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Home My WebLink AboutOut-of-State Trvl - ICSC REConcc -�T a STAFF REPORT CITY OF PALM DESERT CITY CLERK DEPARTMENT MEETING DATE: January24, 2019 PREPARED BY: Rachelle D. Klassen, City Clerk REQUEST: Approval of out-of-state travel for two (2) City Councilmembers and two (2) additional staff members to attend the International Council of Shopping Centers (ICSC) RECon in Las Vegas, Nevada, May 19- 22, 2019. Recommendation By Minute Motion, authorize out-of-state travel for two (2) City Councilmembers and two (2) additional staff members to attend ICSC- RECon in Las Vegas, Nevada, May 19-22, 2019, increasing the prior Out - of -State Travel Authorization in the 2018-2019 Budget by three (3) — funds are available in City Council Department Fund 1104110 and in Funds 1104417 and 1104430 for this expenditure of approximately $7,000 - $8,000 (up to $2,000 per person). Strategic Plan Approval of this request supports Economic Development Priority 1, Action Step 3 — Attract businesses that generate additional revenue for City programs (Transient Occupancy Tax and Retail Sales Tax). Backaround Analvsis During preparation of the FY 2018-2019 Budget, it was anticipated that one (1) Councilmember would again travel to Las Vegas and participate in ICSC RECon in May 2019. As an outcome of a recent retail study and increased Council interest in business attraction, additional interest has been generated in this conference, and the Mayor Pro Tern would also like to attend the 2019 event, as would the City's Tourism & Marketing Manager. Further, with recruitment of a new Senior Management Analyst for the Economic Development Department, it increases by two the number of staff members available to maximize this educational and business attraction opportunity. Therefore, the Out -of -State Travel Authorization for ICSC-RECon requires increase from one to two Councilmembers, and from two to four (4) staff members attending in order to finalize registration and accommodations reservations. Your approval of the request is respectfully requested. January 24, 2019 — Staff Report Approval of Out -of -State Travel — City Council/Staff — ICSC RECon — Las Vegas 2019 Page 2 of 2 Fiscal Analysis Funds in the amount of approximately $8,000 for two Councilmembers' two additional staff members' travel are available in City Council Department Fund (1104110), in Funds 1104417 and 1104430, and no additional appropriation is required. LEGAL REVIEW DEPT. REVIEW FINANCIAL CITY MANAGER Approved as to Form or REVIEW Content N/A Robert W. Hargreaves Rachelle D. Klassen et M. Moore auri Aylaian City Attorney City Clerk Director of Finance City Manager ATTACHMENTS: 1. FY 2018-2019 Out -of -State Travel Approval Memo. 2. ICSC RECon Registration for Mayor Pro Tern Nestande. 3. ICSC RECon Flier Information. 11 r •iTII CITY OF PALM DESERT FINANCE DEPARTMENTexy INTEROFFICE MEMORANDUM L 0 v a To: Lauri A laian� City Manager er ❑ Y � From: Janet M. Moore, Director of Finance/City Treasure,(_'FY, i3 UU Date: June 28, 2018 ❑> Z W Subject. Authorization of Cut -of -State Travel in FY 2018/2019 budget = w i~ rr w F .E F.A.Wk4- y.C==W r The FY 2018/2019 budget includes out-of-state travel for the departments lis$6AL204o'4AA4 d d > C trips are for attendance at national conferences or professional organizations of which the City or department head is a member. Staff requests approval for the following meetings and attendees: City Clerk L Council City Manager Community Development Human Resources Int'i Institute of Municipal Clerks Int'I Council of Shopping Centers International City Managers Assn International City Managers Assn International City Managers Assn Director of Building & Safety Birmingham, AL City Clerk or Deputy City Clerk Las Vegas, NV Councilmember Bolt are, MD City Manager Baltimore, MD Baltimore, MD International Economic Development Denver, CO Council — Business RetentionlExpansion International City Managers Assn Economic Dev. int'I Council of Shopping Centers Public Works PRSA TraveVTourism Conference CLSA Annual Conference Public Works Conference (APWA) Solid Waste Association of North America (SWANA) Baltimore, MD Las Vegas, NV Director of Community Development Director of Administrative Services Director of Economic Development Director of Economic Development Director of Economic Development Tourism & Marketing Manager Philadelphia, PA Tourism & Marketing Manager Reno, NV City Engineer Kansas City, MO Director of Public Works Senior Engineer Facilities Maintenance Manager Facilities Maintenance Technician CIP Technician Nashville, TN Senior Management Analyst City of Palm Desert Seminar/Conferencefiravel Request Itinerary Pre -Approval This form must be completed and approved prior to travel Please attach registration fonnIbmchurelRyer (Name: Gina Nestande } f Department: City Council 1 t [destination: Las Vegas Convention Center [Purpose of Trip ICSC RECon [Dates of Travel ) (From: May 19, 2019 (To: May 22, 2019 Lodging Required? Yes [Hotel Name: Trump Hotel Conference Rate $189 00 f OR Per Diem or Actual rate or Govt. Rate: (choose one) (whichever is lower): (Number of nights: 3 Total Lodging Cost: $567.00 Meals & Incidentals (Per Diem) $61 00 Number of full 2 Travel days (paid 2 www .gsa.gov per day: (see vw.gsa.gov } days: at 75%)-. (Conference Rate: Ssso.ao Tother Costs: Transportation (please check all that apply): C% Personal Vehicle Estimated Personal 11� Vehicle Miles 491.00 Y. t (' City Vehicle C' Rental Car [Rental Car Cost: ("' Airline C' Other Airfare: TTotal Per Diem: r Mileage Cost: (ff any portion of the trip is personal the dates must be listed here: Total Expenses requested (estimate only) expense form $ required for reimbursement: 17 a S , ;?-g Submitted by: ') lt_u Employee Signature/Date C' ye Approved by Department Head/Manager: Department Head/Manager Signature/Date For Administrative Use Request Received 1Registration Processed (Hotel Reservation Made )Hotel Check Mailed Airline Reservation Made Cash Advance Processed Maps printed `other: Travel Expense Report Prepared Date $213.50 $2fi77fi9- 42.7 q , 72 Initials 0 4 May 19 — 22, 2019 I Los Vegas, NV I #ICSCRECon REcon Y Las Vegas Convention Confer Er Westgate Hotel REGISTRATION FEES Full Convorrtion EARLY BIRD ADVANCE ON -SITE Member': $610 S660 $820 Non-Membor: S1,330 $1.330 S1,600 S%WvntMantber' S50 $50 NIA Access to the Full Convention includes Professional Devolopment Day (Sunday) 1 AIt Conference Sessions, Professional Development Ylorkshops and Keynote Presentations 1 Two Lunches, Receptions and Awards Ceremonies I Access to the Leasing Mail, Marketplace Mall and SPREE. To quaLly rot mem!'er rates, each rig itror.t rrwrt be a member or an cfKol6 rnembo or ICSC, To became on XSC iaember, cots ICSC informa lion ren'cer at .1 6a6 778 36 ea or r:sit w Jcra art; m.rnb.r ,,p student Mom. ben mu it resistor;m advance to qud ify far the student rare. student registration w7 nor be affored on-s'te Professional Develapment Day — Sunday, May19 ADYANCUaN•617E: $250 This fee is for the Protest [on of Davefepment Day an Sunday, including all caMerente and aducoIion sessions. Those with RECon Full Convention Reg stration do NOT need to add on this fee, as it is included in your registration foe. Those who have a free Exh,bitor, Marketplace Mall or SPREE badge and wound Gke 10 attend ProfessionoI Development Cloy san'ons must register for th-s apt; on BECOME A MEMBER AND SAVE ON REGISTRATION! ICSC Membership Fees Regular and Associoto-, $800 Public/AcodemicAfT:liote: S50 Affiliate: S125 Sludent: $50 Public/Acodernic: S100 REGISTRATION DEADLINES December 7, 2018 Early Bird Deadline - Members Sove $50 April 26, 2019 Deodl ne to receive advance regislrarion fee. May 15, 2019 Registrations wiI be accepted on -site in Las Vegas• At attend aes and exhibitors are required to have an ICSC •issuod color photo badge far access to the Convention. To submit a photo, visit www.icsc.org/rnembership/phatc-uplood-instruciior%s TRAN S FE R51CAN CE LLATI ONS If you are unable to attend RECon, you may transfer your registration to a colleague {member to non-member transfer requires higher registration foe be paid}, After bodges ore moiled, the originol rag! stranI's bodge must be returned in order to process a transfer a cancellation. You may cancel your registration up to March 29, 2019 and red live a refund. All conce11aIions will be subject to a S10D fee and must be received by ICSC in writing. Na refunds will be issued after March 29, 2019, TERMS, CONDITIONS AND RULES This Registration Form is subject to ICSC Terms, Conditions and Rules for Event Registrants available at www.icit.org/event-terms-ond-conditions, which are horeby incorporated by reference. HOW TO REGISTER Online: wvaw icscrecon.org Fax: +1 732 69A 1800 Moil: ICSC, P.O Box A19822, Boston, MA02241-9822 REGISTRATION INFORMATION PRO TE (V1 Name 0_, T`1 [airpony ACQreb, PA it I,n C,Iy T*40-are n�-7 PAL_m 0esC RT- IF-R1=.r) AaI ("� � D Ee-_T__ �RIU� PLEASE PHOTOCOPY FORM AS NEfDED. Srcre/Prt.� ^•ck 2,p PGflpr ■ Cou r v Fo. C "a 1[A) CG(Poli A PEA?C��L)ircii f Q D I -7 7 Z�, APPROVED BY CITY CLERK'S OFFIC M4er%bersn.p -D a REQUIRED FOR NON-u.s.APPLICANTS---��r Dole or $:nth Coun"it, ry ❑ Please check here if any of the above information has recently changed ACG �=. + LD IS RA REGISTRA11O FEE MEMBERSHIP FEE [if applicable] METHOD OF PAYMENT(1vo cashoccepted in advance or on -site) IV -Cheek made payable to ICSC enclosed C md.r Card Number I, wWde a'i d:9 Is) f,,, h r nn TOTALAMOUNT Credit Cord ❑ Mastercard ❑ Viso ❑ AMEX ❑ D:scover E.p,rc%on Core [manrNyeor'• Nara fos a oppeors on Cred t Vwcil sgneawe Ta19RLCOh B n%, z m N pp L f➢ N n a pp r m Q 3 7 L7. pp n v m n NJ w o o '° m n N a a rt ? �_ D• rD (D = 0co = rt D �+ s -+. c m N N Q- T Q D 0 4D -C C oCTI 4 y BY 0 c O = 3 a G+ o n •C o a (D Q- �p 3 c [ o 3 cn uy w cry o [ °' c H to a co c s z ICL o c c �y a 0 ►� o a o o c +� , 0 a 0 _ Z 3 F CL C o II v, - 0 3 3 Ck CL N -+ MML n y m ro+� m n ° o rt o C7, � V > d N ° (D �' n m o a n I Co N c o n o m � .� ❑ Q c m o (o a 0 n � Ln o � a n o � o -F• m 7 � � O1 _� N• 0 cr Ck to Ck S