03-14-2011 - Joint Special General Employees' and Police Pension Boards of Trustees
Minutes - Joint Special Meeting
March 14, 2011
Page 1 of 2
CITY OF EDGEWATER
GENERAL EMPLOYEES' and POLICE OFFICERS' PENSION BOARD OF TRUSTEES
JOINT SPECIAL MEETING
CITY HALL COUNCIL CHAMBER
104 N. Riverside Drive, Edgewater, Florida 32132
Monday, March 14, 2011
9:00 a.m.
MINUTES
CALL TO ORDER/ ROLL CALL/DETERMINATION OF A QUORUM
The Edgewater General Employees' and Police Officers' Pension Boards held a special meeting on
Monday, March 14, 2011 in the City Hall Council Chamber at the City of Edgewater, Florida.
Members Present (General): John Brackin
Tim Sopko
John McKinney
Bobby Laramore
Brenda Dewees
Members Absent (General): Tyna Hilton
Gigi Bennington
Members Present (Police): Dan Blazi
Gary Conroy
Lawrence Leaf
Ferd Heeb
Vincent McCauley
Members Absent (Police): None
Plan Attorney: H. Lee Dehner
Milberg Attorneys: Roland Riggs (by telephone)
Christopher Polaszek
City Attorney: Aaron Wolfe
Performance Consultant: Jack Evatt, The Bogdahn Group
Plan Administrator: Sheila Hutcheson
Plan Actuary: Brad Heinrichs, Foster & Foster (by telephone)
City Staff: Julie Christine, Personnel Department
Tracey Barlow, City Manager
The special meeting of the Police Officers' and General Employees' Boards of Trustees was called to
order at 9:02 a.m. and 9:03 a.m. by Chairman Blazi and Vice - Chairman Dewees, respectively. Both
Boards had a quorum.
Discussion: Issues with Principal (Milberg LLP and other consultants)
Attorney Polaszek and Actuary Brad Heinrichs summarized relevant information for the Boards
regarding the issues with Principal and potential actions in this regard. They will keep the Boards
apprised of the status of discussions /correspondence at future special meetings.
STAFF REPORTS, CONSULTANTS' REPORTS, DISCUSSION /ACTION - None.
General Employees' and Police Pension Boards of Trustees
Minutes - Joint Special Meeting
March 14, 2011
Page 2 of 2
TRUSTEES' REPORTS, DISCUSSION, AND ACTION/REQUESTS FROM THE
PUBLIC/EMPLOYEES PRESENT - None.
ADJOURNMENT
Police Board:
Member Conroy made a motion for adjournment, which was seconded by Member McCauley; the
motion passed unanimously. The Police Board meeting adjourned at 10:39 a.m.
General Employees' Board:
Vice - Chairman Dewees adjourned the General Employees Board meeting adjourned at 10:40 a.m.
Respectfully Submitted: Approved:
Sheila Hutcheson Dan BI airman
Plan Administrator Police Officers' Pension Board
Approved:
40
Gigi B; nington, Chairman
General Employees' Pe ion t sard
vi t - .N,,, , nrtp://mail.aol.com/33426-111/aol-1/en-us/mail/PrintMessage.a.:
From: Sheila Hutcheson <shutch9750 @aol.com>
To: fredricks.jill @principal.com; niday.tonya @principal.com
Subject: Edgewater Plans - Plan Administrator invoices for payment as of April 1
Date: Tue, Mar 22, 2011 7:49 pm
Attachments: General _invoice_ expenses_3- 31- 2011.doc (29K), Police _ expense_ invoice _3- 31- 11.doc (28K)
Attached are invoices for payment of my expenses for the quarter ending March 31,
2011 (add to the checks for each plan's $1,100 monthly fees for March) as follows
for Edgewater General and Police:
Sheila Hutcheson. - Expense reimbursement - $22.22(General) - total March check
will be $1,122.22
Sheila e on. - Plan Administration Fees - $43.49 (Police) - total March check
will be $1,143.49
Please mail the checks to the address on the statements and please email me a
copy of the checks.
Thank you for your prompt processing of these invoices.
Sheila Hutcheson
Pension Plan Administrator
3860 Grantline Road
Mims, FL 32754
321 - 267 -3082
321 - 267 -4728 (facsimile)
shutch9750 @aol. com
of 1
3/22/2011 7:50 PM
SHEILA HUTCHESON
3860 GRANTLINE ROAD
MIMS, FL 32754
321 - 298 -6619
March 22, 2011
Bill to:
The Principal
P.O. Box 9394
Des Moines, IA 50306 -9394
VIA EMAIL TO: TONYA NIDAY
Reference: City of Edgewater General Employees' Pension Plan (Annuity Contract #: 4-
29487)
Statement for Plan Administration Expenses - quarter ending March 31, 2011
Description Amount
Mileage (Board's share: Jan. 5 and March, 2011
meetings) $21.00
Postage: 1.22
TOTAL: $22.22
Please mail check in the amount of $1,122.22 (monthly fees plus
quarterly expenses) to:
MS. SHEILA HUTCHESON
3860 GRANTLINE ROAD
MIMS, FL 32754
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From: Sheila Hutcheson <shutch9750 @aol.com>
To: fredricks.jill @principal.com; niday.tonya @principal.com
Subject: Edgewater Pension Plans - Invoices
Date: Tue, Apr 12, 2011 10:35 am
Attachments: March_2011_ _General.pdf (398K), March_2011.pdf (398K)
April 12, 2011
Attached are invoices for payment, as follows:
Christiansen & Dehner, P.A. - $1,619.98 - General
Christiansen & Dehner, P.A. - $3,453.84 - Police
Please mail the checks to the address on the statement and please email me a copy of the check for each plan.
Thank you for your prompt processing of these invoices. Please contact me if you have any questions or need any
additional information.
Sheila Hutcheson
Pension Plan Administrator
3860 Grantline Road
Mims, FL 32754
321 - 267 -3082
321 - 267 -4728 (facsimile)
shutch9750(a�aol. com
l of 1 4/12/2011 10:35 AM
Christiansen & Dehner, P. A.
63 Sarasota Center Boulevard
Suite 107
Sarasota, FL 34240-
941- 377 -2200 941 - 377 -4848
Phone Fax
March 31, 2011
City of Edgewater General Employees' Pension Plan
0/0 Sheila Hutcheson
3860 Grantline Road
Mims, FL 32754
Invoice Number
In Reference To: Edgewater General Employee's 0615 19370
Pension Plan
Professional Services
Hours Amount
3/1/2011 Telephone conference with Millberg.
3/8/2011 Preparation of correspondence and transmittal of Qualified Domestic Relations 0. 32.50
0.5
Order (QDRO) informational materials re: Bosse. 0 162.50
3/14/2011 Preparation and attendance at joint Board Meeting to discuss Principal. 1.20 390.00
Preparation and attendance at Board Meeting.
Travel Time 1.70 552.50
2.30 373.75
For professional services rendered
5.80 $1,511.25
Additional Charges :
Qty
3/8/2011 Copies
Postage 3 0.75
3/14/2011 Hotel Charge 1 0.44
Car Expense 1 27.48
Food Expense 1 66.81
1 13.25
Total additional charges
$108.73
Total amount of this bill
$1,619.98
Balance due
$1,619.
4 // ' 2-
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http: / /mai 1. ao l.com/33 668 -1 1 1 /ao1 -1 /en- us /mai I /PrintMessage.,
From: Sheila Hutcheson <shutch9750 @aoi.con>
To: niday.tonya @principal.com; fredricks.jill @principal.com
Subject: Edgewater - Invoices to pay
Date: Wed, May 18, 2011 6:17 pm
Attachments: Apr._2011_ _Police.pdf (398K), april_2011.pdf (397K)
May 18, 2011
Attached are invoices for payment, as follows:
Christiansen & Dehner, P.A. 00 - General
Christiansen & Dehner, P.A. - $ 357.50 - Police
Please mail the checks to the address on the statement and please email me a copy of the check for each
plan.
Thank you for your prompt processing of these invoices. Please contact me if you have any questions or
need any additional information.
Sheila Hutcheson
Pension Plan Administrator
3860 Grantline Road
Mims, FL 32754
321 - 267 -3082
321 - 267 -4728 (facsimile)
shutch9750(a,aol. com
►f l
5/18/2011 6 :17 PM
Christiansen & Dehner, P. A.
63 Sarasota Center Boulevard
Suite 107
Sarasota, FL 34240-
941- 377 -2200 941- 377 -4848
Phone Fax
April 30, 2011
City of Edgewater General Employees' Pension Plan
0/0 Sheila Hutcheson
3860 Grantline Road
Mims, FL 32754
Invoice Number
In Reference To: Edgewater General Employee's 0615 19512
Pension Plan
Professional Services
Hours Amount
4/29/2011 Telephone conference with Chris Polaszek and Aaron Wolfe. 0.20 65.00
For professional services rendered 0.20 $65.00
Previous balance $1,619.98
Accounts receivable transactions
4/18/2011 Payment - thank you. Check No. 16373137 ($1,619.98)
Total payments and adjustments ($1,619.98)
Balance due
Please note that the "Balance Due" figure at the end of this bill reflects both "Total New Charges - Current Period" and
any previous balances due. In most cases, if the previous balance(s) have already been approved for payment but not yet
received in our office, you should be paying only the "Total New Charges - for services and /or expenses" . Thank you
Please indicate account number(s) with payment.
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From: Sheila Hutcheson <shutch9750 @aol.com>
To: fredricks.jill @principal.com; niday.tonya @principal.com
Subject: Edgewater Plans - Invoices
Date: Mon, Mar 28, 2011 11 :03 am
Attachments: March_31,_2011.pdf (118K), 3- 31- 2011.pdf (117K)
March 28, 2011
Jill,
Attached are invoices for payment, as follows:
The Bogdahn Group 3,625.00 - General
The Bogdahn Group - $3,625.00 - Police
Please mail the checks to the following address:
The Bogdahn Group
4901 Vineland Road, Suite 600
Orlando, FL 32811
Please email me a copy of the check for each plan.
Thank you for your prompt processing of these invoices. Please contact me if you have any questions or need any
additional information.
Sheila Hutcheson
Pension Plan Administrator
3860 Grantline Road
Mims, FL 32754
321 - 267 -3082
321 - 267 -4728 (facsimile)
shutch9750@aol.com
of l
3/28/2011 11:04 AM
THE
Invoice
nvoice
GROUP Date Invoice #
3/25/2011 6034
4901 Vineland Rd Suite 600 Orlando, FL 32811
Bill To
Edgewater General Employee Pension Plan
email - Sheila Hutcheson
Description Amount
Performance Evaluation and Consulting Services 3,625.00
1/1/2011-3/31/2011
W-Z 8 1/
Balance Due $3,625.00
-- ° - "" ' " _.. " "'"' """ "`•" 1 ��«� nttp://maiLaol.com/33356-111/aol-1/en-us/mail/PrintMessage.asi
From: Sheila Hutcheson <shutch9750 @aol.com>
To: fredricks.jill @principal.com; niday.tonya @principal.com; uhlenberg.jacque @principal.com
Subject: Fwd: Edgewater Pension Plans - Invoices - Foster & Foster
Date: Tue, Mar 8, 2011 8:21 pm
Attachments: Inv 1876_from Foster Fost_march_2011.pdf (147K), March_2011.pdf (149K)
March 8, 2011
Attached are invoices for payment, as follows for Edgewater General and Police:
Foster & Foster - Actuarial Services Fees - March 7, 2011 - $17,660.00 (General)
Foster & Foster - Actuarial Services Fees - March 7, 2011 - $15,473.00 (Police)
Please mail the checks to the address on the statements and please email me a copy of the checks.
Thank you for your prompt processing of these invoices.
Sheila Hutcheson
Pension Plan Administrator
3860 Grantline Road
Mims, FL 32754
321 - 267 -3082
321 - 267 -4728 (facsimile)
shutch9750 at7aol.com
of 1
3/8/2011 8:21 PM
Foster&Foster. Invoice
Phone: (239) 433 -5500
Fax: (239) 481 -0634 Date Invoice n
data @foster- foster.com 3/7/2011 1877
F3i11 To
City of Edgewater General
Employee's Pension Fund
3860 Grantline Road
Mims, FL 32754
Due Date
Net 30 4/6/2011
Description Amount
Benefit Calculations: SHOCKLEY, LOONEY, GARRETT
450.00
Preparation for and attendance at January 5, 2011 Board meeting (Board's share of expenses) 965.00
E -mail correspondence dated January 31, 2010 answering questions regarding Donna Looney. 38.00
October 1, 2010 Actuarial Valuation and Report; preparation of member certificates; Governmental 16,207.00
Accounting Standards Board disclosure information.
Balance Due ,660.00
Thank you for your business! ~"
Please make all checks payable to:
Foster & Foster, Inc.
13420 Parker Commons Blvd, Suite 104
Fort Myers, FL 33912
SECTION X - EDUCATION /TRAINING
10.00 EMPLOYEE EDUCATION /TRAINING PROGRAMS
The City agrees to make a good faith effort to promote on- the -job training for the purpose of
improving the performance of employees, improving the quality of service rendered to the public,
aiding employees to equip themselves for greater responsibilities and advancement to higher
positions when available. Some of this training must, by its nature, be subject to available funds.
The City will not expect any employee to attend required training to improve job performance and /or
required training in specialized techniques outside his normal working hours, if possible.
This policy shall govern all City employees, elected officials, appointed officials, advisory board
rnembers, tension board members and other authorized ersons re.ardin the •olicies and
procedures for training, travel and per diem authorization, charges and reimbursements.
TRAINING
It is the responsibility of the City Manager in conjunction with Department Directors and the
Personnel Director to foster and promote in- service training of employees. Standards for training
programs will be established to assure that training is carried out as approved by the City Manager
and prepared certificates or other forms of recognition to persons who satisfactorily complete
approved courses and programs will be awarded. These certificates, etc. will be logged in the
individuals official personnel file as training /education accomplishments.
For training required by the City as a condition of continued employment, the City shall assume
financial responsibility for tuition, books, and travel, if approved in advance by the City. The time
and location of all required training must be approved in advance by the City. The City will provide
on duty training and /or time off with pay, including travel time as required by law, for all training
required by the City for the purpose of job retention. If the employee does not satisfactorily
complete the course, he may re- enroll at his expense, and take such course on his own time. Then
if the employee does not satisfactorily complete the course, he may be terminated from the
position.
LICENSE RENEWALS /EXAMS
An employee may be given leave for the purpose of taking exams to renew required licenses or
obtain a new license directly related to their work. Expenses will be paid as required by law,
however, no over -time will be paid to an individual taking exams; compensatory time will be given
for the exam time only. The employee will be reimbursed for license renewals such as commercial
drivers licenses, which are required by job description and /or deemed a benefit to the city.
EDUCATION
In order to increase the efficiency and productivity of City Staff, it may become necessary to enroll
in a formal program or course provided by an accredited educational institution or organization.
These courses will be categorized as Required or Enrichment.
Required
This is a course needed as a condition of continued employment with the City. Upon prior approval
by the Department Director and the City Manager for enrollment, the City shall assume financial
responsibility for tuition, books and transportation. If the employee does not satisfactorily complete
the course, he may re- enroll at his expense, and take such course on his own time. Then if the
employee does not satisfactorily complete the course, he may be terminated from the position.
Enrichment
A - 2-88€ 2011 DRAFT 31
These are courses not considered a condition of employment but those, which may contribute to
improved efficiency and /or work quality:
A. If an employee requests to take an enrichment course, upon prior approval by the
Department Director and the City Manager for enrollment, the employee will receive
reimbursement for 50% of the tuition.
B. If it is recommended that an employee take an enrichment course, upon prior approval
by the Department Director and the City Manager for enrollment, the employee will
receive reimbursement for 75% of the tuition. All reimbursements will be subject to
satisfactory completion of courses and if the employee remains in the City's
employment for two (2) years beyond the completion of the courses. If an employee
remains in the City's employment for two (2) years after successful completion of the
course, they will not be obligated to reimburse any of the course expense.
Employees will be obligated to reimburse the City for course expenses if they leave the employment
of the City as follows:
Less than 6 months after successful completion of course = 100%
6 - 12 months after successful completion of course = 75%
12 - 18 months after successful completion of course = 50%
18 - 24 months after successful completion of course = 25%
In the event an employee is required to take an enrichment course, upon prior approval by the
Department Director and the City Manager for enrollment, the City shall assume financial
responsibility for tuition and books. If the employee does not satisfactorily complete the enrichment
course, the employee's related performance shall be addressed through his annual appraisal.
SEMINARS /CONFERENCES
These are programs not considered a condition of employment but as a contribution to improved
efficiency, work quality, and /or job knowledge. Upon prior approval of the Department Director,
i City Manager, or Board for enrollment, the City will assume all financial responsibility by
paying directly or reimbursing the employee for travel, lodging, meals, registration, books, materials,
tolls, parking and other such expenses as are reasonable and justifiable for an employee to attend a
seminar or conference. These expenses shall be subject to the following:
A. The employee must city should be a member of the professional organization providing
the seminar /courses (if applicable).
B. The employee's position and /or function would be enhanced and thereby directly benefit
the City.
EDUCATIONAL INCENTIVES
These courses are not considered a condition of employment but as a contribution to improve
efficiency, work quality and /or job knowledge. The courses also are not reimbursable by State
incentive funds.
rational incentive pay. T- - . .. ' _ - _ - _ - - - _ - - - _ -
• ..
-- • - - _• . - - - - - - - • . • • - - - - - 4" notification shall be a
008July 2011 DRAFT 32
copy of the transcript an`{ the ccrtifi degree.
€mpleyee-meet--p: - - - - - - - • - . . - - .. .
525.00 pe - ..
. -.
CPR Instructor First Aid Instructor ACLS Instructor
- - -
Rope One Fire Inspector BTLS Instructor
Red Card CERT Inspector BTLS for EMT's
Rope 2 Car S at Technician
Ca egory Fear En ee - Five
Cenfined Space TcchRician Emergency Management PDS
Firc Instructor 2 NFA 2 week
Firc Inspector 2
Fire Officer 2 Fire Officer
Secondary degrees Arson
The Fire Department assigned personnel Department Director or designee will be responsible for
maintaining employee achievement records and providing the any approved incentives due each
employee to the Personnel Department, based upon the certifications/ degrees received as provided
= -' : - - = = - - : . :: - in a formalized and approved education incentive program. The
maximum City compensated incentive pay that an employee will be eligible to receive is $ 100.00
per month.
Travel Procedures:
A. General Information
This procedure contains travel regulations and instructions to complete the Travel Request and
Expense Voucher.
City employees, elected officials, appointed officials, advisory board members, pension board
members and other authorized persons traveling on official business for the City of Edgewater
are expected to use reasonably priced lodging accommodations and are required to use economy
or tourist class air travel fares unless no other alternative class is available and the traveler has
prior written approval by the City Manager to travel first- class. Under no circumstances are
travelers on City business permitted to accept gratuitous upgrades to first class. Meals, tips
and lodging must be reasonable in relation to the area visited and reimbursement will be limited
to a reasonable allowance.
Preplanning in advance in an effort to secure registration discount rates and minimizing the
number of staff who will attend the same training session will contribute toward cost control.
Travel, whether by public transportation, privately -owned automobile, City -owned vehicle, or a
for -hire conveyance, shall be over the most direct, practicable route. Any deviations from a
direct route must be explained on the voucher.
B. Travel Authorization
Elected officials authorize their own travel and must comply with all policies stated herein. Board
Members' and other authorized persons' travel will be authorized in advance by either the Board
May 2008July 2011 DRAFT 33
they serve or Department Director that they are assigned too provided that such travel has been
appropriately budgeted.
The authorizing official for each employee traveling for the benefit of the City will be their
Director, or designee, except as specified below. Only one authorizing signature is required on
the Travel Request and Expense Voucher.
Travel during work hours and outside of their regularly assigned work area and at the City's
expense will be authorized in advance of travel. Specific expenses and /or conditions of travel
must be authorized by the designated official as described below:
1 . City Manager, or their designees:
a. Car rental
b. Entertainment expenses
c. Travel and training in excess of 5 consecutive work days.
d. Out -of -state travel.
e. To hold position in a professional organization for which travel to meetings is
required.
f. Waiver of reimbursement agreement.
g. Out -of- country travel.
2. Department Directors, City Manager:
a. Travel outside of the city for authorized training.
b. Any use of privately -owned vehicle.
c. All other travel not defined. For example, to evaluate a product or to give
testimony.
In the event of a public safety emergency situation when the employee cannot obtain prior
authorization, travel documents shall be approved upon the employee's return to work.
C. Travel /Training Guidelines
All travel covered by this policy must be for the direct benefit of the City. A direct benefit to
the City will promote the economic and financial welfare of the continuing professional
education and new technological and management training, or represent the interests of the City
at board and committee meetings of an organization in which the employee was authorized
and /or appointed to hold an office. Employees whose travel expense is to be reimbursed by an
outside agency must so indicate on the Travel Request and initiate a billing to the agency
immediately upon return to work. A copy of the billing must accompany the final reconciliation
submitted to the Finance Department.
D. Prior /Post Travel Accountability for Reimbursement
Although travel costs may have been included in the City budget, City officials and employees
shall obtain written approval to perform the travel, attend meetings, schools, trainings,
conferences etc., before making any commitment to pay registration fee, to purchase a
transportation ticket or to incur any other cost. Each official, employee or member shall first
prepare a Travel Request for individual expenses and submit to the appropriate authorizing
official or board. In no event shall a travel form be submitted for approval unless funds for
payment of the proposed travel are available in the proper charge code.
May -2July 2011 DRAFT 34
When the travel form has been approved and funds have been allocated, the Director, employee
or member is then authorized to incur expenses and to be reimbursed. Request for advance
payment may not be drawn more than ten days prior to the beginning of travel. At the
completion of travel, the traveler will sum each category and submit the Travel Reimbursement
form.
Receipts for all reimbursable expenses, where it is feasible or possible to obtain receipts, shall
be attached to the completed Travel Request and Reimbursement form. Receipts for hotels,
public transportation, convention registration fees, car rental, tolls, and similar items must be
attached. All reimbursable items for which a receipt cannot or was not obtained must be
explained in writing. Tips and similar items that occasionally cannot be will be included in per
diem amounts. All reimbursable items of a miscellaneous nature must be itemized. The
compiled Travel Request and Reimbursement form must be prepared by the traveler and
submitted to the Department Director or designee within seven working days of completing
travel.
The Director or designee will review the forms before approving and should obtain explanation
on any questionable item, keeping in mind they are authorizing that the expenses were incurred
for City business and a reimbursable obligation of the City. If costs incurred exceed the amount
of expense authorized by the appropriate official and the employee requests reimbursement for
the additional amount, the authorizing official should provide an explanation and a
recommendation to the Finance Department for payment. All forms must be submitted to
Finance within ten working days of completing travel.
The Finance Director or designee shall review the expenses to make certain that all items of
expense are properly charged and are not otherwise questionable. If additional information is
needed for approval, the form shall be returned to the Department for revision. If the charges
are found to be correct and the Department Director or designee authorizes reimbursement, the
Reimbursement form will be forwarded to Finance for final audit and payment.
All unused portions of money pre -paid directly to the traveler for reimbursable travel expenses
shall be repaid within ten (10) working days from time of return to work. If the traveler has not
settled the reimbursement of unused or undocumented cash advance(s) within 30 calendar days
of return to work, Personnel shall authorize a deduction of the amount advanced from the
traveler's wages.
E. Governing Regulations
The following regulations are established and will be the basis upon which reimbursement of
expenses will be approved.
1. Transportation
a. Travelers are expected to use the mode of travel that is most advantageous to
the City. This would include consideration of bus or shuttle service to and from
terminals or extended parking at terminals. The traveler is permitted
reimbursement of mileage from point of departure (horne or work location),
whichever is the shorter distance.
The use of a privately -owned vehicle for official travel in lieu of publicly -owned
vehicles or common carriers must be authorized by the Department Director.
Whenever travel is by privately -owned vehicle, the traveler shall be entitled to a
Ma-y- 2008July 2011 DRAFT 35
mileage allowance at a fixed rate not to exceed IRS guidelines per mile or the air
carrier rate for such travel, whichever is lower. Where two or more authorized
persons travel in one private vehicle, the person supplying the vehicle shall
receive transportation reimbursement at the rate consistent with IRS
regulations.
Employees or members deviating from the most direct route will have to bear
the extra cost.
b. City Vehicle
When authorization is requested to use a City vehicle, indicate the car vehicle
number. All travelers must attach gas /other auto - related expense receipts for
reimbursement.
c. Taxicabs
Reimbursement for taxicabs to and from airports, train stations, etc., will be
made only when receipts are provided.
d. Car Rentals
Prior approval must be received from the City Manager if the traveler must rent
a car.
e. Airline
Airline reservations may be acquired if approved by the appropriate official.
Tickets may be purchased through a local travel agency (at no extra charge).
Air travelers must attach their boarding passes to the Travel Request and Travel
Reimbursement forms.
2. Lodging
a. Expenses may vary with the area traveled, but all expenditures must be
reasonable; primary responsibility for the reasonableness of amounts charged
rests with the official who authorized the requests. Excessive charges must be
explained fully in a written memorandum by the Department Director.
When additional nights of lodging and per diems are charged to the City based
on more economical fares for weekend stays, a cost comparison prepared by an
independent party with third -party verification (i.e., travel agent, airline rate
schedule) must be approved and attached to the Travel Reimbursement forms.
b. When traveling in the State of Florida, the advance check should be made
payable to hotel, motel, lodge, etc., to ensure exemption of sales tax.
Accounting will include the Tax Exempt #74-8012076511-2 on the check stub.
When lodging is not paid in advance, the traveler must seek exemption from
payment of tax on rental of hotel rooms. All travelers will be provided a Tax
Exempt Card made out to the hotel /motel concerned. If the hotel does not honor
the tax exempt card, please indicate in your travel voucher that the card was
presented to the hotel but was denied. Accounting will then follow -up to insure
May- 2008July 2011 DRAFT 36
exemption is honored in the future.
3. Meals and Tips
a. Reimbursement for meals is based on F.S. 112.061 at the following per diem
amount:
In- State:
Breakfast (6AM - 8AM): $ 6.00 includes tip and tax
Lunch (1 1 AM - 1PM): $ 11.00 includes tip and tax
Dinner (5PM - 8PM): $19.00 includes tip and tax
Out of state will be in accordance with the U.S. GSA "CONUS" Rates" by
geographic region where travel is to occur.
b. Same day travel by employees, elected officials, or members allows
reimbursement for reasonable meal expenses based on F.S. 112.061 In cases
where the traveler did not find it necessary to spend the night out of town but
was unable to return home by 8:00 p.m. in time for dinner, reimbursement will
be allowed for the evening meal. Similarly, when the traveler finds it necessary
to leave home before 6:00 a.m. and extends beyond 8:00 a.m., reimbursement
for breakfast would be in order.
c. Meals provided as part of registration or by an airline should be reported on the
Travel Expense Worksheet as meals furnished.
4. Other
a. Registration fees for functions related to City business may be reimbursed when
an employee is expected to attend due to the nature of the position.
b. While entertainment on behalf of the City, under certain circumstances and
conditions, clearly meets a public purpose, these instances are subject to
planning and preparation; and thus it is a specific policy of the City to require
approval by either the Mayor, the City Manager, or their designees of the nature,
purpose, and anticipated cost of entertainment undertaken with public funds.
For purposes of this policy, "entertainment" may include meals, sporting events,
theatrical productions, concerts and similar activities. When approval is granted,
it is specifically required that the nature of the entertainment, those present and
a brief summary of the business discussed be provided for inclusion in the City's
records. Further, although the purchase of alcoholic beverages is discouraged,
expenditures for such purchases may be approved by the Mayor or City
Manager, or their designees, in connection with approved entertainment. The
following exceptions to this policy are stated and made a part hereof:
(1) When the City agrees to reimburse a job applicant for expenses to
come to an interview (air -fare, motel and meals).
(2) While the City acknowledges that attendance and participation in
professional association meetings constitutes a public purpose in
relation to the training and education of its professionals, the City
will reimburse the cost of meals and attendance to such meetings
May 2008July 2011 DRAFT 37
{
only if it is established that the meeting has a professional and not
social purpose.
(3) In recognition of a City Councils entertainment and /or association or
affiliation commitments, the City will reimburse reasonable meal
costs for other than City Officials, members or employees.
c. Out -of -state travel, whether by personal or City -owned automobile, requires
prior written approval by the City Manager, or his designees. Approval to
use a City vehicle provides the traveler(s) a substitute for an airline ticket;
therefore, "en- route" expenses other than gasoline /vehicle expense will riot
be reimbursed. Travel time in excess of the most advantageous mode of
travel to the City may be chargeable as leave to the employee(s).
Any area not covered by this policy, F.S. 1 12 shall be used as prevailing guidance.
{
{
{
May July 2011 DRAFT 38