HomeMy WebLinkAbout1970-08-18; City Council; 242-Supplement; Travel and Employee Education ProgramT H E C I T Y 0 F CAL I F·o RN I A -Agenda B:!.ll !lo,~ Date: August 18, 1970
:Referred To:
Subject:
'' Travel
Submitted By:
City Manager ,
Statement of the Matter
A desire has been expressed by the City Council that officers and
employes attending conferences make a brief report of the benefits
derived by the City by attendance at such a conference or meeting.
In order t0 make this a more comprehensive statement of policy, we
have included som~ general statements as to the types of conferences
that may be approved by the City Council. Expenses which are not a
legitimate charge to the City have also been outlined in the policy
statement.
Exhibit
Travel Request and Expense Report form.
Staff Recommendatlons
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Supplement to
AB No. _2A.L
City Manager's Recommendation
Date: Aug.ist i 8, 1970
It is recommended that Council Policy Statement No. 2 be approved by
the City Council after any modifications that the Council deems de-
sirable.
Council Action
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· 8-tB-?0 Defe~~ed to meeting of 9-t-?O.
9-15-70 Referred to committee of emn. ·Mccomas and Jardine for study and .
presentation of recommendations at council meeting of October 20, . . .
lfJ::--20-70 ·. Policy statement; #2 was def:rred to meeting··of 11-4-70.
:Ll-4-70
·11 70
12-1-·/0
12-15-70
1-5-71
. . .
Policy statementd#2 deferred until Mr. Jardine can make report.
Deferred untii meeting of. 12-1-70.
Deferred until meeting of 12-15-70 for furtt.er changes,
Deferred until meeting of 1-5-71.
Policy #2 ·adopted as amended.
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CITY OF CARLSBAD
COUNCIL POLICY STATEMENT
General Subject: ADMINISTRATION
Specific Subject: Travel
Date Issued l -5-71
Effective Date 1-5-71
Cancellation Date
Supersedes No.
Copies to: City Council, City Manager, City Attorney, Department and
Division Heads, Employee Bulletin Boards, Press, File
PURPOSE:
To establish a policy of t~e City Council regarding travel by Council,
other elected and appointed officials, officers, and employees of the
City of Carlsbad. For the purposes of this policy, travel is defined
as City business or conference requiring an oyernight stay and usually,
but not always., involving transportation expense.
STATEMENT OF POLICY:
1. It is the policy of the City Council that authorized travei is to
conduct City business outside the corporate limits or for the pur-
pose of enhancing the knowledge of Council members, elected and
appointed officials, officers, arid employees of the City regard-
ing areas of municipal endeavor with which their positibn with the
City requires them to be familiar.
2. Each officer and employee of the City who attends a conference
shall file with the City Manager a brief r~port, naming the con-
ference, the areas discussed at said c6nference, and knowledge
gained from attendance at such conference that will benefit the
City of Carlsbad. The City Manager will prepare copies of this
report for distribution to each member of the City Council and
elected officials. City Council members will transmit ~heir re-
ports to the m~mbers of the Council and to the City Manager, wh6
will effect distribution of copies to appropriate city depart-
ments and officers.
3. Each department of the City is authorized travel only to that ex-
tent provided by funds budgeted for this purpose in their depart-
mental budget. Travel that may become necessary during the course
of the fiscal year that is not covered by budgetary allocation may,
upon approval of the City Manager, be placed on the Council· agenda
for the purpose of permitting such travel.
4. Since the purpose of travel is to benefit our municipal government,
it is obvious that worthwhile conferences covering subdects of in-
terest to Carlsbad will vary from year to year. It is for this
reason that attendance at such conferences be determined during
the annual budget process. Unbudgeted conferences or meetings re-
quire City C6uncil approval prior to attendance except that the
City Mana~er fuay approve attendance at an unbudgeted conference or
meeting if he deems the matter urgent. In such cases the City
Manager shall report for ratification the circumstances at the
next regular City Council meeting.
d
CITY OF CARLSBAD
COUNCIL POLICY STATEMENT
General Subject: ADMINISTRATION
Specific Subject: Travel
Policv No. 2 (Page 2 of 2)
Date Issued 1-5-71
Effective Date 1-5-71
Cancellation Date
Supersedes No.
Copies to: City Council, City Manager, City Attorney, Department and
Division Heads, Employee Bulletin Boards, Press, File
PROCEDURE:
A. Any elected or appointed official, officer or employee of the City
who plans to attend a conference or conduct City Business outside
the corporate City limits involving an overnight stay where the ex-
penses are partially or wholly paid by the City of Carlsbad, shall
complete a Travel Request using the form "Travel Request and Ex-
pense Report" and have such request approved by the City Manager.
Prior to granting the request the City Manager may require submis-
sion of a copy of the agenda of the proposed conference or meeting,
if such is available.
B. Upon return from "travel" as defined herein, each person will pre-
~are an Expense Report on the form "Travel Request and Expense Re-
port" and submit same to the City Manager for approval. Reimburs-
able travel expenses may include transportation, lodging, meals,
taxi fares, tips, and similar legitimate expenses. The following
criteria will be used in submitting expense reports:
1. Lodging shall be obtained at a cost no more than the average
room rental in the particular hotel for single occupancy. Any
additional expense for double occupancy, where t~e wife attends
the conference, must be paid by the individual officer or em-
ployee.
2. It is understood that at certain meetings or conferenc~s,the
breakfast, luncheon, or dinner includes addresses and that part
of the cost of this address is included in the meal price of
thi~ function; therefore, the cost of the particular meal may
exceed that customarily expected. Consequently, each officer
or employee authorized to travel may submit the actual cost of
the meeting or meal as a legitimate travel expense. It is ex-
pected that other charges for meals will be reasonably compar-
able to a meal in the area visited.
3. Transportation to a conference or meeting may be by airlines,
City vehicle, or private vehicle. When an airline is used, the
City will not reimburse for an airline ticket in excess of the
tourist charge or the lowest fare available to the place of the
conference or meeting. If a City car is used, it is expected
that no mileage charges will be submitted. If a private ve-
hicle is used, a charge of 10¢ per mile may be made. However,
the total charge to the City for use of a private vehicle for
transportation may not exceed the cost of air fare to the meet-
ing or conference.
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CITY OF CARLSBAD_
, .,AVEL REQUEST AND EXP EN, '--/ORT
IHSrRUCTIONS: Complete Part 1 in duplicate. Date:
After City Manager approval, retain one copy
to fill in Part II for reimbursement. Budget Account:
Requesting Official:
PART I. TRAVEL REQUEST
Title: Department:
Travel authorization is requested for:
Name: Title:
(If other than requesting official)
Department/Division:
Explanation of Travel Request: Amount Requested:
$
APPROVAL: i believe this trip to be necessary and
beneficial to the City of Carlsbad. City Manager approved in
the amount of$ ------
Depar,1:ment Head . City Manager Date
PART I I. EXPENSE .REPORT
Instructions: Fi~l out one copy and attach to direct payment request.
File with Finance Director within five working days after return. Attach
al 1 recei'pts for hote'l, transportation, and. o.ther i terns.
EXPENSE EST. s M T 1-/ d Th F · s t .. CATEGORY TOTALS un. on. ues. ve • urs r, · a •
Oates
From:
To:
Transp.:
Air
Rail
Car
Mile
Garage
Taxis
Car Fa
Lodgin
Tele&T
Tips, e
Reg.Fe
Meals:
Break
Lunch
Dinne
Other
Mi SC. {
age
re
g
eleg
tc.
es
fast
r
Specify)_
TOTAL EXPENSES
Less Advance
ADDITIONAL AMOUNT R EQUESTED (OR UNEXPENDED AMOUNT RETURNED)
I certify that the foregoing expenses were
Totals
$$
s
$
incurred in the conduct of City business. APPROVED:_--::-,..,....-,-,------
City Manager
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~f 0 F CARLSBAD, CAL I F 0 0 RN I A
Agenda Bill No.~ vat:e: August 18, 1970
·Referred To:
subject: ,., Employe Education Program
Submitted By:
City Manager
Statement of the Matter
A proposjd Council Policy Statement regarding an Emp1oye Education
Program is submitted for your consideration. If we are to make
efficient use of 01:r personnel, an Emp1oye Education Program is
mahdatory. A good training program, together with. judicious use of
modern equipment~ will tend to reduce our operational cost during
the next several years so we may find funds within present financial
resources.to accommodate our needs in the fields of parks and recre-
ation and public safety. ·
Bxhibi t
Training and Education Journal, and Request for Training and/or
Education
• Staff Recommendations
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AB No. Date: August 18, 1970
City Manager's Recommendation
That the Employe Education Program be approved as Counci~ Policy
Statement No, 3.
Counc.i.l • Actlon
8-1-8'-?0 PoUoy #5 -Empt.oyees Eduoation P:t'ogr-am app:ro'tled ae submitted.
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CI1, OF CARLSBAD
COUNCIL POLICY STATEMENT
Genera 1 Subject:
Specific Subject:
ADMINISTRATION
EMPLOYEE EDUCATION
PROGRAM
--.-------------
Policy No. 3
Date Issued 8-18-70
Effective Date 8-18-70
Cancellation Date
Supersedes No.
Copies to: City Council, City Manager, City Attorney, Department and
Division Heads, Employee Bulletin Boards, Press, File
PURPOSE:
To encourage the continuing education and training of all employees in
the municipal service.
STATEMENT OF POLICY
1. Courses taken must be pertinent to the position the employee holds
in the organization.
2. In order to receive reimbursement for the program, the employee
must receive a "C" average and turn in a written report to the
City Manager indicating benefits obtained from attending the
course. If no grade is ijsued for a course, a certification of
satisfactory completion must be submitted.
3. Employee must agree to remain in the employ of the City for one
year after completion of the course, or reimburse the City for
the cost of the course by deduction from his final paycheck.
4. Textbooks purchased for the course at Ci~y cost are to be placed
in the Department or City Library upon completion or discontinu-
ance of the course.
PROCEDURE:
A. Employee submits "Request for Training and Education" to his De-
partment Head for approval.
(1} Forms are then forwarded to the City Manager for approval
or rejection.
(2} Copies are filed in employees' personnel file, and copy
filed in Personnel Office, \
'-(3} Two copies are returned to the Department, one for their>
files and one for the employee.
B. Prepayment of tuition for employees desiring to take further train-
ing and/or education may be authorized provided, however, that if
the employee does not satisfactorily complete the training or ob-
tain~ grade of "C" or better in a training course, he must reim-
burse the City for this training. To further provide that if an
employee should leave the City service within a year after his
training or education is completed, the amount approved for his
training shall be deducted from his final paycheck.
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TRAINING AND EDUCATION JOURNAL
I. D. Effective Completed;
No. Employee's Name Department Institution Amt'unt Date Date
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1--.J
CITY OF CARLSBAD
REQUEST FOR TRAINING AND/OR EDUCATION
Employee's Name: For Personnel Use Only -
ldentihcat1on Number: -------------------------1-------------------..:
Position:
Institution:
Course Number
or
Author's Name·
Division or
De artment:
Date~
COURSES AND/OR BOOKS REQUESTED
Title
Number
o!
Units
Amount
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TOTAL .A'~OUNT REQUESTED .••••••
REASON: (Explain in detail -how this is related to your work)
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f~,gnature o! Authorized t Division or Dep'irtment Head: 1_.... -
' l Comments:
FOR ADMINISTRATIVE USE ONLY
Approved D Signature:
Disapproved □ Title:
Comments:
Date:
Amount
Approved:
Date:
Numerical
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Employee's Name·
Position:
Institut~on:
Course Number
or
Author's Name
--
CITY OF CARLSBAD
REQUEST FOR TRAINING AND/OR EDUCATION
For Personnel Use Only -
ldent111cat1on Number:
Division or
De artmcnt:
Date:
COURSES AND/OR BOOKS REQUESTED
I Number
Title of
Units
'T'')TAL AMOUNT REQUESTED., •••••
REASON: (Explain in detail -how this is related to you7 work)
Signature of Authorized
Division or Department Head:
Comments:
FOR ADMINISTRATIVE USE ONLY
Approved D Signature:
Disapproved D Title:
Comments:
Date:
Amount
Approved:
Date:
i
Amount !
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Personnel
Employee's Name:
CITY OF CARLSBAD . .
REQUEST FOR TRAINING AND/OR EDUCATION
For Personnel Use Only
I'acnt11icat1on Number: -------------------------Position:
In"stitution:
Course Number
or
Author's Name ,
Division or
De artmcnt:
Date:
COURSES AND/OR BOOI<S REQUESTED
Title.
Number
o!
Units
TOTAL AMOUNT REQUESTED •••••••
REASON: (Explain in detail -how this is related to you.-work)
Signature o! f ·..,chorized
Division or ·Department Head:
Comments:
. FOR ADMINISTRATIVE us~ ONLY
Approved D Signature:
Disapproved D Title:
Comments:
.....
Date:
Amount
Approved:
Date:
---------...,----------.,.-----7
Amount
Departmental
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Employee's Name:
Position:
Institution:
Cou:rse Number
or
Autho·r 's Name
CITY OF CARLSBAD
REQ'qEST FOR TRAINING AND/OR EDUCATION
For Personnel Use Only -
Identi11cat1cn Number:
Divisicn or
Depa rtmcnt:
Date:'
COURSES AND/OR BOOI<S REQUESTED
Number
of
Units
,.. .J,
Amount
~ . ,---------+------------------------'---....;;.-+-'------,-----,
'TOTAL AMOUNT 'REQUESTED ••.•• , .
REASON: (Explain in detail -how this is related to you:-, work)
Signature oi Authorized
Division or Department Head:
Comments:
FOR ADMINISTRATIVE USE 0!'tLY
Approved D Signaiur e:
Disapproved D Title:
Comments:
. . ...
Date:
Amount
Approved:
Date:
i
Employee
"'.
• •
Employee's Name:
Position:
In-s titution:
Course Number
or
Author's Name
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CITY OF CARLSBAD
REQUEST FOR TRAINING AND/OR EDUCATION
For Personnel Use Only -
ldentiiicat~on Number:
Division or
De artmcnt:
Date:
COURSES AND/OR BOOI<S REQUESTED
I Number
Title o(
Units
-·
TO'l'.AL ,AMOUNT-REQUEST.ED •••••••
REASON: (£xplain in detail -how this is related to you:-work)
Signature 0£ Authorized
Division or Department Head:
Comments:
Appl'oved
Disapproved
!
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l
. FOR ADMINISTRATIVE USE ONLY .
D Signat•.1re:
□ Title:
Date:
Amount
Approved:
Date:
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