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Massport Back to Business, Buckingham tightens regulations and procedures

Virginia Buckingham, Executive Director and CEO of the Massachusetts Port Authority (Massport), today announced new policies on expenses, travel, and cars aimed at curbing excessive business practices. After a review of Massport records and procedures, Buckingham tightened regulations on meals and travel for Massport employees and limited vehicles with domicile privileges to essential public safety and operational personnel.

Massport must continue to do its job of operating key transportation facilities and promoting Massachusetts as a business and tourism destination, said Buckingham. But it is clear that certain internal management policies are inadequate, and new practices are necessary to enable Massport to get back to doing business -- the right way.

Buckingham noted that certain travel and promotional expenses are integral to Massports mission and that with new, tougher policies in place, We can get back to business and focus on a new runway at Logan Airport, regional air transportation, being a responsible neighbor, and preparing Massachusetts infrastructure for the 21st century.

Reforms to be implemented by Buckingham include:

A cap on reimbursements for business meals involving only Massport staff, other public employees, or Massport consultants. Breakfasts will be capped at $10 per person, lunches at $15 per person, and dinners at $25 per person. Currently, there is no meal expense cap.
Meals involving only Massport staff, other public employees, or Massport consultants must be pre-approved by the deputy executive director and the request must show why an outside meeting with food and/or refreshments is warranted.
Reimbursement for meals will be contingent on proper and timely documentation. All expense reports must include a clear and specific business purpose and account for all attendees. Also, documentation must be submitted within ten days. Late or inadequate documentation will be rejected.
Reimbursements for alcohol at meals involving only Massport staff, other public employees, or Massport consultants will be explicitly prohibited. Engagements involving outside business representatives which include alcohol must be approved by the deputy executive director in order to be reimbursed.
Expenses for meals must be submitted by the highest level manager present, ensuring their accountability.
Training for all employees in expense policies and documentation requirements will now be mandatory.
Restricting the use of luxury and /or resort accommodations for Massport employees travel. An analysis of local costs and convenience at the destination will dictate where staff stay overnight.
Limiting the number of staff who take business trips for training, marketing, and professional conferences.
Capping of reimbursements for business meals with only Massport staff, public employees, or Massport consultants during travel. Breakfasts will be capped at $10 per person, lunches at $15 per person, and dinners at $25 per person. Exceptions for certain travel may be made due to local prices and/or exchange rates.

Massports new policy on vehicles cuts in half the number of executive personnel taking cars home, from 32 to 16. Only staff charged with responding to emergencies on a 24-hour a day basis will be permitted the use of take-home cars. This includes public safety personnel and directors and deputy directors of major facilities. Sixteen cars were redeployed to the Authoritys motor pool or to public safety department to replace an aging fleet. Redeployed vehicles include those of the: executive director, deputy executive director, chief financial officer, treasurer, chief development officer, international marketing director, and communications director.

In addition, charter boats will be used only when they are the most effective means to promote, market, or inspect the Port of Boston, waterfront real estate, and airport edge projects. Under the stricter policy, alcohol is completely banned on Massport-chartered or -owned boats. Any request for a chartered boat must be reviewed by the legal and administration and finance departments and contain documentation outlining all attendees and their business affiliation.Only individuals with a specific business role related to Massport interests will be permitted on Massport chartered or owned boats.

As an independent authority, Massport does not rely on or receive any state tax monies to carry out its critical mission. Enabled by the Massachusetts legislature in 1959, Massport is an independent public authority which develops, promotes and manages airports, waterfront property, the seaport and transportation infrastructure. The Authority's facilities include Logan Airport, Hanscom Field, the Tobin Bridge and the Port of Boston.

While Massport is funded independently, we still have an obligation to uphold the publics trust. That will be my first priority, said Buckingham.