HomeMy WebLinkAboutAgenda Bill 4.B 03/03/2003•
CITY OF PETALUMA, CALIFORNIA MAR 3 2043 +�
AGENDA BILL
Agenda Title
Meeting Date:
Discussion, Direction and/or Possible Action Regarding Council
Members Expense Reimbursement Policy
March 3, 2003
Department
Director
Contact Person
Phone Number
Finance
William Thomas
Richard Rudnansky
(707) 778 -4362
City Attorney
Richard Rudnansky
Cost of Proposal N/A
Account Number
001- 400 - 1100 -6410
Amount Budgeted $27,350
Name of Fund:
General Fund
Attachments to Agenda Packet Item
1. Resolution Adopting Mayor and Council Members Expense Reimbursement Policy
2. "DRAFT" Mayor and Councilmember's Expense Policy
Summary Statement
The Council has requested that a reimbursement expense policy be brought forward for discussion and
consideration. Government Code §36514.5 provides that City Council Members may be reimbursed for
"actual and necessary expenses incurred in the performance of official duties." The attached "DRAFT"
Mayor and Council Members Expense - Reimbursement Policy'provided to the Council for discussion and
direction and /or personal action takes into consideration the limitations of Government Code §36514.5.
The policy also provides for specific items which are reimbursable and mechanisms as to how to obtain
such reimbursements.
Council Priority
Not applicable.
Recommended City Council.Action /Suggested Motion
Review, consider, provide! direction and /or take action on a . Mayor and Council Members Expense
Reimbursement,Expense Policy:
Reviewed by Finance Director:
Reviewed by City Attorney
Date:
Approved by City Manager
Date:
Date:
Today's Date
Revision # and Date Revised:
File Code:
#620990
CITY OF PETALUMA, CALIFORNIA
• MARCH 3, 2003
(Date of Meeting)
AGENDA REPORT
FOR
REVIEW AND POSSIBLE DIRECTION AND /OR ACTION REGARDING A MAYOR AND
COUNCILMEM 3ER EXPENSE REI4IBURSEMENT POLICY
1. EXECUTIVE SUMMARY
The Council has requested that a reimbursement expense policy be brought forward for
discussion and consideration. Government Code §36514.5 provides that City Council
Members may be reimbursed for "actual and necessary expenses incurred in the
performance of official duties." The attached "DRAFT" Mayor and Council Members
Expense Reimbursement Policy provided to the Council for discussion and takes into
consideration the limitations of Government Code §36514.5.
The policy also provides for specific items which are reimbursable and mechanisms as to
• how to obtain such reimbursements.
2. BACKGROUND
Within the last six months, there has been some questions raised as to the scope of some
reimbursements for expenses that City Council Members may request and an express
interest and desire on the part of the Council to bring forth for its consideration a
reimbursement policy. Attached is a "DRAFT" policy which has borrowed from a
number of different policies of different cities. Government Code §36514.5 provides that
Council Members "may be .reimbursed for actual and necessary expenses incurred in the
performance of official duties."
The intent of this policy is to provide some guidance but also some flexibility keeping in
mind the limitations and restrictions of state law. This "DRAFT" policy is provided as a
starting point for your discussions. The policy contains provisions that address the broad
topics of policy reimbursement in general, out of town travel reimbursement, car and
travel allowance and cell phones.
3. ALTERNATIVES
Failure to adopt and direct staff to cease preparation of a reimbursement policy.
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4. FINANCIAL IMPACTS
It is uncertain as to what the financial impacts would be of such a policy until the
parameters are established by the Council. However, it is my understanding that the
current budget- for Council expense reimbursements is $27,350.
5. CONCLUSION
This "DRAFT" reimbursement policy is brought forward at Council direction for the
Council's consideration, direction and /or possible action.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR
COMPLETION:
Adoption of Expense Reimbursement Policy.
7. RECOMMENDATION
Council review the "DRAFT" reimbursement- policy, discuss its contents and either adopt
a policy orprovide direction to staff. Based on said direction, staff will bring forward a
final reimbursement policy and resolution adopting same..
#620992
•
RESOLUTION NO. 2003-
' A RESOLUTION OF THE CITY COUNCIL
OF PETALUMA
ADOPTING THE MAYOR AND COUNCILMEMBER
EXPENSE REIMBURSEMENT POLICY
WHEREAS, the City Council wishes to adopt a policy regarding reimbursement of actual
and necessary expenses. incurred by the Mayor and Members of the Petaluma City
Council;
WHEREAS, the Council wishes to comply with the provisions of state law, including
Government Code §36514.5 which allows for reimbursement to Mayor and Council
Members for actual and necessary expenses incurred in the performance of their official
duties;
NOW, THEREFORE, BE IT RESOLVED:
The Petaluma City Council hereby adopts the Mayor and Council Members Expense
Reimbursement Policy attached.hereto as Exhibit A.
PASSED and ADOPTED this 3rd day of March, 2003 by the following vote:
0 AYES:
1►Cl=.
ATTEST:
City Clerk
CITY OF PETALUMA
Mayor
#621004
MAYOR AND CO
UNCIL MEMBERS
� EXPENSE REIMBURSEMENT POLICY DRAFT
A. General
1. The Mayor and City Council members (hereinafter referred to jointly as ACouncil @) shall
use good judgment when incurring expenses to be paid by the City. Council will be reimbursed for actual
and necessary expenses incurred in the performance of official duties.
2. Authorization for reimbursement will be granted only for which a clear benefit of the City is
apparent. Reimbursement for a spouse is not authorized.
No purchase of personal items or expenses for purely personal services shall be
reimbursed,
4. In addition to reimbursement requests, expenses and other charges which reflect costs
related to family or other non- authorized persons must be documented such a way as to identify clearly
the portion incurred by the Council and onlythat portion will.be reimbursed.
5. In a case where a receipt is called for but is impossible to obtain, a statement to that effect
shall be submitted and the reason given. In the absence of satisfactory explanation, the amount involved
will-be disallowed.
6. The City Manager'and Finance Director reserve the right'to review payment for any item of
expense if it appears unreasonable or inappropriate under this policy or state law.
7. It is suggested thatr the Council keep a chronological listof`the cost of each meal and
other necessary items of expense in'the event a question should arise regarding any of these items.
8. Exceptions to these provisions may be authorized by the City Manager, if determined that
such exception is justifiable and in the'best interest of the City.
B: Out Town Travel, Reimbursement The Council is entitled to receive reimbursement for
traveling and other necessary expenses when on official duty. Reimbursement is effected in accordance
with the following criteria.
1. Meals The Council shall be reimbursed for out,of'town meals plus gratuities not to
exceed $60 per diem.
Dated receipts :must be provided with the reimbursement:request.
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Council may be reimbursed for actual, and necessary meal expenses of others incurred in
connection with City business and which are determined by the City Manager or Finance Director to be
necessary, beneficial to the City =s interests, and allowed by law.
2. Lodging Council shall' be reimbursed for lodging required to conduct City business.
Dated receipts and meetings and travel schedules must be provided with the reimbursement request..
Lodging will be provided for the night prior to the commencement:of the meeting if the hour set for the start
of the meeting is such that the Council would have had;to leave home prior to 6:00 a.rn.; Lodging may be
provided following the meeting if the - Council could not have arrived at his /her home prior to 11:00 p.m.
Lodging reimbursement shall be based on the - single room rate charged at the.
headquarters hotel, for the conference, or the hotel most proximate to the site of the meetings
This policy does not preclude the Council from securing more expensive accommodations;
it.simply establishes.the:maximum reimbursement-that will be afforded by the City. In the event the:
Council provides the room to family members or other non =authorized persons, the Council shall be
reimbursed atthe rate afforded'for single occupancy. In the tabsence of such verification of the single rate,
the employee shall be reimbursed at-'the current federal reimbursement rate.
3. Taxi, Limousine and Bus Fares The.�Council shall be reimbursed for taxi, limousine
and bus fares forfravel between lodging, meals and meeting sites out of town, but Council shall attempt to
obtain lodging and meals within walking distance of the meeting site, if this is the most economical •
alternative. Reimbursement will be provided fortaxi, limousine or bus fares when such transportation is
necessary in the conducting-of City business. Such expenses shall be itemized in detail with receipts.
4. Registration Fees Fees charged for registration of a conference or meeting, which
Council is authorized to attend, are reimbursable. Receipts or other acceptable evidence of the amount of
the fee shall be submitted. Council may attend conferences, conventions and imeetings when it can .be
shown that attendance is of public benefit.
5. Telephone-and Facsimile: Charges Telephone and facsimile charges will be
reimbursed only for official calls and communication and only upon submission of documentation.
6. Parking ,.Garage_and Toll.Charges Parking, garage and toll expenses will be
reimbursed when an automobile is used for transportation, except in the case of travel within,Sonoma
County. Receipts shall be obtained and filed.
7. Other Council shall be reimbursed for other expenses provided that it can be shown
that they were the ,actual and necessary expenses; incurred for successful completion of City business and
are itemized and for which :receipts shall, be obtained and' filed.
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r. .
C. Car and Travel Allowance The Council may be reimbursed for mileage, parking, car rental
and related transportation expenses incurred in traveling to and from Council meetings or other official
• business in the amount of $.36 r mile. Such authorized expenses are reimbursable in addition to, but
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not in duplication of, those described under out -of -town travel above. The monthly expense
reimbursement form must be submitted for such reimbursement.
D. Other The Council is entitled to reimbursement for other actual expenses incurred and
necessary in the performance of''their official duties and which are allowed by law.
#615304
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