HomeMy WebLinkAboutCouncil Packet - 6/1/2020Council Work Session
June 1, 2020
Time indicated below
Harold E. Getty Council Chambers
Roll Call.
Approval of Agenda, as proposed or amended.
4:10 p.m. Discussion of recommendations made by the Finance Committee to
expenditure pre -authorizations, travel requests, and garbage refunds.
Submitted By: Sharon Juon, At Large Council member and Finance
Committee Chair
ADJOURNMENT
Kelley Felchle
City Clerk
CITY OF WATERLOO
Council Communication
Discussion of recommendations made by the Finance Committee to expenditure pre -authorizations, travel
requests, and garbage refunds.
City Council Meeting: 6/1/2020
Prepared:
REVIEWERS:
Department Reviewer Action Date
Finance Felchle, Kelley Approved 4/29/2020 - 3:58 PM
ATTACHMENTS:
Description Type
u Travel Backup Material
SUBJECT:
Submitted by:
Recommended Action:
Summary Statement:
Expenditure Required:
Source of Funds:
Policy Issue:
Alternative:
Background Information:
Discussion of recommendations made by the Finance Committee to
expenditure pre -authorizations, travel requests, and garbage refunds.
Submitted By: Sharon Juon, At Large Council member and Finance
Committee Chair
157741 - Juon/Morrissey
that the Finance Committee recommends that the pre -authorizations change
to $2,500, travel remains at $100, garbage refunds remain the same, and that
the recommendation be forwarded to a work session with the full council,
with the addition that the travel policy be forwarded to the full council prior
to that work session. Voice vote - Ayes: Three. Motion carried.
FINANCE COMMITTEE PROCESS & TRAVEL POLICY
WORK SESSION
JUNE 1, 2020
FINANCE COMMITTEE RECOMMENDATIONS
1 Increase Pre -Authorizations from $1,000 to $2,500
2 Review Travel Requests over $100
3 Refunds & Bills Payment remain the same
TRAVEL POLICY
ITEMS FOR CONSIDERATION
1 Create electronic Travel Request Form
RECOMMENDATION/COMMENTS
1 City Clerk is now creating an electronic form
2 Permit to use reasonably priced 2 Change word PERMIT to REQUIRE
transportation & lodging
3 Request for Rental car typically denied 3 On new form add space to explain need for Rental car
4 Air Travel at lowest available fare 4 Enforce; add Class to form
Addition Make every effort to fly out of Waterloo; add to form
5 Make every effort to use City vehicle 5 Not always available
6 Stay at most reasonably priced accommodation 6 Enforce
7 Pre and Post conference lodging outside 125 mile radius 7 Discuss 90 mile radius
Only when conference runs until 10:00 pm or starts before 7:00 am Discuss
8 Out of County travel - policy says not required if no expenses - 8 Discuss
Summary states required - Conflict
9 Request required if over $100, even if only for cost of Webinar 9 Change to $200
Require if only cost is Webinar?
10 Lump Sum Advances 10 Discuss
Per Diem - Amounts Discuss
11 Request to include itinerary, conference outline, etc. 11 Enforce
12 Is training offered at closer location 12 Add to form
13 Emergency/unanticipated Travel 13 Add to form; allowed if Chair of Finance contacted
in advance
14 Need for training 14 Must be explained on form for each employee