HomeMy WebLinkAbout6581RESOLUTION NO. 6581
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ARCADIA, CALIFORNIA, ADOPTING AN
EXPENSE REIMBURSEMENT AND TRAVEL POLICY
FOR THE CITY COUNCIL AND OTHER CITY OFFICIALS
WHO SERVE ON A LEGISLATIVE BODY
WHEREAS, the City of Arcadia ("City") takes its stewardship over the use of its
public resources seriously; and
WHEREAS, public resources should only be used when there is a benefit to the
City; and
WHEREAS, such benefits include the opportunity to discuss the community's
concerns with State and Federal officials; participating in regional, state and national
organizations and events whose activities affect the City; attending educational
seminars designed to improve officials' skill and information levels; promoting public
service and morale by recognizing such service; fostering ties with residents and civic
groups; and discussing City affairs with members of the community; and
WHEREAS, the City Council desires to adopt the "Expense and Travel Policy for
the City Council and City Employees Who Serve on a Legislative Body "attached
hereto ("Policy") for the purpose of providing guidance to elected and appointed officials
on the use and expenditure of City resources, as well as the standards against which
these expenditures will be measured; and
WHEREAS, the Policy will satisfy the requirements of Government Code
Sections 53232.2 and 53233.3 in the event such requirements could at some point be
constitutionally applied to charter cities; and
WHEREAS, the Policy also supplements the definition of necessary and
reasonable expenses for purposes of Federal and State income tax laws; and
WHEREAS, the Policy applies to any charges made with a City credit card, cash
advance or other line of credit; and
WHEREAS, the Policy applies to all elected and appointed officials who are
members of a "legislative body" as defined in Government Code Section 54952.
i
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA,
CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS:
SECTION 1. The Policy attached hereto is adopted as the approved expense
reimbursement and travel policy of the City in compliance with AB 1234 and other
applicable laws.
SECTION 2. All prior City Ordinances, Resolutions and Policies inconsistent with
the policies approved by this Resolution are hereby repealed in their entirety. Included
in this rescission is Resolution No. 6556 and any relative Administrative Policies.
SECTION 3. This Resolution is effective upon its adoption by the City Council.
SECTION 4. The City Clerk shall certify to the adoption of this Resolution.
Passed, approved and adopted this 7th day of ~uxusc , 2007
-the ity of Arcadia
ATTEST:
~-._.
ity Clerk of the City of Arcadia
APPROVED AS TO FORM:
Stephen P. Deitsch
City Attorney
2 6581
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES) SS:
CITY OF ARCADIA )
I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies
that the foregoing Resolution No. 6581 was passed and adopted by the City Council
of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a
regular meeting of said Council held on the 7th day of August, 2007 and that said
Resolution was adopted by the following vote, to wit:
AYES: Council Member Chandler, Harbicht, Wuo and Segal
NOES: None
ABSENT: Council Member Amundson
ity Clerk of the City of Arcadia
3
6581
~4~•^w4 ADMINISTRATIVE POLICY
SUBJECT: EXPENSE AND TRAVEL POLICY FOR THE CITY
c'`''°~°°`'°'f COUNCIL AND CITY EMPLOYEES WHO
SERVE ON A LEGISLATIVE BODY
POLICY STATEMENT
Policy No.:
Adopted:
Amended:
CITY MANAGER
The purpose of this Administrative Policy is to provide guidelines and a procedure for
handling expenses incurred by members of the City Council, the Planning Commission
and of City staff who serve on a legislative body, while conducting City business and/or
attending community functions, conferences and other events.
It is the policy of the City of Arcadia to pay for expenses incurred by Council Members
and other City Officials when the expense is related to municipal affairs and/or when it
serves a public purpose. Said expenses include those related to travel, office supplies,
attendance at conferences, workshops, meetings and special events.
DEFINITIONS
This Administrative Policy covers the City Council, City Manager and other City Officials
and staff that serve on a legislative body, as defined in Assembly Bill 1234. At the time
this policy was written, examples of legislative bodies referred to in AB 1234 and
therefore subject to this policy, include the City Council, Planning Commission,
Modification Committee, Design Review Committee and the Business License Review
Board.
This policy does not in any way supersede AB 1234 or other State law. Rather, it is
intended to put the City in compliance with the legislation and to provide a framework
for how the City pays for travel to and attendance at events and reimbursement for
expenses incurred while conducting City business.
In this policy the word "Official" is used interchangeably in reference to Council
Members, Commissioners and City employees.
For the purpose of this policy the City does not make a distinction between expense
payments made in advance or reimbursed. Both are considered a use of public funds
and are subject to the procedures defined herein. Again, it should be clear though that
this policy does not supplant any of the requirements of AB 1234, which arguably, may
distinguish between the two types of payments.
Page 1 of 6
~~~~"w4 ADMINISTRATIVE POLICY
Policy No.:
° SUBJECT: EXPENSE AND TRAVEL POLICY FOR THE CITY Adopted:
n°°°"°"••'"°`f COUNCIL AND CITY EMPLOYEES WHO Amended:
SERVE ON A LEGISLATIVE BODY
CITY MANAGER
The City will pay for or reimburse Council Members and City Officials for expenses
incurred while conducting City business or while representing the City at community
functions. The City may pay for or reimburse the following types of expenses:
• Office supplies
• Transportation -airfare, mileage or gasoline, rental car, parking
• Lodging
• Meals
• Telephone
• Baggage handling fees
• Reasonable and customary gratuities
• Internet and fax costs for actual City business
Activities that generally qualify for advance payment or reimbursement include:
• Educational or informational meetings, workshops and conferences
• Participation in regional, state or national organizations whose activities affect
the City's interests
• Attending City functions
• Attending community and community-related events
Transportation
The most economical mode and class of transportation reasonably consistent with
scheduling needs and cargo space requirements should be used.
Airfare is limited to coach class on a commercial air carrier. An Official may obtain
personal frequent flyer credits for flights taken, but the selection of an airline or a given
trip shall not be made for the purpose of accumulating such miles.
Automobile mileage is reimbursed at the prevailing Internal Revenue Service rate.
IF a rental car is necessary for the performance of an Official's duties, the car shalt be
"standard/intermediate/full-size/premium" unless an upgrade is provided at no
additional cost. When using the City's preferred vendor (Enterprise), physical damage
and liability insurance should be provided as part of the quoted cost. If another car
Page 2 of 6
~"~~~~P~4 ADMINISTRATIVE POLICY
Policy No.:
~,"'" SUBJECT: EXPENSE AND TRAVEL POLICY FOR THE CITY Adopted:
°"°°``°' COUNCIL AND CITY EMPLOYEES WHO Amended:
SERVE ON A LEGISLATIVE BODY
CITY MANAGER
rental agency is used the liability insurance/damage waiver offered by the rental car
company should be purchased at the time of rental.
City vehicles are not usually used for transportation on extended trips, but if necessary
they can be used with the approval of the City Manager or appropriate Department
Head.
Taxi fare, shuttle fees and parking fees are eligible for reimbursement as long as said
expenses are incurred for City business.
Lodaina
Lodging expenses will be paid for when travel on official City business reasonably
requires an overnight stay. Lodging expenses are authorized for travel outside of a 50-
mile radius of City Hall unless approved in advance by a majority of the City Council for
Council Members and by the City Manager for employees. Travelers should request the
government rate, when it is available. Government rates are presumed to be
reasonable and therefore reimbursable through this policy. If the government rate is
not available, lodging should be obtained that is at the median retail price for that area.
If lodging is in connection with a conference or group meeting, the cost shall not
exceed the maximum group rate published by the conference or activity sponsor,
provided that lodging at the group rate is available at the time of booking. If the group
rate is not available, comparable (e.g. government rate) lodging may be used, keeping
in mind that it should be within the median retail price for the area.
Meals
Reasonable (market rate) meal expenses and associated customary gratuities are
eligible for reimbursement. Whenever possible, an attempt should be made to take
advantage of meals that are included as part of the event. For the purpose of this
policy, when on a trip the reasonable reimbursement rate for meals is $50 per day,
unless unusual circumstances exist. This daily amount does not preclude the Official's
responsibility to take advantage of meals included as part of the event.
When attending aCity-related function other than a conference, seminar or meeting,
the actual cost of the meal will be reimbursed.
Page 3 of 6
UW°N~ ADMINISTRATIVE POLICY
Community Functions
Policy No.:
"`" SUBJECT: EXPENSE AND TRAVEL POLICY FORTHE CITY Adopted:
°"""''"°`f COUNCIL AND CITY EMPLOYEES WHO Amended:
SERVE ON A LEGISLATIVE BODY
CITY MANAGER
For major community functions hosted by an outside organization, at which it is
traditional and expected that Council Members or City Officials attend on behalf of the
City, it is acceptable for the City to purchase a "block" of tickets or a "table" in advance,
without knowing which Officials will attend, and then distributing the tickets when it is
known who is able to go to that particular function.
For major community events, the City may purchase a ticket for the spouse of a Council
Member or Official if said attendance at the event by a spouse serves a public purpose.
such as joining the Official in fostering ties with the community. Examples of functions
covered by this section include the Methodist Hospital Crystal Ball, the Chamber of
Commerce Installation Dinner and Annual Taste of Arcadia event, Independent Cities
Association events, employee association functions and Arcadia Red Cross activities.
UNAUTHORIZED EXPENSES
Expenses not eligible for reimbursement or advance payment by the City include:
Personal expenses
Alcohol
Dry cleaning
Political or charitable contributions
Entertainment expenses such as movies, sporting events, golf, etc.
• Non-mileage personal automobile expenses such as repairs, traffic citations,
insurance and related
CASH ADVANCES
From time to time it may be necessary for an Official to request a cash advance to
cover anticipated expenses while traveling or doing business on behalf of the City.
Such request for an advance should be submitted to the City Manager prior to the need
for the advance with an explanation of the purpose of the expenditure and the
anticipated amount of the expenditure. This request may be made on a "Travel
Request and Expense Report Form." Any unused advance must be returned to the City.
As noted below, expenses may be pre-paid, with the understanding that receipts still
need to be submitted.
Page 4 of 6
~.~..o.~~ ADMINISTRATIVE POLICY
`°"" SUBJECT: EXPENSE AND TRAVEL POLICY FOR THE CITY
~"°`°~°•`"'' COUNCIL AND CITY EMPLOYEES WHO
SERVE ON A LEGISLATIVE BODY
PROCEDURE
Policy No.:
Adopted:
Amended:
CITY MANAGER
Arrangements for attendance at meetings, conferences and events may be made by the
Council Member or by the Council's staff liaison in the City Manager's Office. To the
extent possible, fees and charges may be paid in advance, with any outstanding
documentation to follow when it is available. Whether travel arrangements are made
by a staff member or by the Council Member, it is the elected officials' responsibility to
ensure that all receipts and documentation are submitted as outlined in this policy.
All expense reimbursement requests are to be documented with receipts and submitted
on the appropriate paperwork, which may include an expense report form, a petty cash
slip or another City Manager approved form. For extended trips, a "Travel Request and
Expense Report Form" is usually required and must be completed and approved by the
City Manager prior to the travel taking place.
As noted, above, City Officials shall submit an expense report (or another approved
form) in order to receive reimbursement. Expense reports must document that the
expense in question meets the requirements of this policy. For example, if the meeting
is with a legislator, the local official should explain whose meals were purchased, what
issues were discussed and how they relate to the City of Arcadia.
Expense documentation should be submitted within 30 days of the expense being
incurred, accompanied by receipts. Inability to provide such documentation in a timely
fashion may result in the expense being borne by the Official.
All expenses are subject to verification that they comply with the intent of this policy.
OTHER EXPENSES
All other expenses for activities and materials not included in this policy require prior
majority approval by the City Council at a public meeting.
AB 1234 REPORTING
Officials subject to AB 1234 must make a brief report at the next meeting of the
legislative body on a conference, event or meeting they attended at the expense of the
City. An exception to this is that if an employee attends a function as a City employee
Page 5 of 6
vw"w4 ADMINISTRATIVE POLICY
" SUBJECT: EXPENSE AND TRAVEL POLICY FOR THE CITY
•°°°°'^•'"°f COUNCIL AND CITY EMPLOYEES WHO
SERVE ON A LEGISLATIVE BODY
Policy No.:
Adopted:
Amended:
QTY MANAGER
and not as a member of a legislative body, it is doubtful that AB 1234 reporting is
required. Consult with the City Attorney if there are questions about this requirement.
VIOLATION OF THIS POLICY
The penalties for misusing public resources or falsifying expense reports in violation of
this policy may include, but are not limited to, the following:
a. Loss of reimbursement privileges
b. Restitution to the City
c. Civil penalties pursuant to Section 8314 of the Government Code
d. Prosecution pursuant to Section 424 of the Penal Code
Page 6 of 6