110830 •
I RESOLUTION NO. 11,083
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3 A RESOLUTION TO CREATE A POLICY
4 ADDRESSING TRAVEL PROCEDURES AND
5 FUNDING FOR THE LITTLE ROCK CITY BOARD
6 OF DIRECTORS; TO DEVELOP A POLICY FOR
7 ADDRESSING TRAVEL NEEDS FOR THE
s BALANCE OF 2001; AND FOR OTHER
9 PURPOSES.
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> > WHEREAS, the Mayor and the Little Rock City Board of Directors find it necessary to
12 travel to certain locations outside the City of Little Rock ( "City") from time to time to attend
13 meetings and conferences which are beneficial to the City, and
14 WHEREAS, the Board wishes to encourage attendance at such conferences subject to
15 reasonable rules, regulations and funding restrictions, and
16 WHEREAS, the Board wishes to address certain issues in the 2001 Board travel budget,
17 and
18 WHERAS, the Board also wishes to express its intent to develop a procedure for future
19 years addressing Board travel.
20 NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF
21 THE CITY OF LITTLE ROCK, ARKANSAS:
22 Section 1. All individual Board travel for the balance of 2001 must be pre- approved
23 by the Board of Directors. Travel to the National League of Cities Annual Conference in late
24 November, and meetings of the Arkansas Municipal League, are given the highest priority for
25 the use of remaining travel funds for 2001.
26 Section 2. Board members whose actual travel expenses have exceeded $4,000 for
27 2001 will not be eligible for additional travel, except on approval by the Board and only for
28 purposes identified above as highest priority travel destinations. Any trips planned for July 2001
29 which have not been taken are hereby cancelled and the City Manager is directed to seek
30 refunds for any advance travel arrangements already purchased.
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Section 3. The City Manager will report quarterly on the status of Board travel with
2 the first report due Friday, June 29, 2001.
3 Section 4. The City Manager is directed to develop a proposed policy for Board
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travel in future years, which shall be discussed by the Board in its deliberations in approving a
final document addressing such policies. Included in the process developed by the City Manager
should be provisions for:
(a) Preparation of regular quarterly reports detailing all expenses and other
information related to each trip by the Mayor and Board members. The travel report will be part
of the regular quarterly report developed at the close of each three month quarter during the
fiscal year;
(b) The Mayor and each Board member will submit either a written or an oral
report to the Board within two weeks after the completion of each trip. The report will outline
the value of the trip and include specific recommendations or actions which are needed as a
result of the trip;
(c) An approval process should be developed whereby the Mayor and Board
members, as part of the regular annual operating budget process, shall approve a specific
amount of funding for Mayor and Board travel each year. The amount approved will be set by
individual allocation for each Board member and the Mayor individually, with the total
established for 2002 at $4,000 for each Board member and $10,000 for the Mayor. These totals
are the maximum totals allowed and will not be exceeded except by a specific vote of the Board
of Directors;
(d) Pre - approval for any out of country trip must be obtained by vote of the
23 Board of Directors. This applies to any Board member and City employee;
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(e) Board member travel requested by individual City departments, which is
to be paid by the budgets of such departments for specific purposes, must be approved by the
department directors and the City Manager;
(f) City paid travel is limited only to the Mayor, City Board of Directors, City
employees and officially appointed board and commission members. Those individuals using
City funds, who are not a part of these categories, must be approved in advance by the Board of
Directors.
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1 Section 5. The final Board travel policy and procedures will be adopted by City
2 ordinance with the amounts for annual travel not included in the ordinance, but included
3 annually in the City budget ordinance.
4 Section 6. Severability. In the event any portion of this resolution is declared or
5 adjudged to be invalid or unconstitutional, such declaration or adjudication shall not affect the
6 remaining portions of this ordinance, which shall remain in full force and effect as if the portion
7 so declared or adjudged invalid or unconstitutional was not originally a part of this ordinance.
8 Section 7. Repealer. All ordinances and resolutions, and parts thereof, which are in
9 conflict with any provision of this resolution are hereby repealed to the extent of such conflict.
1 o ADOPTED: July 3, 2001
11 ATTEST: APPROVED:
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14 Nan Wood, ity Clerk Brad Cazort, Vice -Mayor
15 APPROVED AS TO LEGAL FORM:
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18 Thomas M. Carpenter, City�Attorney
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