mail both with the appropriate dues and registration fee to: ICMA, P.O. Box 79403, Baltimore, Maryland 21279 -0403. Special Registration Discounts ■ Nonmembers who want to join ICMA in order to receive the member discount must register by mail or fax. http:// www2. icma .org/Conference2008/Regis.cf n ?currentID=poperRegistration 7/29/2008 WiliWP 1 SIPTW31F24, = ■ ICMA members from the host Southeast Region (AL, FL, GA, KY, LA, MS, NC, SC, TN, VA, WV) attending their first ICMA conference are eligible for a $200.00 discount off the registration fee. If you are eligible, this discount will appear at checkout. ■ ICMA members outside of North America who are attending their first ICMA conference are eligible for half -price registration. If you are eligible, this discount will appear at checkout. ■ ICMA Affiliate Members Who Are Early- Career Professionals: Early- career professionals, defined as ICMA Affiliate Members with three years or fewer as members, are eligible for a $300.00 discount off the registration fee. If you are eligible, this discount will appear at checkout. ■ Members In Transition: If you have been fired or forced to resign your position in local government and are now "in transition," ICMA will provide complimentary registrations for you and your partner. ICMA will also provide you and your partner with complimentary tickets to the Sunday Welcoming Reception. You cannot use the online registration system and instead must register using a paper registration form. Register as a "Special Guest" and note "IT" in the total fee column. Click here for the printable registration form in Adobg Acrobat format Alternative Payment Methods If you do not register online, in order to have your name included in the preregistration list and for speedier on -site processing, the registration form with payment must be received at the Baltimore, Maryland, address listed below by September 1. (Note: Purchase orders are not considered payment.) Any registrations received after the September 1 deadline will be treated as on -site registrations and will be processed at the conference. If payment is not received at the Baltimore address prior to September 16, on -site payment will be required. No one may pick up registration materials without payment. Fax registrations will be accepted only for forms using a MasterCard, VISA, or American Express credit card number. Purchase order numbers cannot be accepted for fax registrations. The fax number is (202) 962 -3678. IF YOU FAX YOUR REGISTRATION FORM, DO NOT ALSO MAIL YOUR FORM; OTHERWISE, YOU MAY BE CHARGED TWICE. Registrations will not be accepted over the telephone. Written confirmation of your registration will be mailed within 15 business days of receipt of your registration form. Where to Send Your Form Complete the conference registration form; include your check, credit card number, or purchase order /voucher; and mail to: ICMA Conference Registration P.O. Box 79403 Baltimore, Maryland 21279 -0403 Make checks payable to: ICMA. DO NOT mail your conference registration to the ICMA headquarters address in Washington, D.C. Cancellation and Refund Policy All registration cancellations will be charged a $75 processing fee regardless of when they are received. ICMA University workshop cancellations are charged an additional $35 processing fee. Cancellation requests must be in writing! Conference registration cancellations and /or cancellations of social event, tour, youth, sports, luncheon, or field demo tickets will be accepted through Tuesday, September 16. No cancellations will be accepted after Tuesday, September 16. There is no processing fee for ticket refunds. This policy is intended to assist those attendees who are forced to cancel at the last minute due to unanticipated job demands. Refunds will be processed no later than 15 days from the conference end. There will be no ticket refunds at the conference. However, for your convenience in making last- minute changes in plans, a ticket brokerage desk will be set up on site at the conference where we will attempt to sell your tickets for cash only to http:// wwtiv2. icma .org/Conference2008/R.egis.cf n ?currentID= poperRegistration 7/29/2008 other attendees. Please note that, due to guarantee requirements on ticketed events, no ticket brokerage sales for an event will take place until the event is sold out. Address all cancellations to: ICMA Conference Cancellations Attention; Anne Peyton 777 North Capitol Street, NE, Suite 500 Washington, D.C. 20002 -4201; fax (202) 962 -3678; email customerservlces&cma.Dra Important Reminders • The Welcoming Reception on Sunday, September 21, is included in the registration fee for all paid registrants. Unless otherwise indicated, individuals receiving complimentary registrations, including Honorary Members, Student Members, nonmember speakers, Range Riders, special guests and their partners, press, and children ages 6 and older, must purchase a ticket If they are interested in attending the Welcoming Reception. • All mail -in registrations received after September 16 will be treated as on -site registrations. • If you fax your registration form, please do not also mail your form. This will eliminate duplicate billings and registrations. • You will receive confirmation within 15 business days of receipt of your registration form. • No registrations or cancellations will be accepted over the telephone. • No registration cancellations will be accepted after September 16. • No ticket cancellations for social events, tours, sports events, luncheons, or field demos will be accepted after September 16, Do you have questions about conference registration, hotel reservations, or travel arrangements? Call ICMA Customer Service at (202) 289 -ICMA (4262) or e-mail your question to i r ICMA and the 2008 Conference Most Committee appreciate the support of this ygar' especially Principal Sponsor LCMA -RC. and Diamond Sponsor CIGNA. ©2008 International City /County Management Association ICMA is the leading organization for information on professional local government management. Its membership includes city managers, county managers, and other chief appointed officials and assistants in local governments throughout the world. ICMA's mission is to create excellence in local government by developing and fostering professional local government management worldwide. http:/ /www2.icma.org/Conference2008/ Regis. cfm ?currentID= poperRegistration 7/29/2008 CITY OF SOU TE9.AKE CITY COUNCIL EXPENSE POLICY (a) Policy statement. Section 2.45 of the Home Rule Charter of the City of Southlake provides that the "members of the Council shall serve without pay or compensation; provided, however, that they shall be entitled to reimbursement for expenses in the performance of their specific duties when approved by the Council." Several organizations at the state, federal, and local levels provide beneficial meetings and educational seminars for elected officials throughout the year. These meetings and seminars are helpful to elected officials in fulfilling their responsibility to the citizens and are important in fostering legislation favorable to the city. It is the policy of the city council to encourage city council members to attend these meetings and seminars in order to more effectively perform their official duties. (b) Purpose. The purpose of the city council expense policy is to implement Section 2.05 of the city charter by providing city council approval for certain expenses, requiring additional city council approval for other expenses, and providing for the administration of city council member reimbursements for approved expenses incurred while performing their duties. (e) Meetings, seminars, and other travel. (1) Events approved for city council members travel. When funds have been budgeted, reimbursement for travel expenses of all city council members is authorized for attendance at the following: (A) Texas Municipal League annual meeting: (B) Two national meetings each fiscal year from among the following: (i) National League of Cities annual meeting; (ii) Annual Congress of Cities and Exposition; (iii) Other meetings as designated by a majority vote of the city council; (C) Institute ofMayors and Council Members conducted by the Texas Municipal League; and (D) Local events held in the Dallas/Fort Worth Metroplex area (including Denton and mid - cities) sponsored by the North Central Texas Council of Governments, Texas Municipal League, or the State of Texas (not including overnight expenses). In addition to Iocal events sponsored by these organizations, the city council members shall attend the following events at the city's expense: (i) Monthly Southlake Chamber of Commerce luncheon; (ii) Annual Southlake Chamber of Commerce Banquet; (in) Annual Southlake employee awards Banquet; (iv) Annual Tarrant County Mayor's Christmas Banquet; and (v) Annual United Way Volunteer of the Year Dinner. (2) Events approved for the mayor or the mayor's designee. In addition to the events approved for reimbursement in Subsection (c)(1), when funds are budgeted, reimbursement of travel expenses of the mayor or the mayor's designee is authorized to: (A) attend the annual meeting of the U. S. Conference of Mayors; and CrrY COUNCIL EXPENSE POLICY PAGE i (B) travel annually to Toyorna, Japan, in support of the Sister City Program. (3) Other events and travel expenses. Reimbursement for expenses of travel of city council members for purposes other than those listed in Subsections (c)(1) and (c)(2) must be approved in advance by a vote of a majority of the city council. (d) Reimbursable travel expenses. The following expenses may be reimbursed when a council member travels to a meeting or seminar or for a purpose authorized pursuant to Subsection (c). Expenses for other purposes must be approved for reimbursement by a majority vote of the city council. (1) Transportation. (A) Personal ve>bicles. A city council member may be reimbursed for mileage and parldng expenses in the use of a personal vehicle for travel beyond the cities contiguous to the City of Southlake if the round trip does not exceed 250 miles. For longer distance trips, reimbursement is limited to the lower of the vehicle mileage reimbursement or the air fare. The mileage reimbursement is at the rate established for reimbursement of city employees. (B) Air travel. Reimbursement for air travel is limited to coach fare and the most direct route available. (C) Airport transportation. Airport shuttle services should be used whenever feasible in preference to taxicabs. (D) Car rentals. Rental of a car is authorized only at a destination reached by air travel when: (i) there is a necessity for ground travel other than to and from the airport; and (iii) another form of reasonable transportation is not available or the use of other forms of transportation is more costly than rental of a car and the parking expense that may be incurred. (2) Meals. (A) Reirnbursetnent for meals and meal tips is limited to $35 per day. Only actual expenses will be reimbursed, and the city will not make reimbursements for alcoholic beverages. (B) In cases when travel is in a location with unusually high meal costs (e.g., New York City), the per diem meal rate may be adjusted by a majority vote of the city council. (3) Lodging. While city council members should be comfortably lodged, luxury hotel accommodations to be reimbursed by the city should be avoided. (4) Tips. Reimbursement for reasonable meal and baggage tips is authorized. CITY COUNCIL EN PENSE POLICY PAGE 2 (5) Travel time. Reimbursement for travel expenses will be made only for the duration of the travel necessary to conduct the city business. (e) Other reimbursable expenses. In order to improve the effectiveness of council members in the performance of their duties and to assure necessary communications between council members and city staff, the city skull provide: (1) a mobile telephone to the mayor for use in the performance of the mayor's duties; (2) an alpha pager to city council members in order for the city staff to send messages of meetings and emergencies and other important information as necessary; (3) a charge card to the mayor or the mayor's designee for use while conducting city business. It is anticipated that it may be necessary for the mayor or the mayor's designee to buy meals during meetings at which city business is conducted; and (4) upon reasonable request by a city council member: (A) equipment or supplies necessary for the performance of the city council member's duties; and (B) government related publications, which shall become the property of the city. (f) Economy. Notwithstanding the authorizations contained in this policy, city council members are expected to practice economy appropriate to the circumstances of the performance of their duties. (g) Administration of city council expenses. The city secretary is responsible for administering the city council expense reimbursement process. Upon receiving notice of an event or meeting that is authorized for reimbursement by this policy, the city secretary shall provide information to the city council members. City council members wishing to attend a meeting or seminar authorized under this policy, shall notify the city secretary, who shall make the arrangements necessary for registration and travel. (h) Travel advances. The city secretary may issue a travel advance upon the request of a city council member for expenses related to travel for a meeting or seminar in an amount sufficient to cover the costs for transportation, meals, lodging, tips, and registration. In determining this amount, the city secretary shall use the seminar or meeting information available. (i) Travel expense report. Accounting for travel expenses is the responsibility of each city council member. Upon completion of travel, city council members shall submit to the city secretary a complete travel expense report on a form provided by the city secretary. All expenses must be supported by documentation. Receipts for all expenses must be attached to the travel expense report. If a travel advance was issued, the city council member must submit the travel expense report to the city secretary within five business days of returning from the travel and reimburse the city or be reimbursed the difference between the advance and the actual travel expenses. The city secretary shall the travel expense reports to the director of finance. MY COUNCIL EXPENSE POLICY PAGE 3