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HomeMy WebLinkAboutOut-of-State Travel NLC Afterschool Leadership AcademyCITY OF PALM DESERT COMMUNITY SERVICES DEPARTMENT STAFF REPORT REQUEST: APPROVAL OF OUT OF STATE TRAVEL DATE: September 28, 2006 CONTENTS: NATIONAL LEAGUE OF CITIES AFTERSCHOOL LEADERSHIP ACADEMY ANNOUNCEMENT NOTIFICATION OF AWARD PARTICIPATION GUIDELINES Recommendation: By Minute Motion, approve out-of-state travel for the Senior Management Analyst/Community Services to attend the National League of Cities (NLC) Afterschool Leadership Academy, which is scheduled to be held in Denver, Colorado, October 17-18, 2006. Funds are available in fiscal year 2006/07 account 110-4416-410-3061 to cover partial accommodations and other incidental expenses associated with attendance at this academy and no appropriation is needed or requested. Executive Summary: Approval of this request will permit the Senior Management Analyst/Community Services, to attend and participate in the NLC Afterschool Leadership Academy. Background: Several months ago the City of Palm Desert was invited to apply to participate in the NLC Afterschool Leadership Academy scheduled to be held in Denver, Colorado, October 17- 18, 2006. Out of the 600 applications received, the Academy, hosted by NLC's Institute for Youth, Education, and Families, limited participation to 25 five community leaders from throughout the nation. The Senior Management Analyst/Community Services was one of 25 individuals selected to participate. Airfare, registration, two nights of accommodations, most meals, and ground transportation will be reimbursed by the NLC. The NLC notification of selection, along with participation guidelines, is attached for the Council's review. Therefore, staff recommends that the Senior Management Analyst/Community Services, be authorized to attend this conference, which is scheduled to be held October 17-18, 2006, in Denver, Colorado. Funds are available in fiscal year 2006/07 in account 110-4416-414-3061 to pay for two nights accommodations and other incidental expenses associated with attendance at this event and no appropriation is needed or requested. PATRICIA 8CULLY, CFEE SENIOR MANAGEMENT A LYST SHEILA R. c`IL`C IGAN ASSISTANT Y MAN PA& GIBSON TREASURER/FINANCE DIRECTOR CARLOS L. C IEGA R/PIO CITY MANAGER CITY COUNCIL ACTION: APPROVED V DENIED RECEIVED OTHER MEETING AYES: NOES: ABSENT: STAIN: "V'ERIFIED Oricrinel DATE -a g-o6 Igge-Ij Fe3u6on PA,sn n A) o BY: je0/ Ira on File with it y Cl k ° Office Page 1 of 1 Scully, Pat From: Bela Shah [Shah@nic.orgj Sent: Tuesday, September 19, 2006 10:41 AM To: jjordan@eastcleveland.org; Monroe Nichols; Caruso, Christopher; Henry Ross; brown_cu@sbcity.org; Sandra.Yates@seatpleasantmd.gov; elenoras30l @aol.com; Autra Adams; otto@oftolee.org; brgeen@cityofno.com; Scully, Pat; Kevin Beavers; kweaver@ci.duncanville.tx.us; Irtz, Amanda; Divina, Karen; Sid Sidorowicz Cc: Audrey Hutchinson; Clifford Johnson; Lucinda Dugger; Shade Wood Subject: Congrats: Acceptance for Afterschool Leadership Academy Importance: High Dear Leadership Academy Participants! Congratulations to all of you. We were very impressed with the level of applications that came in for the Afterschool Leadership Academy and the range of work and commitment so many cities are making to create and support afterschool programming. I apologize for the delayed notification of your acceptance. Due to the range of applications that came in and my travel schedule, we are utilizing a tiered -decision making approach and were unable to inform you before today. We are very excited about meeting all of you and working with you in October. I have attached a travel and logistics document here that explains the timing of the meeting and the expenses that NLC will cover. I encourage you to make your flight arrangements immediately to take advantage of lower airfares to Denver, CO. You will notice that we have made optional site visits to quality afterschool programs in Denver on Monday, October 16th at 2:30pm. If you are able to obtain a flight that arrives in time on Monday, October 16, we invite you to join us. We will be unable to pay for folks to arrive on Sunday though. We're hoping that many of you will be able to arrive in time given the time change for people flying in from the East Coast. We look forward to an engaging couple of days discussing city leadership for afterschool. Please feel free to contact me with questions. Please send me and Sharie Wood an email confirming your participation in the Leadership Academy so she can make your hotel reservations. See you in October! I'll be in touch with you soon. Regards, Bela Shah Bela A Shah Senior Program Associate for Afterschool Initiatives Institute for Youth, Education and Families :'National League of Cities 1301 Pennsvlvania Avenue Nei, Suite 550 Washington, DC 20004 202-626-3057 phone 202-626-3043fax shahla'wic.orp, 9/19/2006 1Y INSTITUTE FOR YOUTH, EDUCATION, AND FAMILIES Afterschoo/ Leadership Academy DENVER, COLORADO October 16-18, 2006 TRAVEL AND LOGISTICAL INFORMATION The following guidelines are designed to facilitate travel for the National League of Cities' (NLC) Afterschool Leadership Academy. These guidelines are based, in part, on federal government regulations. If you have any questions concerning your travel, and/or travel reimbursement, please contact Bela Shah at NLC at 202/626-3057. Thank you. Meeting begins at: 7:00 a.m. on Tuesday, October 17, 2006 Optional: 2:30 p.m. on Monday, October 16, 2006 (site visits to afterschool programs) Meeting concludes at: 2:00 p.m. on Wednesday, October 18, 2006 THE BASICS The meeting will be held in Denver, Colorado at the Adam's Mark Hotel. The hotel is located in downtown Denver — 4 blocks from the Colorado Convention Center, Denver Center for the Performing Art, The State Capitol, U.S. Mint, and Denver Art Museum. The hotel is adjacent to the Denver Paviliions and only 24 miles from the Denver Airport Adam's Mark 1550 Court Place, Denver, CO 80202 Phone: (303) 893-3333 Fax: (303) 626-2543 www.adamsmark.com/denver/ HOTEL RESER VATIONS A room reservation under your name will be made for you for the nights of Monday, October 16 and Tuesday, October 17 and the room will be charged to the National League of Cities' master account. For participants interested in participating in the program site visits on Monday, October 16, 2006, please ensure your flights arrive on the morning of October 16"'. We will depart the hotel at 2:30pm. NLC is unable to pay for an additional night for participants choosing to arrive on Sunday, October 15. To reserve your room and accept your slot for the Leadership Academy, please respond to this email by Friday. Seutember 22. NLC will cover the cost of room and tax only. You must provide a major credit card at check -in to cover your incidental charges. HOTEL CANCELLATIONS & SUBSTITUTIONS In the event you must cancel you room reservation, it is your responsibility to call Sharie Wood at 202/626-3087 72 hours in advance of your specified arrival date, or you will be billed a cancellation fee of one night's room and tax charge. If someone else from your city will be taking your place, you must request approval from NLC, and we will notify the hotel of the change. TRANSPORTATION We ask that you book your transportation as soon as possible to take advantage of lower cost fares. Airfares or railfares must be other than first or business class, and if possible, discount fares should be secured. NLC will reimburse selected participants up to $500 each for eligible travel costs. Airfare expenses incurred above $500 are the responsibility of the participant. Individuals should purchase tickets at least twenty-one (21) days in advance of their departure date. If you modify your ticket, or cancel your trip after your airline or train ticket has been issued, you become fully responsible for the airline ticket or train ticket and any additional charges incurred. SPECIAL ACCOMMODATIONS If you have special needs that we can address to make your participation more enjoyable and meaningful, please contact Sharie Wood at NLC, at 202/626-3087. Please let us know if you are a vegetarian or if you will need a smoking room at the hotel. REIMBURSEMENT PROCEDURES You will be reimbursed for your travel expenses after the site visit. Allowable expenses for reimbursement include: ■ Airfare or railfare. • Ground transportation (excluding rental cars) to/from office or home and airport/hotel. ■ Ground transportation between the airport, train station, and hotel (see transportation section). ■ Parking at the airport/train station in home city. ■ Meals other than those provided during the course of the meeting. The maximum amount reimbursable for breakfast and lunch is $10.00 and for dinner is $25.00. • Reasonable gratuities to bellman, shuttle or taxi driver, and maids. NOTE: Hotel rooms and taxes will be billed directly to NLC for two nights only. Additional nights and incidental expenses will be the responsibility of the participant unless pre -authorized by NLC. For this meeting, the followinq meals will be provided: Monday, October 16 Tuesday, October 17 none Breakfast (Continental) Lunch Dinner Wednesday, October 18 Breakfast (Continental) Lunch When a meal is provided as part of the agenda, NLC cannot reimburse you for this meal should you choose not to participate as a part of the group. ALWAYS OBTAIN RECEIPTS. Expenses in excess of $10.00 that do not have a receipt can only be reimbursed at the $10.00 limit, including tax and gratuity. NON --Raw URSABLE EXPENSES • Travel other than coach or super -saver type fares. • • Telephone and fax charges. ■ Alcoholic beverages. • Flight, luggage, and related travel insurance fees. • Laundry/dry cleaning. Transportation costs to and from non-scheduled activities (e.g. to restaurants, shopping, etc). ■ Entertainment (i.e., in -room movies). • Rental cars. Processing reimbursement normally takes three to four weeks from receipt of the reimbursement package. rrrrrrrrrrrrrrrrrrrrrrrr.•■............■.......■■..r...........,.........■ For further information or a response to any questions, please contact the fo/%wing NLCF scoff' Bela Shah or 5harie Wood r 202/626-3057 202/626-3087 ■r■.■■.■■■..■......■■.■■■■■■■■■■■■.■rr■..■■.■.■■■■■..■■■■■.■.■..■..■.■...