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HomeMy WebLinkAboutRatify Expense Reimbursement - Sister Cities CmteCITY OF PALM DESERT Community Services Division Staff Report REQUEST: REQUEST FOR RATIFICATION OF CITY MANAGER'S APPROVAL OF EXPENSE REIMBURSEMENT FOR SISTER CITIES TRAVEL TO GISBORNE, NEW ZEALAND SUBMITTED BY: Sheila R. Gilligan, Assistant City Manager for Community Services DATE: December 8, 2005 CONTENTS: Expense Itemization RECOMMENDATION: By Minute Motion, ratify the City Manager's approval of expense reimbursement for Sister Cities Committee Chairman Mark Talboys for travel to Gisborne, New Zealand. BACKGROUND: Mark Talboys, Chairman of the Sister Cities Committee, was encouraged to participate in the Gisborne, New Zealand, 501hAnniversary celebration. He was able to arrange his schedule to accommodate the City's request. Attached is an itemization of Mr. Talboys' expenses in the amount of $1,761.64, of which $1,458.64 was for airfare. The City Manager signed off on this in advance so that Mr. Talboys did not have to wait until December 811 for his reimbursement. Staff recommends that the City Council ratify the City Manager's approval of this travel expense reimbursement. S EILA R. GILLIGA ACM/COMMUNITY SERVICES UR S L. ORTEGA CITY MANAGER SRG:mpg PAUL S. GIBSON FINANCE DIRECTOR/CITY TREASURER 1 i I I I 1 1 � ' • N i LL ! u' 6 ' i O � W d' `Q 1 0 r "O 1 � r t 1 d 'O O d N i � paw to U S O I V 'v I 3 c ' o 01, 0 W _ I T _ 7 y c c r N I a m CM r L 1 O I N I �. aQc N N O 00 N O U .rr • I O O�♦ t00 �, � t N 1 mmt -iA W O v� �1L`. O Q L I �^^ll W roll mN�/ IC 4Y d 1 I 0 '1, C-e) U _ MARK TALBOYS ITEM TRAVEL EXPENSES SISTER CITIES GISBORNE TRIP / OCTOBER 2005 Airfare LAX/GIS/LAX Airfare Supp (due flight change ex Gisbome) New Zealand Departure Tax Mayoral Car - Gas Memory Chip for Sister Cities Camera TOTAL US$ $1,458.64 $125.00 $22.00 $37.00 $119.00 $1,761.64 * Receipt unavailable - can produce credit card statement in December NZ$ $25.00 $51.80 $169.95 11 /1 /2005 Page 1 of 4 r r L INL IILKLr IN 11 11 tt L­ III ITSLLI ITINERARY & RECEIPT - COPY ONLY Issued by Air New Zealand Limited AIR NEW ZEALAND ET SAN LOS ANGELES US IATA - 05996373 Consultant - VQ 08 October 2005 11:43 AM THIS RECEIPT MAY BE REQUIRED AT CHECK -IN AND IS TO BE PRESENTED TO CUSTOMS AND IMMIGRATION AUTHORITIES & FOR FREQUENT FLYER CREDIT, IF REQUESTED. ITINERARY PHOTOGRAPHIC IDENTIFICATION IS REQUIRED FOR CHECK -IN, FOR EXAMPLE, A VALID PASSPORT. BOOKING REF: D2GZGH ©PASSENGER NAME (Not Transferable) MR ANTHONY TALBOYS NOT NOT BAG VALID VALID FROM/TO FLIGHT ALLOW.CLASS DEPART ARRIVE STATUS BEFORE AFTER Palm Springs/Los Angeles UA6122 2PC Economy V SAT 15oct 8:99pm 150ct 8:43pm Confumed/Paid 150ct 150et United Airlines - Star Alliance Member Los Angeles/Auckland NZ5 2PC Economy V SAT ISOct 11:30pm 170ct 8:15am Confirmed/Paid 150ct IsOct A nrklnwdK:ishnrev N7.2117 20C Fconomv V MON 17rlrt tO!"awn 170ct 10:55am Confirmed/Paid 170ct 170et Gisborne/Auckland NZ.2132 2PC Economy T SUN 230ct 2:49pm 230ct 3:40pm Confirmed/Paid 230ci 230ct Auckland/Los Angeles NZ2 2PC Economy T SUN 300ct 11:00pm 300et 1:55pm Confirmed.'Paid 300ct 300ct Los Angeles/Palm Springs UA6122 2PC Economy V SUN 3OOct 7:93pm 30Oct 7:48pm Confirmed/Paid 300ct 300ct United Airlines - Star Alliance Member Please refer to operating airline for final check -in limes and airport terminal details Starting 4 October 2005, when you travel to the USA (or spend more than 8 hours in transit to another country), you will be obliged to disclose the country of your permanent residence and the street address where you will be staying while in the USA (including state and ZIP code). This address must be identical to the one you will enter on your US arrival form. This information will be a pre -requisite for boarding your flight and can be provided at any time up to and including when you check in. US citizens are exempt from the US address requirement. Non -citizen US permanent residents should provide their Green Card number as an alternative to their US address. FARE DETAILS ©PASSENGER NAME ET REFERENCE MR ANTHONY TALBOYS 096-2113343425-26 FARE USD 1176.00 TAX USD 7.50AY 28.20US 5.00XA 7.00XY 5.00YC 6.44IA I IO.00YQ 13.50XF TOTAL USD 1358.64 FARE CONDITIONS MR ANTHONY TALBOYS SPECIAL CONDITIONS APPLY Page 2 of 4 SERVICE FEE - ( USD ) PASSENGER NAME ET REFERENCE DATE RECEIPT NO. FEE TYPE FEE AMT TOTAL MR ANTHONY 086-2113343425 060ct SAE 0001861719 New Issue 100.00 100.00 TALBOYS PAYMENT DETAILS PASSENGER NAME TYPE DETAILS APPROVAL TOTAL MR ANTHONY TALBOYS Master Card Holder: A M Tallbovs 199555 USD 1458.64 Any applicable change penalties and/or service fees will be included in the Payment Value above. COPY ONLY MODIFIED TAX INVOICE IRD APPROVED - ( USD ) NZ GST NO. OAir DATE FARE FEE SURCHARGES GST TOTAL 10-795-869 08 October 2005 1,176.00 100.00 182.64 0.00 1 A58.64 Please ensure you read the important terms and conditions delivered with this Itinerary/Receipt, including the Passenger Liability Notice. The Itinerary/Receipt does not constitute a document of carriage and in the event of any difference between it and the passenger's travel details in the carrier's database, the latter shall prevail. Carriage on the services of Air New Zealand Limited is subject to the accompanying Conditions of Contract, applicable laws and the carrier's Conditions of Carriage which are available for inspection at carrier's offices and its agents. Thank you for choosing to fly with Air New Zealand Page 3 of 4 TERMS AND CONDI I ONS I I.L IILKLI IH- nl .-LLI 1. DEFINITIONS As used in the following notice and conditions; 'Air NZ" means Air New Zealand Ltd including its Air New Zealand Link carriers: Air Nelson Ltd, Mount Cook Airline Ltd and Eagle Airways Ltd and 'carrier' has a corresponding meaning; "baggage" means your articles, effects and other pemnal property accompanying you on your journey. Unless otherivise specified, it incJudes both your checked and unchecked baggage; "the Montreal Convention" means the Convention for the Unification of Certain rules Relating to International Carnage by Air, signed at Montreal, 29 May 1999; "ticket" means the Itinerary & Receipt issued by or an behalf of Air NZ, the electronic flight coupons or other value documents in electronic form held in Air NZ's database and, if applicable, a document permitting you to board the aircraft for carriage; "the Warsaw Convention" means the Convention for the Unification of Certain Rules Relating to International Carriage by Air signed at Warsaw, 12 October 1929, or that Convention as amended at The Hague, 29 September 1955, whichever may be applicable; "you" means the passengerls named on the Itinerary & Receipt and "your" bas a corresponding meaning 2. PASSENGER LIABILITY NOTICES 2.1 International Notice - Limits of liability If your journey has a destination or stop in a country other than the one from which you depart. the Warsaw Convention (or that Convention as amended) or Montreal Convention may apply. The applicable Convention governs and in most cases limits the liability of airlines for injury or death or loss of or damage to baggage. Many airlines including Air NZ have waived the limits in respect of recoverable compensatory damages for injury ur death either in whole or in part. If the Warsaw Convention applies to your carriage, camels liability for loss, delay or damage to baggage is limited to 17 Special Drawing Rights (approximately NZS40) per kilo for checked baggage and 332 Special Drawing Rights (approximately NZS770) per passenger for unchecked baggage. If the Montreal Convention applies, the upplicable limits of liability for your journey on a fliglic operated by Air NZ are as "lows. 1. There are no financial limits for death or bodily injury and the air carrier may make an advance payment to meet immediate economic needs of the person entitled to claim compemsatiom 2. In the case of destruction, ]ass of, or damage or delay to baggage, 1,000 Special Drawing Rights (approximately NZS2330) and, ifthe value of your baggage is greater than this limit, you should inform the carrier at check -in or ensure that it is fully insured prior to travel; 3. In the rase of delay to your journey, 4.150 Special Drawing Rights (approximately NZS9,670). This notice conforms to the requirements of European Community Regulation (EC) No. 98912002. If your journey also involves carriage by other airlines, you should contact them for information on their limits ofliabilay. Air NZ's Conditions of Carriage specifying its liability are available from its offices or on its website at www.aimewzeslandco.nz. 2 n,, , • N. - Li . ,,..'Sea of Lab; Carriage wholly within New Zealand, which is not international carriage as defined by the Warsaw Convention or Montreal Convention as applicable (the "Conventions"), is subject to the provisions of the Carriage by Air Act 1967 and the Carriage of Goods Act 1979. The liability of the carrier for carriage wholly within New Zealand: - for damages resulting by reason of the personal injury or death of a passenger may be excluded in accordance with the Accident Insurance Act 1998 and the Accident Insurance (Transitional Provisions) Act 2000. - for the loss or damage to checked baggage, is limited to NZS1,500 for each unit of baggage lost or damaged, except where baggage is tamed at declared value. - for any direct or consequential losses or damages in relation to your baggage or articles that are not checked baggage, the carver will out have any liability, subject to any rights you may have under the Consumer Guarantees Act 1993. To the extent permitted by law, if you are or hold youmelf out as acquiring this carriage or other services from the starrier for the purposes of a business, then the provisions of the Consumer Guarantees Act 1993 will not apply o such carriage or those services. 3 CONDITIONS OF CONTRACT 3.1 Carriage hereunder is subject to the provisions of the Warsaw Convention or Montreal Convention as applicable unless such carriage is nor "international carriage" as defined by those Conventions. 3.2 To the extent not in conflict with the Conventions, your carriage and other services performed by Air NZ are subject to: (1) conditions endorsed on the Itinerary & ReceiptBuarding Pas,"E-Ticket waliec (ii) these conditions of Cooram (iii) applicable laws and international conventions; (iv) Air NZ's Conditions of Carnage and any applicable tariffs filed with governments: (v) Air NZ's oral or written directions. In the event of any inconsistency between these Conditions of Contract and the Conditionb of Carriage, the Conditions of Carriage shall prevail. 3.3 Air NZ may refuse carriage if you are unable to provide positive identification (eg pass; o current drivers license), do not possess valid travel documents or acquired any pan of the ticket in violation of Air NZ s Conditions of Carriage and related regulations or applicable laws, or if you are under the influence of drugs or alcohol, or it is necessary for the safety or comfort of other passengers or for the protection of property. 3.4 You are required to comply with government travel requirements and present valid exit, entry and Aber required documentation. Air NZ is nor liable for any damages or other consequences suffered by you if you fail to prevent required travel documentation. If you are denied entry into any country, you will be required to pay the cost of your frm lla wmrv, Ifthe —i- ismprv..,fie n2. nn _..._..._ ­rrto _ary rwliv incur any expenditure by reason of you being denied entry into any country or your failure to comply with laws, regulations, orders, demands or other travel requirements of any country or to produce the required documents, you shall reimburse the carrier on demand. any amount so paid or expenditure so incurred. Air NZ may cancel your reservations if you fail to arrive in time at Air NTs check -in location early enough to complete departure procedures or later than any minimum cbeck-in time indicated by Air NZ. 3.5 Your contract ofcanriage, including any exclusion or limitation of liability of Air NZ, shall apply to and be of benefit to the agents, employees and representatives of Air NZ and any carrier whole aircraft is used by Air NZ for carriage and its agents, employees and represergatives. 3.6 if your checked baggage a exit or damaged (or pan thereof) during international carriage you must ramify the carrier in writing within 7 days from when you should have received the checked baggage and in the case of delay within 21 days of delivery. in respect of damage, loss or destruction of tarty -on baggage you must notify the carrier in writing within 7 days from the date when the carriage ended. If your checked baggage is lost or destroyed during domestic carriage you must notify the carrier in writing within 30 days from when you should have received the checked baggage. In respect of damage, Imes or destruction of carry-oo baggage you must notify the carrier in writing within 7 days from the date when the carriage ended. 3.7 Your contract ofcarringe to which the ticket relates is good for carriage for one year from date of issue except as otherwise stated on the Itinerary & Receipt. 3.8 Air NZ undertakes to use its best efforts to carry you and yout baggage with reasonable dispatch in accordance with the itinerary hereon but does not guarantee to do so. Air NZ may without notice subsntue ahoemative carriers or aircraft and may alter or omit stopping places shown on the ticket in case of rwoes�sity. 3.9 No sot.., ==..= = ,:a.m.:nty .... of A;. NZ 4-: ^.'sho^ y to T13d:`�,, or •xai :e any provision of these notices and conditions or Air NZ's Conditions of Carriage. 3.10 If you acquire or hold out as acquiring carriage or other services to which these conditions apply for the purposes of a business, the provisions of the Consumer Guarantees ALt 1994 (NZ) shall not apply to the provision of that carnage or those services 3.11 Smoking is not permitted on any of Air NZ's aircraft. 3.12 Air NZ, government or airport officers may require you to submit to clothing and body searches, require you to submit your baggage to searches or inspections. and search or inspect your baggage with or without you. 4. GOVERNMENT IMPOSED TAXES AND FEES Taxes and fees that are imposed by government authorities on the air carriage specified in this Itinerary & Receipt are either included in the fare or shown separately under Tax' or 'GST on the ltiremry & Receipt. You will be required to pay any such taxes or fees not already collected. Page 4 of 4 TERMS AND COND1TIONS(cont.) INL TILKLr IHAI IAKLK L'1KL 1)1I1\LLI S. BAGGAGE RF.S'MCTTONS 5.1 Unacceptable Items Air NZ advises that the following items may not be included in your baggage and that it accepts no liability for their damage or loss unless the items are identified m it and it bas- in writing accepted them for carriage. Cush, negotiable bonds, deeds or other valuable documents; Jewellery, antiques or similar valuable items; . Any item of a fragile or brittle nature e.g. glassware: . Electrical or electronic components e.g. computers; Any item that has insufficient packaging to withstand the normal chcunstataces and effects of carriage by air. 5.2 Carry -on Batrgsge Allowances For the safety and corn fort io-Olght of all passengers, the amount of baggage tha you may take into the aircraft cabin (except infants+) is limited to: a) Domestic Express Class: 1 bag with a maximum combined dimension (I rogth and width and height) of 1 I5cm oo jet services and I05cm on Lids services, with a maximum weight of7kg. (b) Travel between New Zealand and Australia (including Norfolk Island): Economy Class - I bag with a maximum combined dimension (length and width and height) of 1 I Scm with a maximum weight of 7kg. Business Class - 2 bags with a maximum combined dimension (length and width and height) of t 15cm each. Maximum weight of 7kg per piece. (c) Travel to/fromhhrough the USA All Cis"= I bag with a maximum combined dimension (length and width and height) of I I Scm. Maximum weight of 7 kg. id) All other international journeys Economy Class - 1 bag with a maximum combined dimension (length and width and height) of 115cm. Maximum weight of 7kg. Budneas and First Class - 2 bags with a maximum combined dimension (length and width and height) of 1 I Scm each. Maximum weight of 7kg per piece. (e) A] I Classes In addition to your applicable allowance, you may also take on board: A small handbag or purse; an umbrella or walking stick; a small camera or pair of binoculars; a reasonable e amount of reading matter for the flight; an overcoat or wrap; infant's food for consumption in flight. 5.3 Checked Baggage Allowances Ptusetsgets (except infants +) ace allowed the following baggage. Any piece of baggage that weighs in excess of 32kg will not be accepted lac carriage. (a) Domestic Express Class: 20kg maximum weight with a maximum combined dimension (length and width and height) of 158cm. (b) Travel between New Zealand & Australia (including Norfolk Island): Economy Class - 20kg maximum weight with it maximum combined dimeasion (length, and width and height) of 158cn. Business Class - 30kg maximum weight with a maximum combined dimension (length and width and beight) of 158cm. (c) Ticketed itineraries to or from USA, US Territories, Canada and Tahiti, or between New Zealand and UK via North America: All classes - 2 pieces of baggage per person with a maximum combined dimension (length and width and blight) of ISllcm per piece. Each piece cannot exceed 32kg in weight. (d) All odor international journeys Each piece should not exceed a maximum combined dimension (length and width and height) of ISFcn. Economy Crass - 20kg maximum weight. Business Class - 30kg maximum weight. Firs Class - 40kg maximum weight. +Infants -coder 2 years of age. For checked baggage infants are permitted 1 piece with a maximum weight of l0kg and a maximum combined dimension (length and width and height) of 115cm plus either an inf nifs car seat or collapsible umbrella stroller. 5.4 Dangerous Goods Prohibited For safety reasons, articles such as the following must nor be carried in your baggage: Compressed Gases (Deeply Refrigerated, Flammable, Non-flammable and Poisonous): Corrosive materials (such as alkalis, acids, wet cell batteries, metcury); Explosives(Fireworits and articlas which are easily ignited); . Firearms and Ammunition (except hunter and sporting items which may only be carried as checked baggage in accordance with Carriers Regulations. Please ask Air NZ for devils): . Flammable liquids arc solids (such as matches, lighten; and heater fuels, flame rouble aeroao6); Magnetised materials; . 0xidising substances, Poisonous, toxic, infectious substances, Radioactive materials, Chemical oxygen generators; Security attache cases (if fitted with alarm or pyrotechnic material): Other dangerous goods (such as offensive or noxious materials and a wide range of items in IATA Dangerous Goods Regulations). 5.5 Security Items WARNING - Sharp objects or cutting imple-ments (such as knives, box cutters, later openers, scissors, tradesmans tools, screwdrivers) or dub like objects (such as beaebell bets, pool cues, golf clubs, ski pales, ice picks, hammers) cannot be taken into any aircraft cabin. Screening authorities will remove any such items and they will not be able to room them to customers. Further information is available at www.airnewzealand co.az 5.6 Stowage limitations apply an some of Air New Zealand's domestic Link services and baggage may at times need tobe transposed on a different flight to the passenger. 5.7 Domestic travel is I lined as travel not combined with any international flights. International travel is defined as travel between two or roam countries including any Rights within those countries when combined with international travel. For international travel, a passenger using Air New Zealand's Domestic and Link connecting services is entitled to the applicable international baggage allowance. Additional baggage may be carried ai a nixed baggage rare per piece. An excess fee or harming charge wX he collected for each pies of baggage over the designated free baggage allowance and for each piece that is oversize or overweight. 6. RESERVATIONS NOT GUARANTEED While Air NZ eadeavours to accommodate all passengers with confirmed reservations, no guarantee of a seat on a particular flight is indicated by the terms "reservation", 'beolung','OK' or'Confnmed'status. Passengers with confirmed reservations on ca tiv Air NZ interoatiore) services who are denied carriage by reason of non - availability of seats maybe eligible for compensation. Details of applicable compensation may be obtained at check -in. HP Officejet 6100 Series 6110 Power -Fail Report for Personal Printer/Fax/Copier/Scanner Mark Talboys 760 346 5988 Oct 20 2005 8:41 am A power failure occurred during the following transactions: These faxes were not completely sent: Date Time T ldentification Duration Pales Result Oct 20 8:20am Fax Sent 1 310 453 9432 0:00 0 Power failure 0 L W _c 7' I� ....... 47 . CV W =__— c. a i J i IZ m �N GO o-g tea iA ia� 1 �: SHELL MIDWAY SHELL SELECT SNORE 22 OCT 2005 09:56 am KELLY I RANSAC i ON 3986IU1 GST # 74-799-752 TAX INVOICE *** 0( ULTRA 35.26L 11.469 $,`L $ 5i.80 MASTER CD $ 51.80 TAX AMOUNT $ 536 TERMINAL 61001401 TRAN 114851 TIME 220CT 09:56 ACCT CREDIT MCARD �S AUTHCRISATION 646583 EXP 1Z/O7 PURCHASE N20+51.80 7DIA, N2$51.80 AL'CEPT WITH SIGNATURE MITCHELLS CAMERA & P GISBORNE *------ EFTPOS------ * TERM 358592000001 TIME 19OCT06 09:46 TRAN 017289 CREDIT MASTERCARD 120-2 CARD Elm RUTH 517531 PURCHASE N2$169.95 TOTAL NZ$169.95 (08) ACCEPT WITH SIG Tha k ,uu for shwi)iny at SHEli MIDWAY Have a nice da, and pl0b t cal FAL80Y5 R i1 *------------------*