HomeMy WebLinkAbout20 Conference and Travel Policy TAB 20
CONFERENCE AND
TRAVEL POLICY
August 20 , 2013
CITY OF LANSING
POLICE AND FIRE RETIREMENT SYSTEM BOARD OF TRUSTEES
CONFERENCE AND TRAVEL POLICY
I. Preamble.
The Lansing Police and Fire Retirement System Board of Trustees (the "Board") is committed to
proper due diligence in all areas of the Board's responsibilities. To this end, the proper training
of Board Members is of great importance. Trustees will be allowed to travel on Board business
for two important reasons. The first is to obtain information regarding our investments,
investment managers and other professionals who assist or are part of the operation of the
pension funds. The second reason is to receive training and skills which will assist the Trustee in
conducting his or her duties.
The cost for any Trustee travel will be paid from the Board's Securities Lending account. The
Board's travel policy has included limits on the cost of trips allowed by any Trustee for any
given year. To ensure compliance with applicable state law and to provide for complete
transparency, the Board shall annually review such limits and approve or modify them by motion
as may be necessary.
The Board believes it is in the Retirement Members' best interest to have the most informed and
skilled Board possible.
II. Policy.
All Board members are subject to compliance with this Conference and Travel Policy.
1. Reimbursement for travel and expenses is governed by the then current City guidelines for
Travel and Business Expenses, except as follows:
• Mileapze Reimbursement. Personal vehicle use will be reimbursed at the IRS rate
regardless of whether a City vehicle is available.
• Auto Rental. Motor vehicle rentals are excluded unless specifically approved in advance
by the Board prior to the conference. If approved,the City's policy applies.
• Limit. The total conference expense is limited to $4,000 per Board member per calendar
year, inclusive of vehicle rental, meals and related costs.
2. Due to the high cost of out-of-state retirement and pension related conferences, each Board
member is limited to $6,000 for out-of-state conferences per calendar year, inclusive of vehicle
rental, meals and related costs, and subject to the following:
• An out-of-state conference for a Board member is allowed only with advanced approval
of the Chairperson.
• If more than two Board members (including the Chairperson) wish to attend an out-of-
state conference, advance Board approval is required. The Board must approve any out-
of-state conference attended by the Chairperson.
• Out-of state conferences should be used for informational issues the Board cannot
generally obtain at in-state conferences.
3. In-state conferences (such as MAPERS) may be attended by any number of Board members
with the advance approval of the Chairperson.
4. In-state and out-of-state conferences:
• Conference attendance for a non-Board member (support staff) requires the approval of
the Board and a departmental recommendation.
5. No additional compensation (i.e., overtime, compensatory time) shall be received by a Board
member or support staff for time attended at a conference or traveling to or from a conference
and travel or conference on a non-scheduled work day is not allowable as overtime.
6. "Due diligence" trips, established as such by the Chairperson, are not considered
conferences, but all other travel policies apply. These trips shall be treated as out-of-state travel.
7. A Board member or support staff person who attends an out-of-state conference shall provide
a verbal report regarding the information obtained at the conference to the Board at the next
regular Board meeting that the Board member of staff person attends. Additionally, the Board
member or support staff person will share written materials obtained at the out-of-state
conference with other Board members upon request. The verbal report shall be reflected within
the Board's approved meeting minutes.
8. Records of all expenses and reimbursements made under this Policy shall be retained by the
Retirement Office in compliance with applicable laws or regulations.
Policy adopted: August 20, 2013.
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