Res 2013-046/Adopting a revised policy for the reimbursement of council member expenses

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related to the event or conference including the day before the event or conference and the day after the event or conference if travel is not reasonably available the day of the event or conference. No personal related travel expenses will be reimbursed and any charges made to a city purchasing card for travel expenses not authorized under this subsection shall be reimbursed to the city within thirty (30) days. C. Registration fees for individual council members to attend meetings, conferences, or tickets to local or charitable events. D. Individual dues and subscriptions costs — organizations in which council member membership is not routine; individual subscriptions to magazines E. Logo attire if specially ordered or if individual name is used can be purchased with the City Pcard and will be charged to the individual Council Member's expense account. Group clothing purchases ordered by the City Clerk will be paid via the City Clerk's budget. Clothes or clothing accessories purchased while on trip due to lost luggage are not reimbursable by the City F. Alcoholic Beverages will not be reimbursed while on City business travel or city related functions. Recreational expenses such as golf, spa activities or other similar recreational activities will not be reimbursed. G. Misc Council Member Expenses -Up to $6,000 a year-in expenses incurred by Council Members in the course of serving on City Council may be reimbursed. If the expenses are submitted without receipts, then the funds are considered taxable W -2 income to the Council Member. A Council Member shall not assign his/her unused funds for council expenses to another Council Member without the approval of the Audit and Finance Committee. The Audit and Finance Committee is authorized to allow a Council Member to exceed his/her annual travel expense funding by an amount not to exceed $200. H. Mileage to and from various city events located outside of Hays County, including but not limited to city council meetings, city events or functions, board meetings as well as other city related business including local and charitable events, will be reimbursed at the current IRS statute rate. PART 5. Reimbursement for office space and staff expenses. In addition to the funds budgeted in each fiscal year for Individual Council Accounts, an additional sum, not to exceed the monthly amount set by ordinance for compensation of council members and the mayor, shall be made available to reimburse actual expenses incurred for office space and staff expenses. Reimbursement shall be based on paid receipts submitted to the City Clerk. Reimbursement shall not be made for office space or staff expenses used for election campaign purposes. PART 6. Expenses Payable from City Clerk Accounts. The following expenses are to be paid from city clerk accounts (e.g., Council - Related, Tourism, Economic Development):