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HomeMy WebLinkAbout2012-02-27-Resolutions 12-41_Council Rules of Procedure - ReadoptTHE CITY OF WAUKEE,IOWA RESOLUTION 12-41 APPROVING THE READOPTION OF THE CITY OF WAUKEE RULES OF PROCEDURE FOR CONDUCT OF CITY COUNCIL BUSINESS IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE,IOWA WHEREAS,the City of Waukee,Iowa is a duly organized municipality within Dallas County; AND, WHEREAS,it is recommended that the Waukee City Council readopt the City of Waukee Rules of Procedure for Conduct of City Council Business,attached hereto as Exhibit A;AND, WHEREAS,the Waukee City Council has reviewed the Rules of Procedure and approves readoption,adding language to the policy regarding the use of voting machines as an alternate method to roll call vote. NOW THEREFORE BE IT RESOL YED by the City of Waukee City Council in session this 27th day of February,2012,that the City of Waukee Rules of Procedure for Conduct of City Council Business are hereby readopted,adding language to the policy regarding the use of voting machines as an alternate method to roll call vote. Attest: ROLL CALL VOTE Shane Blanchard Dan Dutcher Casey L.Harvey Shelly Hughes Mike Watts AYE X X X X X NAY ABSENT ABSTAIN EXHIBIT A CITY OF WAUKEE RULES OF PROCEDURE FOR CONDUCT OF CITY COUNCIL BUSINESS FEBRUARY 2012 TABLE OF CONTENTS RULES OF PROCEDURE 3 QUORUM 3 AGENDA .3 LENGTH OF MEETING .4 CONDUCT OF BUSINESS .4 Order of Business .4 Special Meeting 5 Closed Session 5 Electronic Meeting 5 Workshop Meeting 6 DECORUM DURING COUNCIL MEETINGS 6 Requirements 6 DUTIES OF PRESIDING OFFICER.7 APPROVAL OF MINUTES 7 CORRECTION OF MINUTES 7 RULES OF DEBATE 7 Presiding Officer 7 Council Member 8 ADDRESSING COUNCIL FROM FLOOR 8 Securing Permission to Speak 8 Individuals 8 Spokesperson for Group Presentations 8 Open Forum 8 Public Hearings 9 PREPARATION OF THE MINUTES 9 Method of Keeping Minutes 9 Remarks of Council Members Entered in Minutes 9 Delivery of Minutes 10 PROCESSING COUNCIL MAIL 10 SPECIAL COMMITTEES 10 PREPARATION AND REVIEW OF ORDINANCES, RESOLUTIONS AND CONTRACT DOCUMENTS 10 COUNCIL ACTION 10 Procedure for Council Action 10 Disqualifications/Abstentions II Vote Required 11 Ordinances,Amendments and Resolutions II Motions 11 Motion to Reconsider 11 Motion to Table 11 Motion to Postpone 12 Tie Vote 12 INTERPRETATION OF THE RULES OF PROCEDURE 12 ADDENDUM A,TRAVEL AND TRAINING POLICY AND FORMS 13 -2 - RULES OF PROCEDURE FOR CONDUCT OF CITY COUNCIL BUSINESS WAUKEE IOWA RULES OF PROCEDURE The Council shall determine the rules of its own proceedings by resolution,and the Clerk shall keep such rules on file for public inspection. QUORUM Three (3)out of the total five (5)members ofthe City Council constitute a quorum to do business.When there is no quorum,the Mayor,Mayor Pro Tern,or any other Council Member shall adjourn the meeting.If no Council Member is present,the City Clerk shall adj ourn the meeting. AGENDA All written petitions,communications,and other matters to be submitted to the City Council for inclusion in the agenda packet for consideration at a scheduled regular,special or workshop meeting should be delivered to the Deputy City Clerk no later than the time established by current administrative policy.The City Administrator,in consultation with the Mayor,City Council,Deputy City Clerk,and department heads will establish the agenda and the order of the agenda.The City Council shall have the authority to delete items from the agenda and change the order of items on the agenda. The City Administrator or the Deputy City Clerk shall compile the agenda,listing all matters to be considered by the Council according to the order of business,lettering and/or numbering each item consecutively.A copy ofthe agenda,complete with all accompanying staff reports and other background materials,shall be known as the agenda packet.The agenda packet for any regular council meeting shall be delivered to each Council Member,the Mayor,City Attorney,and City Administrator no later than the Thursday preceding the meeting.Each department head shall receive a copy of the regular meeting agenda packet no later than the Friday preceding the meeting.The agenda packet for any special or workshop council meeting shall be distributed to each Council Member,the Mayor,City Attorney,City Administrator,and department heads no later than the business day preceding the meeting.It is strongly recommended that questions concerning the minutes of a meeting,the bill list,an agenda item or any supporting documentation for an agenda item or items be submitted by phone,e-mail or in person to the City Administrator for research and/or explanation or correction prior to 12:00 PM (noon)on the day of the meeting.If such a question is posed to the City Administrator for the first time at the meeting of the Council at which such matter is being considered,it shall be appropriate for the Mayor,without further motion,to remove such item from the agenda and postpone consideration to a day certain to afford time for such research as may be necessary. The agenda only,without supporting material,is to be available to the public no later than 7:00 PM on the Friday preceding the regular council meeting and in the Council Chambers during each meeting.In -3 - the case of a special or workshop council meeting,the agenda will be available to the public no later than 24 hours prior to the scheduled meeting. LENGTH OF MEETING The length of any meeting shall be limited to three hours.This limitation may be extended for any particular meeting by a super majority (2/3 's)vote to suspend the rules and extend the meeting by the time required. CONDUCT OF BUSINESS Order of Business The recommended order of business fOTa regular council meeting shall be as follows: Call to Order Pledge of Allegiance Roll Call Open Forum Agenda Approval Mayor's Report Presentations Public Hearings Public Hearing Action Items Consent Agenda: I.Bill Lists and Payroll 2.Approval of Minutes of prior council meetings 3.Setting dates for future public hearings 4.Approval of liquor,cigarette license applications 5.Approval of Pay Estimates,Change Orders,Certificates of Completion,Releases of Retainage 6.Other business considered by the City Administrator to be simple and non- controversial Remainder of Agenda: 1.Resolutions for Adoption 2.Ordinances for Adoption 3.Other Business Reports Adjournment The City Administrator,prior to the council meeting,and Mayor shall have the authority to vary from this recommended schedule to expedite the conduct of business or accommodate persons having business to be considered by the Council. -4- Special Meeting Special meetings will be set by the Mayor,City Administrator,or at the request ofthree (3)Couucil Members.Every notice (agenda)for a special meeting will state the public's right to address the Couucil on the i tem(s)appearing on that agenda. Closed Session (Reference Code ofIowa §21.5) A closed session may be held only by an affirmative vote of either 2/3 of the entire City Councilor all of the members present at the meeting.The City Couucil may hold a closed session only to the extent a closed session is necessary and for the discussion of any statutorily authorized purpose as referenced in the Code ofIowa §21.5 The vote of each member on the question of holding the closed session and the reason for holding the closed session shall be announced publicly at the open session and entered into the minutes.Final action on any matter will be taken in open session.The detailed minutes and audio recording of a closed session shall be sealed and shall not be open to public inspection.However,upon order of the court in an action to enforce this chapter,the detailed minutes and audio recording shall be unsealed and examined by the court in camera.The court shall then determine what part,if any,of the minutes should be disclosed to the party seeking enforcement of this chapter for use in that enforcement proceeding.In determining whether any portion of the minutes or audio recording shall be disclosed to such a party for this purpose,the court shall weigh the prejudicial effects to the public interest of the disclosure of any portion of the minutes or audio recording in question,against its probative value as evidence in an enforcement proceeding.After such a determination,the court may permit inspection and use of all or portions of the detailed minutes and audio recording by the party seeking enforcement of this chapter.A governmental body shall keep the detailed minutes and audio recording of any closed session for a period of at least one year from the date of that meeting,or for as long as the matter is in litigation proceedings. Electronic Meeting (Reference Code ofIowa §21.8) 1.A govennnental body may conduct a meeting by electronic means only in circumstances where such a meeting in person is impossible or impractical and only if the governmental body complies with all ofthe following: a.The governmental body provides public access to the conversation of the meeting to the extent reasonably possible. b.The governmental body complies with §21.4.For the purpose ofthis paragraph,the place of the meeting is the place from which the communication originates or where public access is provided to the conversation. c.Minutes are kept of the meeting.The minutes shall include a statement explaining why a meeting in person was impossible or impractical. -5 - 2.A meeting conducted in compliance with this section shall not be considered in violation ofthis chapter. 3.A meeting by electronic means may be conducted without complying with paragraph"a"of subsection 1 if conducted in accordance with all of the requirements for a closed session contained in §21.5. Workshop Meeting The Council may conduct workshop meetings or study sessions on matters which are expected to come before the Council for formal action at a regular meeting or otherwise need study by the Council.Items to be considered will be placed on an agenda as required by the open meetings statutes. At workshop meetings the Council will receive information and presentation of issues from the City Administrator and City staff.Council may ask questions and may request that certain information be provided or issues be addressed when items are considered further at another workshop meeting or a regular meeting of the Council.Council may direct that matters under consideration be brought forward for formal action at a regular meeting,that further study be conducted if appropriate,that matters under consideration not be pursued further (except for matters requiring a public hearing),or that modifications be made before a matter is considered further. Final action on items is not taken during workshop or study sessions.No formal vote of the Council in favor or against any workshop or study session agenda item may be taken. Workshops are not public hearings.On public hearing items,public testimony will be taken before Council action on the item at a regular meeting.No member of the public or interested party has the right to make a presentation or address the Council on an item under consideration in a workshop or a study session.Questions may be directed by the Council to a member of the public or another interested party or,in appropriate circumstances,a brief presentation may be permitted by a member of the public or another interested party on an agenda item or a particular question related to an agenda item.The Mayor may limit or end the time for such response to questions or presentation. DECORUM DURING COUNCIL MEETINGS Requirements While the Council is in session,all persons shall preserve order and decorum.Any person that refuses to abide by the rules shall be asked to leave the Council Chambers. Every member ofthe public and every Council Member desiring to speak shall address the presiding officer,and upon recognition by the presiding officer,shall confme comments to the question under debate,avoiding all indecorous language and references to personalities and abiding by the following rules of civil debate: •We may disagree,but we will be respectful of one another. •All comments will be directed to the issue at hand. •Personal attacks will not be tolerated. -6 - DUTIES OF PRESIDING OFFICER The Mayor (or in the Mayor's absence,the Mayor Pro Tem)shall be the presiding officer of the Council. In the absence of the Mayor and the Mayor Pro Tem,the City Clerk shall call the council meeting to order,whereupon a temporary presiding officer shall be elected by the members of the Council who are present.Upon the arrival of the Mayor or the Mayor Pro Tem,the temporary presiding officer shall relinquish the chair upon the conclusion of the matter of business before the Council.The presiding officer shall preserve strict order and decorum at all meetings of the Council,announce the Council's decisions on all subjects,and decide all questions of order.If there is an appeal to a decision of the presiding officer,the Council as a whole shall decide the question by majority vote.The presiding officer's name shall be called last on any question in voting. APPROVAL OF MINUTES The minutes ofthe preceding council meeting may be approved without being read aloud,provided that the City Administrator has previously furnished each member ofthe Council with a copy of the minutes and that a majority of the Council has not requested such a reading. CORRECTION OF MINUTES When a Council Member wishes to correct the minutes,that Council Member should contact the City Administrator in advance of the meeting with the correction.The City Administrator will then verify the correction by listening to that meeting's audio recording.Upon verification of an error in the minutes, the City Administrator will provide the corrections to the Council in advance of the meeting, innnediately prior to the meeting or during the meeting.If time constraints prevent this procedure,the Council should continue the approval of the minutes to the next meeting,and direct the City Administrator to verify the error, RULES OF DEBATE Presiding Officer The Mayor as presiding officer may debate,but may not make a motion.The major functions ofthe Mayor during council sessions are generally to: 1.Call the meeting to order 2.Announce the order of business as provided in the agenda 3.State motions on "the table" 4.Put motions to a vote,when appropriate,and then announce the result of the vote 5.Generally prevent irrelevant or frivolous debate or discussion 6.Maintain order and decorum 7.Otherwise enforce the Council's rules and appropriate parliamentary procedures The Mayor Pro Tem as presiding officer may debate,vote as a regular Council Member and retains all the powers as a Council Member.The presiding officer is subject to the limitations of debate that are imposed on all Council Members. -7- In the absence of the Mayor or Mayor Pro Tern,the City Clerk shall call the meeting to order and a temporary presiding officer shall then be selected by the Council Members present. Council Member Every Council Member desiring to speak shall address the presiding officer,and upon recognition by the presiding officer,shall confine comments to the question under debate.A Council Member,once recognized,shall not be interrupted except according to rules of parliamentary procedure (e.g.,for a point of order,parliamentary inquiry,question of privilege or appeal of presiding officer's procedural ruling). ADDRESSING COUNCIL FROM FLOOR Securing Permission to Speak Any persons desiring to address the Council are required to follow the procedures as posted in Council Chambers and shall first secure permission from the presiding officer.Remarks should be directed to the matter being considered. Individuals Persons addressing the Council will stand at the podium,give their full name and address in a clear and audible tone of voice for the record.Citizens shall be limited to three minutes speaking time per item, unless additional time is granted by the presiding officer.Total citizen input on any subject under Council consideration can be limited to a fixed period by the presiding officer.A maj ority vote of the Council may extend the time limitations on this rule.All remarks shall be addressed to the Council as a whole and not to any individual member.Without the permission ofthe presiding officer only Council Members and the person addressing the Council shall be permitted to enter into any discussion. Spokesperson for Gronp Presentations Organized groups that wish to make a presentation longer than the time allowed will be required to contact the City Administrator prior to the meeting. Open Forum A maximum of twenty (20)minutes will be set aside for members ofthe public to address Council on any item not on the agenda. •Presentations will be limited to three minutes. •Preference will be given to individuals who did not speak at the previous council meeting's Open Forum. •Individuals may not speak more than once during Open Forum. •All speakers must address the entire Council and will not be permitted to engage in dialogue. -8 - Any individual addressing the Council will be asked by the presiding officer to clearly state his/her name and address prior to speaking before tbe Councilor minimally during or after his/her presentation to the Council so that hislher name may be accurately recorded in the minutes of the meeting. Time limits may be increased at the presiding officer's discretion.A Council Member may object to tbe extension oftime to the speaker by the presiding officer.Such disapproval will be noted and a roll call will be taken on the question. Generally,matters presented during the Open Forum which require further investigation or information shall be referred to City staff,and if Council determines that action is required,the item may be placed on a future agenda. Public Hearings Interested persons or their authorized representatives may address the Council in regard to public hearing matters under consideration. For land use application public hearings,the applicant presentation shall be limited to 10 minutes, maximum;all otber individuals shall be limited to 5 minutes,maximum. For appeals public hearings,tbe appellant shall be limited to 10 minutes,maximum;all other individuals shall be limited to 5 minutes,maximum. After a motion is made and seconded by a Council Member following a public hearing on tbe matter so moved,further discussion from the public on this matter will be denied,except upon the request of a Council Member through the presiding officer. PREPARATION OF THE MINUTES Method of Keeping Minutes The minutes of tbe Council shall be prepared at the direction of the City Administrator and shall be recorded in a book kept for that purpose,with a record of each particular type of business transacted by the Council set off in paragraphs with subheadings.The minutes must contain only a record of such business as was actually passed upon by a vote of the Council and shall not be required to contain a verbatim transcript ofthe proceedings.A record shall be made ofthe names of persons addressing the Council,the title of tbe subj ect to which tbeir remarks relate and whether they spoke in support of or in opposition to such matter. Remarks of Council Members Entered in Minutes A Council Member may request,through the presiding officer,the privilege of having an abstract of that member's statements on any subject under consideration by the Council entered in the minutes.If the Council consents,such statements shall be entered in the minutes. -9 - Delivery of Minutes The City Administrator shall cause a copy of the minutes to be forwarded to the Mayor and each Council Member and department head,typically delivered with the agenda packet for the next regular meeting. PROCESSING COUNCIL MAIL The Mayor (or designee)is authorized to receive and review all mail generally addressed to the City Council.All correspondence not requiring Council action will be acted upon between council meetings and referred to City staff if appropriate.Action taken on these communications will later be reported to the City Council. SPECIAL COMMITTEES Subject to approval of the Council,the Mayor may appoint special advisory or ad hoc committees consisting of Council Members,City staff and/or private citizens,as deemed desirable and necessary to assist and advise the City Council in its work. PREPARATION AND REVIEW OF ORDINANCES,RESOLUTIONS AND CONTRACT DOCUMENTS All ordinances shall be prepared or reviewed by the City Attorney.Ordinances and resolutions shall be prepared for presentation to the City Council upon the request ofthe Mayor,any Council Member,the City Administrator,or through the initiative of the City Attorney.As time allows,the City Attorney may assist individual Council Members in preparation of ordinances for future Council consideration. All ordinances,resolutions and contract documents to be presented to the Council shall first be approved as to form and legality by the City Attorney or an authorized representative.When substantive matters of administration are involved,the ordinance,resolution,or contract shall also be examined for administration by the City Administrator,the head of the affected department,or an authorized representative of the City Administrator. COUNCIL ACTION (Reference Code ofIowa §380.3,380.4) Procedure for Council Action All Council Members shall vote electronically when called upon to do so by the presiding officer.The results of the electronic vote shall then be displayed on monitors in the Council Chambers and the results of the vote read aloud by the City Administrator or Deputy City Clerk.Under circumstances where an electronic vote is impractical,a roll call vote will be taken of all Council Members'votes.The roll call shall be taken in the following order:the Council Member who made the motion,the Council Member who seconded the motion,then at random,All ordinances,resolutions and other matters or subjects requiring action by the Council must be introduced and sponsored by a Council Member,by motion duly made and seconded.Debate shall not be permitted on a motion until it is seconded.After the vote has been called,there will be no further discussion or debate,except that members of the -10 - Council may be permitted by the presiding officer to explain their votes.All ordinances may be introduced and passed by reading the title only.Ordinances shall be read in full only when requested by a majority of the Council. Disqualifications/Abstentions All members present at any meeting may disqualify themselves or abstain from voting,in which case the disqualification shall be publicly declared and a record made thereof. The City Attorney is available to help Council Members decide if they should declare a disqualification on any issue.In these or other instances Council Members may choose to use the phrase,"....to avoid the appearance of impropriety." Vote Required (Reference Code ofIowa §380.4) A City Council shall exercise a power only by the passage of a motion,a resolution,an amendment,or an ordinance.(Code ofIowa §364.3) a.Ordinances,Amendments and Resolutions Passage of an ordinance,amendment,or resolution requires a majority vote of all of the members of the Council unless otherwise required by statute (i.e.,passage of a Resolution of Necessity in fmal form),A proposed ordinance or amendment must be considered and voted on for passage at two council meetings prior to the meeting at which it is to be fmally passed,unless this requirement is suspended by a vote of not less than three-fourths of all the members of the Council.If a proposed ordinance,amendment or resolution fails to receive sufficient votes for passage at any consideration,the proposed ordinance,amendment or resolution shall be considered defeated (Code ofIowa §380.3).If the rules requiring three separate readings is suspended and the proposed ordinance fails to pass by the required three-fourths vote,the proposed ordinance will be placed on the agenda for the next regular meeting of the Council. b.Motions Passage of a motion requires a majority vote of a quorum of the Council. Pursuant to Code ofIowa §380.4,"all of the members of the Council"refers to all of the seats of the Council including a vacant seat and a seat where the member is absent,but does not include a seat where the Council Member declines (abstains)to vote by reason of a conflict of interest.A conflict of interest is defmed as "a direct relationship or pecuniary interest in a matter."However,if a Council Member declines (abstains)to vote for any other reason,that Council Member's seat will be included in "all of the members of the Council." Motion to Reconsider A motion to reconsider may be made by any Council Member on the prevailing side and must be made at the same meeting as the original action.The motion needs a second.It is debatable,if the original action it reconsiders was debatable.The motion requires a majority vote to adopt and cannot be reconsidered. -11 - Motion to Table The council meeting agenda is generally modified during a council meeting when voting on the "Agenda Approval."A motion to table an agenda item during a council meeting can only be used for a reason of urgency such as a Council Member or public participant arriving late,or needing to leave early and requesting an item be moved forward.A motion to table,for a reason of urgency,will only bring forward the next agenda item.If more than one item needs to be tabled before reaching the item in question,a motion to table several items at once could be made (i.e.,"I move to table Items 8 through 15 in order to proceed with Item 16.").A motion to table requires a second,is not debatable (the chair may ask the maker of the motion to state their reason for tabling the motion),is not amendable,requires a majority vote for passage and,if adopted,caunot be reconsidered.The tabled item(s)may then be taken from the table by motion,second,and a majority vote as soon as the interrupting issue is disposed of.A motion to table should not be used to postpone an agenda item,to limit public debate,or to suppress a minority of the Council. Items or motions that have been tabled,placed in the care of the City Administrator or Deputy Clerk,are not automatically placed on the agenda for the next meeting.If not taken from the table in the meeting at which tabled,there will be a notation made in the meeting's minutes that the item(s)or motion(s) have been tabled.Council Members interested in taking action on a tabled item or motion from the previous meeting must request that the item or motion be placed on the agenda the Wednesday prior to the next council meeting or minimally 24 hours prior to the next council meeting. If a Council Member wishes to take action on a tabled item or motion during the meeting at which the item or motion had been tabled,the Council Member must bring back the item or motion by moving to "take (the item or motion)from the table."The motion to "take from the table"needs a second,is not debatable and requires a majority vote.If an item or motion is not taken from the table during the meeting at which it was tabled or by the close of the next regularly scheduled council meeting,the item or motion dies. Motion to Postpone Postponing an item or a motion to a specific date and time ensures that the item or motion will be on the agenda at the adopted date and time.Any item or motion which is to be considered at the next meeting should be postponed to that meeting rather than tabled. Tie Vote When a tie vote occurs,the motion is lost. INTERPRETATION OF THE RULES OF PROCEDURE The City Attomey shall be considered the final authority on any questions regarding the application or interpretation ofthe rules and procedures.In the absence of the City Attorney,the City Administrator shall be considered the final authority on the rules of procedure for the conduct of City Council business. -12 - ADDENDUM A,TRAVEL AND TRAINING POLICY AND FORMS 350.TRAVEL AND TRAINING POLICY A City Representative may incur expenses for pre-approved training programs,conferences,and professional meetings attended for the benefit of the City.When travel/training which requires an overnight stay is anticipated a Travel and Training Request form must be completed and approved prior to incurring travel expenses.For in-state travel and training,the form requires the approval of the Department Director.For out-of-state travel and training the form must also be reviewed by City Administrator,with the exception of library employees.Employees of the library must have out-of-state travel and training approved by the Library Board.Elected officials have a separate Elected Official Travel Policy. Approval should be requested far enough in advance so that payment can be made directly to the sponsoring organization as part of the City's regular payment cycle.Or,where feasible,payment may be made using a City credit card.Every effort should be made to receive the early registration discount, if available. 351.TRAVEL No specific mode of transportation is mandatory.However,employees are expected to use the most economical means available with reasonable consideration given to the time and distance involved. (A)AIR TRAVEL Every effort should be made to obtain the lowest possible round-trip coach fare.Any upgrades or enhancements are personal expenditures and will not be paid by the City. Travelers should also review the following topics,as applicable to their situation:Companion /Spouse / Family Travel Expenses,Combining Personal and Business Travel,or Travel Extended to Save Costs. (B)OFFICIAL CITY VEHICLE Employees are encouraged to use a City vehicle in lieu of a personal vehicle whenever a City vehicle is available.When a City vehicle is used,the employee will be reimbursed for all gas receipts,if the gas is not charged directly to the City,as well as any toll charges and necessary parking fees.Retain receipts where available. If a vehicle accident occurs: •The driver of the vehicle which is involved in an accident resulting in injury,death,or damage to persons or property shall immediately,by the quickest means of communication,give notice of the accident to the local enforcement body having jurisdiction over the area of the accident (i.e. the Police Department on public right-of-ways). •The driver of the vehicle shall immediately,by the quickest means of communication,notify his /her supervisor. -13 - •The driver of the vehicle,regardless of damages,must complete the Vehicle Damage Claim Report form and submit this form to the City's Deputy City Clerk within 2 business days of the accident.The Vehicle Damage Claim Report forms are available at each department and in most City vehicles.Ifthe accident occurs in Iowa and on a public right-of-way and resulted in physical injury,death of a person,or property damage amounting to $1,000 or more,the employee shall,within 72 hours,forward an Iowa Vehicle Accident Report form to the Iowa Department of Transportation and a copy to the City's Deputy City Clerk.The Iowa Vehicle Accident Report forms are available at the Police Department. (C)PERSONAL VEHICLE Employees may use their personal vehicle for business travel ifthe use of a City vehicle is not feasible. Employees using a personal vehicle for business purposes will be reimbursed based on miles traveled. Reimbursement will be at the allowable rate established by the IRS. In determining the allowable mileage rate the IRS takes into account all automobile expenses such as fuel,depreciation,repair costs,insurance,etc.To receive reimbursement employees must submit documentation of total miles traveled,including origination,destination,business purpose,and number of miles per trip.The City will reimburse the driver for mileage by the most direct route. When personal vehicles are used on City business the employee must have adequate liability insurance coverage.The minimum prescribed liability insurance is as follows: •$100,000 for personal injury to,or death of,one person; •$300,000 for injury to,or death of,two or more persons in one accident;and •$100,000 of property damage. An employee who uses a personal vehicle on City business is required to have,and provide upon request,satisfactory evidence ofliability insurance coverage.Upon request,proof of such coverage must be provided to the Fiuance Director. Should an accident occur,to ensure full communication and disclosure between all parties,the driver should immediately contact: •Local authorities,as required •His /Her personal insurance company •His /Her snpervisor •The Deputy City Clerk at 515-987-4522 If an employee receives a car allowance as part of their employment the employee is not eligible for a mileage reimbursement for the business use of their personal vehicle. (D)RENTAL VEHICLE When more advantageous to the City,as compared to other means of transportation such as a taxi,a vehicle may be rented.The traveler is responsible for obtaining the best available rate,in accordance with the City's purchasing policy,commensurate with the requirements of the trip.When renting a -14 - vehicle for business purposes the employee should make sure to specify the City's name on the rental agreement.Personal use of the rental vehicle is prohibited. Should an accident occur the driver should immediately contact: •Local authorities,as required •The rental company,in accordance with the rental agreement •His /Her supervisor •The Deputy City Clerk at 515-987-4522 (E)MISCELLANEOUS AUTOMOBILE-RELATED EXPENSES Toll road charges and reasonable charges for parking,while an employee is traveling or away from their assigned City facility on business,will be allowed.The location of the parking lot,garage,or meter as well as the business purpose ofthe trip needs to be documented.Obtain receipts where available. (F)OTHER FORMS OF TRANSPORTATION Taxi fares are allowable expenses when the date,origination,and destination are documented.When available,the use of public transportation (e.g.,buses,subways)or a hotel/airport shuttle is encouraged. Reimbursement for the reasonable cost of tips related to these forms of transportation is also allowed. Obtain receipts where available. (G)Companion /Spouse /Family Travel Expenses Payment of expenses for companion,spouse,or other family members of the employee is strictly prohibited. (H)Combining Business and Personal Travel If an employee combines business with personal travel,only the business portion of the trip is reimbursable.This amount may not exceed the amount of reimbursable expenses which would have been incurred had the trip been strictly for business purposes. If an indirect route is taken as a result of personal travel the reimbursement of expenses shall be limited to the lesser of actual costs incurred or the charges that would have been incurred via a more direct route.In the case of airfare,the employee must document the lowest reasonable cost for round trip coach airfare to the business destination,as well as submitting actual expenses.The City will reimburse the employee for the lesser amount. (I)Travel Extended to Save Costs Additional expenses associated with travel extended to save costs (e.g.a Saturday night stay for air travel)may be reimbursed when the cost of airfare plus the additional expenses would be less than the cost of airfare had the traveler not extended the trip.These additional expenses include the additional cost oflodging,meals,and incidental expenses incurred in the vicinity of the business destination.If -15 - requested,the employee must provide documentation of the airfare savings derived from extending the trip. (J)Ground Transportation in Lieu of Air Travel An employee may use ground transportation for personal reasons even though air travel is the more economical and efficient mode of transportation.In this case the cost of meals,lodging,mileage, parking,tolls,etc.while in transit by ground transportation will be reimbursed as allowed by City policy for these types of expenses.However,such costs shall not exceed the cost of airfare,based on the lowest available coach fare,plus costs to and from the airport terminal.The employee must provide documentation of potential airfare costs (on/near the days air travel would have been utilized)before receiving reimbursement for the ground transportation. If the employee's election to use ground transportation results in additional time away from work the employee must use leave time for the additional absence from work at the City Administrator's discretion. 352.Lodging Lodging expense is limited to the standard room rate for single occupancy for the minimum number of nights required to attend the function.The employee should request the government or corporate rate where available.Retain itemized receipt. If multiple co-workers are authorized to travel and share accommodations the hotel room size should be appropriate to the number of employees sharing lodging.One employee,generally higher in the City's organizational structure,should submit the entire lodging expense,making note of those employees covered by the lodging expense.The cost and choice of the accommodation will be controlled by the Department Director. Stay(s)prior to or beyond that required for the function is the personal responsibility of the employee, see Special Travel Situations:Combining Business and Personal Travel.Any difference between the single occupancy standard room rate and actual room charges is also the personal responsibility of the employee.See also Special Travel Situations:Companion I Spouse I Family Travel Expenses. 353.Meals Reimbursement shall be allowed for actual meal expenses incurred,including tips when noted.Those traveling on City business will use discretion in keeping meal costs to reasonable levels.It is expected that the employee's meal expense will not exceed $50 per day for three meals (or breakfast $10,lunch $14.00,dinner $26.00 on those days where the employee is not eligible for three meals at City expense) excluding tips.This is equivalent to approximately 80%of the IRS maximum meal allowance rate for high-rate localities.If the traveler is only eligible for reimbursement for lunch and dinner it is expected that the meal expense claimed for reimbursement will not exceed $40 (i.e.$14 +$26),regardless of the distribution between the two meals.Variances from this rate will be approved by the Department Director and City Administrator. -16 - o Original,itemized receipts are required;or otherwise no reimbursement. o Employees may submit group meal expenses with documentation on the Expense Report of city employees paid for under the group receipt. o Reimbursement for alcoholic beverages is prohibited. o Snacks and incidental beverages are not reimbursable unless they are expensed as a substitute for the regular meals of breakfast,lunch,or dinner. o Cost of a meal will not be reimbursed if the meal is provided as part of the meeting or conference registration,etc.being paid by the City. o Elected Officials,City Administrator,or Directors may purchase Business Meals for another individual and shall be so noted including the individual's name,affiliation,City business being discussed or reason the City is paying the additional cost.See also Business Meals. o If an employee opts to purchase meals at a grocery store he !she must specify on the itemized receipt the meals and dates for which the food items are being purchased.The cost per meal must be reasonable and not result in the employee exceeding the maximum daily meal expense for the applicable days.For example,if the employee purchases fruit costing $12 in lieu of breakfast at a restaurant for three days,$4 should be shown as breakfast expense on each of the three days. 354.Incidentals (A)Telephone Usage The employee has the privilege of making one personal call per day to immediate family while traveling.Common sense should prevail as to the length of this personal call.1f travel is being paid with federal grant dollars this personal call cannot be charged to the grant.Any other calls where a business purpose has not been documented will be at the employee's expense. To minimize the additional surcharges added by hotels for telephone usage,individual's that have been issued a cellular phone should use that means of communication.Otherwise,a calling card,credit card, or public phone should be used whenever possible. (B)Tips and Gratuities The City will reimburse reasonable gratuities.Amount should be noted on applicable meal receipt,etc. 355.Business Meals Business meals are defmed as meals purchased while meeting with a business associate during a meal period to conduct official business on behalf of the City.The Elected Officials,City Administrator,or Directors'meal and the meal of their business associate(s)may be allowed,excluding the cost of alcoholic beverages.An itemized receipt must accompany the Expense Report form and note the following: o Date of the meal o Nature of the business conducted o Name and business affiliation of all attendees -17 - Elected Officials,City Administrator,and Directors are expected to use sound judgment and fiscal responsibility in assessing the need for business meal expenses. In general,employees and elected officials should not use their budgets to entertain OT pay for meals of other City employees.Exceptions must be approved,in advance,by the City Administrator. 356.Meeting Expenses No food or refreshments should be purchased,using City funds,for meetings of city staff or internal training activities unless the activity falls under one of the following categories: •Employee and Volunteer Recognition events •Job recruitment events •Served to the public at large as a part of a scheduled city program •City sponsored activity,event,or program where food is part of the event •Formal/Posted meetings,involving elected or appointed officials,scheduled during a meal period •Employee or staff meetings where work or training needs to be conducted over a meal period •The City Administrator may approve expenditures for other food purchases as deemed appropriate The qualifying event should be noted on the food/drink receipt and/or expense reimbursement request. 357.Miscellaneous Issues City Representatives are responsible for reviewing the complete Travel and Training Expense Policy prior to traveling to determine allowable expenses and receipt requirements necessary for reimbursement. (A)Prohibited expenses include,but are not limited to,the following: •Personal ttsms.including personal grooming items •Beverages and snacks,hotel mini bar charges •Gifts •Entertainment and recreation expenses,including hotel movies and health club activities •Alcoholic beverages •Expenses for spouses,guests or family members (C)Pre-Paid Expenses Direct payment,through the City's normal accounts payable process,may be made for prepaid expenses such as conference registrations. Conference registration related special events such as banquets are only allowable for the City representative. -18 - (D)Credit Cards Employees that have been issued a City credit card are encouraged to use their card to pay for expenses such as registration fees,airfare,lodging,and other allowable expenses at establishments that accept credit card payments.If an employee does not have a credit card a supervisor or administrative assistant that has been issued a card,may make purchases such as airfare tickets on behalf of the traveling employee.The cardholder is then responsible for submitting the related receipts. Cardholder's are NOT allowed to give their card number to another individual. (E)Expense Advances: Although not encouraged,an expense advance may be secured by submitting a Travel and Training Request form with a reasonable cost estimate for a cash advance to the Finance Department.The amount requested should be a minimum of $50 and should not exceed the amount budgeted for the trip, less any costs that have been prepaid by the City.Such advances shall be requested at least two (2) weeks prior to the date needed. All other Travel and Training Policies must be followed.Original,itemized receipts must be included in Expense Report to verify cash advance amount.Remaining balance of cash advance not accounted for in Expense Report must be refunded to the City within 7 calendar days. 358.Travel and Training Request and Expense Reimbursement Procedures 1.Be sure the Travel and Training Request form is approved prior to incurring travel related expenses. 2.Keep ALL receipts.Itemized receipts are required for lodging,meals,and other miscellaneous incidental costs.Receipts are also required for airfare,auto rental,taxi fare,and registration fees. The amount of any tips or gratuities paid should be noted on the applicable receipt. 3.Expenses paid directly by the City should not be included on the employee's Expense Report claim form,with the exception of meal expenses.Because meals purchased with a City credit card count toward the employee's maximum daily meal expense limit,they need to be shown on the Expense Report but not included in the total amount due to the employee. 4.Receipts for expenses paid with a City credit card should be submitted to Finance within 7 calendar days. 5.All receipts being reported on the employee's Expense Report form should be attached to an 8 l!,"x 11"sheet of paper to prevent small receipts from being lost during the approval and payment processing cycle.Attach these behind the Expense Report fOID1. 6.Be sure origination and destination has been noted on all taxi fares. 7.Be sure the location for toll and parking charges is included on these receipts.Ifreceipts were not obtainable for these items reirobursement will be made for reasonable costs when the date, location,and amount paid are noted. 8.If a personal vehicle was used as transportation,document the miles traveled along with origination and destination.If mileage was not part of a "travel trip"a mileage log must be attached to the expense report documenting date,origination,destination,business purpose,and number of miles driven. -19 - 9.The amount of any travel advances must be subtracted from total expenses.If the employee's travel advance exceeds allowable expenses the employee must attach,to the expense report,a check,made payable to the City of Waukee,for the balance. 10.All expenses must be submitted within 30 days of the occurrence or,for routine or daily mileage reimbursement requests,at least quarterly. 11.Expense reports require the approval of the Department Director,or in the case of a Department Director the approval of the City Administrator is required.The Library Director,however,shall obtain the approval of the Library Board in lieu of the City Administrator. 12.Any reimbursements received by the employee from a third party must be promptly remitted to the City by sending a check to the Finance Department.For example,reimbursement from FEMAfor airfare costs associated with attendance at the National Fire Academy. -20- ELECTED OFFICIAL TRAVEL POLICY November 2008 This policy is for elected officials ofthe City of Waukee,Iowa.This includes the Mayor and City Council. The Mayor and each Councilmember will be authorized to attend one overnight out-of-state City related event each fiscal year and one overnight in-state City related event each fiscal year without pre-approval by the City Council.The out-of-state trip shall be within the continental United States.A form will be supplied to each elected official at the beginning of each fiscal year where the elected official determines what events they plan on attending for that fiscal year. By August 15th of each fiscal year,the forms will be submitted to the City Administrator/Clerk.A cost estimate for the events will be determined.If there are surplus funds in the Travel/Conference line item in the Mayor/Council budget,individual elected officials may apply for additional event attendance.A form will be supplied for making this request.This form will be submitted to the City Council for their action at a Council Meeting. For all other requirements Elected Officials shall follow the City's Travel Policy including reimbursable rates and procedures. -21 - CITY OF WAUKEE TRAVEL AND TRAINING REOUEST NAME:DATE:__,I__I __ DEPARTMENTIBOARD,_ PURPOSE OF TRA VEL:,--:::c:-:-:-,---,..,-,---_ CONFERENCEIMEETING DATE(S)_ DESTINATION _ ESTIMATE DATE OF DEPARTING WAUKEE:_ ESTIMATE DATE OF RETURN TO WAUKEE:_ ESTIMATE EXPENSES REGISTRATION FEES: If paid in advance,paid to TRANSPORTATION:(check one) CITY VEHICLE PRNATE VEHICLE AIR Ifby Air,amount paid to: If Private Vehicle,No.ofMiles __@ $_Est.Mileage Cos $,_ LODGING If paid in advance,paid to: ----------------------$._-- MEALS: (Estimate full days/partial day meal costs) -----------------------$,---- MISCELLANEOUS EXPENSES: (May include parking,cabs,tolls,shuttles,etc) $--- ------------------$---- Total Cost $_ Advance Requested $_ Attendee Signature Date Department Director (if applicable)Date Charge to Account Number:_ -22- CITY OF WAUKEE EXPENSE REPORT NAME:DATE _/_/_ DEPARTMENT:PURPOSE OFTRIP _ DESTINATION OF TRA VEL,---,-----,-----,--_ DATE(S)OF TRAVEL:CONFERENCE DATE(S):_ INDIVIDUALS INCLUDED ON REPORT:_ MODE OF TRANSPORTATION If paid in advance,paid to: LODGING LOCATION Ijpaid in advance,paid to: MEALS &LOCATION OTHER-PLEASE DESCRIBE (Taxis,Shuttles,Tolls,etc.) DISTANCE DATE DATE .L»:.Li.: .L»:~~-.L»:.L»:.L»:.Li.: .Li.:~~-.L»:.L»: ACCT.,_ COST (paid at IRS rate) COST (attach receipts) COST (attach receipts) COST (attach receipts) Reimbursement Request $__,_ Less Advance $_ Total Due $,__ Per diem rates for meals are not to exceed fifty dollars ($50),Hotel bills will be reimbursed at the going rate for a regnlar single room at the respective hotel.Reimbursement shall be submitted to the Director of Finauce within (7)calendar days after the return from the trip.These rules were adopted with Resolution No.08-261. Number of attachments and a brief description thereof:_ COMMENTS'.._ SIGNATURE,_ AUTHORIZATION,_ -23 - DATE //--- DATE //--- Waukee City Hall 230 Highway 6 Waukee,IA 50263 (515)987-4522 (515)987-1845 FAX ELECTED OFFICIALS CONFERENCE ATTENDANCE REQUESTS FOR FISCAL YEAR _ Name of Elected Official: mstmctions:Check the box next to each event you wish to attend III the upcoming fiscal year.Note that the estimated cost per person is based on the previous fiscal year. D Additional Washington DC trip $ 50.00DWaukeeChamberofCommerceAnnualDinner(Jan.)$ D Greater Des Moines Partnership Affiliates Dinner (May)$ D Greater Des Moines Partnership Washington,DC Trip (Jun.)$ D Iowa League of Cities Annual Conference (Sep.)$ D National League of Cities Annual Conference (Nov.)$ D Iowa League of Cities Municipal Leadership Academy (Dec.-Apr.)$100.00 D Greater Des Moines Partnership Annual Dinner (Dec.)$125.00 D Waukee Area Leadership Institute (year-long)$ D Other [including date(s)]:$ D Other [including date(s)]:$ TOTAL $1-====-1...====..1 *cost includes estimated airfare and lodging REQUESTED: Signature of Elected Official Date DISTRIBUTION:ORIGINAL -REQUESTING ELECTED OFFICIAL COPIES -MAYOR,CITY ADMINISTRATOR,DIRECTOR OF FINANCE, DEPUTY CITY CLERK -24-