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HomeMy WebLinkAboutResolution 2009-089 budget polices regarding travel, training and memberships, and community relationsMARANA RESOLUTION N0.2009-89 RELATING TO MAYOR AND COUNCIL; ADOPTING COUNCIL BUDGET POLICIES REGARDING TRAVEL, TRAINING AND MEMBERSHIPS, AND COMMUNITY RELATIONS WHEREAS the Town of Marana adopted its Strategic Plan in February 2009 to identify the key focus areas and initiatives that are priorities for the Town of Marana; and WHEREAS one of the key initiatives in the Progress & Innovation focus area of the Strategic Plan was enhancing the transparency of governmental operations; and WHEREAS the Town Council has expressed its desire to employ aspects of the Strategic Plan in the creation of the annual budget; and WHEREAS the Town Council desires to adopt internal policies which will better enable them to keep track of expenses related to travel, training and memberships, and expenditures related to community relations; and WHEREAS these internal policies will be made a part of the Fiscal Year 2010 budget and will establish specific line items in the Mayor and Council department budget as detailed above;. and WHEREAS the Town Council finds that adoption of these policies are in the best interests of the Town and its residents. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, AS FOLLOWS: SECTION 1. The Council Budget Policies, attached to and incorporated by this reference in this resolution as Exhibits A and B, are hereby approved on behalf of the Town of Marana. SECTION 2. The Town's Manager and staff are hereby directed and authorized to undertake all other and further tasks required or beneficial to carry out the terms, obligations, and obj ectives of the aforementioned Council Budget Policies. PASSED AND ADOPTED by the Mayor and Council of the Town of Marana, Arizona, this 9th day of June, 2009. ATTEST: u~ ~'ri- ~~ s EAL~ +uu-uu` 1111t1~,~`` Mayor Ed Honea APPROVED AS TO FORM: ocelyn C~ronson, Town Clerk EXHIBIT A REFERENCE: Council Travel, Training and Memberships Scope: This policy shall apply to any monies expended by council members relating to travel, training, or membership in an organization. Travel and training includes any event which requires transportation and/or payment of a fee to attend. Funds shall only be appropriated for events, activities or organizations which can be demonstrated to directly benefit or positively represent the town through meeting the goals and objectives of the Strategic Plan. Funds shall only be used for the attendance or participation of a Town of Marana elected official staff member, or citizen board or commission member. Policy: When a council member wishes to attend an event or join an organization as described above, a check request form or Travel Advance Authorization Form must be filled out and routed through the approval process as specified below. The council member should additionally attach to the check request or Travel Advance Authorization Form event registration materials, a membership application, or any other available supporting documentation. The check request or Travel Advance Authorization Form shall require an approval signature from the Mayor, Town Manager and Finance Director. If the Mayor is requesting the travel or training expenditure, the signatures of the Town Manager and Finance Director shall be required for approval. If any of the aforementioned officials does not approve the request, then it shall be scheduled for a vote of the Town Council during open session. A majority vote of the Council shall constitute the final determination of approval or disapproval of the expenditure. Upon approval of the request, the Council Liaison or other designated staff shall complete travel arrangements/event registration or the membership application for the council member. No travel arrangements shall be made prior to approval of the request. Reimbursements for any amounts spent in excess of what was previously approved will require approval from the Finance Director. A receipt and a memo explaining the reason for the expenditure must be submitted for reimbursement to be considered. In the event that an individual council member exhausts his or her travel and training or membership budget before the end of the fiscal year, he or she may ask the other council members for a transfer of funds at a public meeting of the Town Council. Such a request must be placed on the agenda by the Mayor prior to the meeting. Any unspent travel and training or membership funds remaining at the end of the fiscal year shall be returned to the general fund. Funding may not be carried over from one fiscal year to the next. All discussion and action regarding travel and training or membership funding must comply with. the provisions of the Arizona Open Meeting Law. EXHIBIT B REFERENCE: Council Community Funds Scope: This policy shall apply to any monies awarded by the Town Council or an individual council member that do not fall under ordinances or policies relating to outside agency funding. Examples of this type of funding include unsolicited requests from organizations or individuals made to the Town Council or individual council member, such as during the "call to the public" section of Town Council meeting or through personal contact with a council member. Funds shall only be appropriated for events, activities or organizations which can be demonstrated to directly benefit or positively represent the town through meeting the goals and objectives of the Strategic Plan. Funds shall only be used for the attendance or participation of a Town of Marana elected official staff member, or citizen board or commission member. Policy: When a request for funds is made to the Town Council or to an individual council member, a check request form must be filled out and routed through the approval process as specified below. The check request shall require an approval signature from the Mayor and Town Manager. If either the Mayor or Town Manager does not approve the request, then it shall be scheduled for a vote of the Town Council during open session. If the Mayor is requesting the community funding expenditure, the signatures of the Town Manager and Finance Director shall be required for approval. If either the Finance Director or the Town Manager does not approve the request, then it shall be scheduled for a vote of the Town Council during open session. A majority vote of the Council shall constitute the final determination of approval or disapproval of the expenditure. In the event that an individual council member exhausts his or her community funding budget before the end of the fiscal year, he or she may ask the other council members for a transfer of funds in open session, during the "Future Agenda Items" section of the agenda. Such a request must be placed on the agenda by the Mayor prior to the meeting. A Funds Transfer Request must be completed, and submitted to the Finance Department for the appropriate signatures. Any unspent community funding remaining at the end of the fiscal year shall be returned to the general fund. Funding may not be carried over from one fiscal year to the next. All discussion and action regarding funding requests and community funding must comply with the provisions of the Arizona Open Meeting Law.