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HomeMy WebLinkAboutItem 1b: Adopt Resolution No. 6852 adopting an expense reimbursement and travel policy for City Council and Officials.Office of the City Manager AT November 20, 2011 P#: inonorable Mayor and Cifq� FROM. Dominic Lazzaretto, City Manager By: Linda Garcia J mmunications, Marketing and Special Projects Mar _ � SUBJECT: RESOLUTION NO. 6852 ADOPTING AN EXPENSE REIMBURSEMENT AND TRAVEL POLICY FOR THE CITY COUNCIL AND CITY OFFICIALS WHO SERVE ON A LEGISLATIVE BODY Recommendation: Adopt MEOW= At a meeting on October 31, 2012, the City Council directed staff to revise the current Expense Reimbursement and Travel Policy to allow reimbursement for attendance at commun4-related events that are held for the purpose of raising fands for a non-profit Mayor and City Council — Expense and Travel Policy/Resolution 6852 November 20, 2012 Page 2 of organization. In addition to adding this language, the attached policy includes the following substantive changes: 1. Removes the reference to a Design Review Committee as said Committee does not exist. 2. Removes references to specific events and instead allows reimbursement for any community function, as determined by the City Manager. 3. Ties the daily reimbursement rate for meals to the Internal Revenue Service per them rather than to a specific dollar amount. Attachments: Resolution No. 6852 Expense Reimbursement and Travel Policy for the City Council and other City Officials who serve on a Legislative Body RESOLUTION OF ADOPTING AN EXPENSE OF R POLICY COUNCIL D OTHER CITY OFFICIALS WHO SERVE ON A LEGISLATIVE BODY 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 Council WHEREAS, the City desires adopt the Reimbursement • 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 Policy WHEREAS, the requirements of • Sections 53232.2 and 53233.3 in the event such requirements could at some point bj constitutionally applied to charter cities; and 0 WHEREAS, the Policy also supplements the definition of necessary and reasonable expenses for purposes of Federal and State income tax laws; and advance or other line of credit; and members of a "legislative body" as defined in Government Code Section 54952. M! �* 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 .0r .� - I I �11 11 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. 6581 and any relevant 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. I Passed, approved and adopted this _ day of )2011 FAWN City Clerk APPROVED AS TO FORM: I 0, b� Stepl en P. Deitsch City Attorney I A 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 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 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 CV 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 expen payments made in advance or reimbursed. Both are considered a use of public fun and are subject to the procedures defined herein. Again, it should be clear though th'] this policy does not supplant any of the requirements of AB 1234, which arguably, rn distinguish between the two types of payments. AUTHORIZED EXPENSES 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. Activities that generally qualify for advance payment or reimbursement include. For cornn,iunity events at which attendance by the City OfflcW and the Official's 6 gnificant other is generally considejob e expected, t1herd'by serving the pUblic purpose of j6ning tr;e City OfflcW in fering ties with the CORHIIUnity, 'El"ie City may puirchase a floket' r the r)fflcial arid thle Official's signiftant isth&­' jram�sortation 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. CITY MANAGER Automobile mileage is reimbursed at the prevailing Internal Revenue Service rate. 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. 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. MW 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 No.: 11-0 Adopted: 03/07/199 1 Amended: 08/07/200 11/20/201 policy, when on a trip the reasonable reimbursement rate for meals is $SO-pef-ft the current lnterna� Revenue Service per diem, 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 a City-related function other than a conference, seminar or meeting, the actual cost of the meal will be reimbursed, City and community functions at which City business is conducted, or at which a representative from the City is expected to attend or, participate, are legitimate reirnbursable expenses,, Should a question arise, the City Manager will determine what is "legitimate," 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. Expenses not eligible for reimbursement or advance payment by the City include: * Personal exp.-Ins-_11 * Alcohol * Dry cleaiiing 23� CrTY MANAGER Political or charitable contributions (Purchasing a ticket to an event that raises funds for a non-proft chadtabke organization is a re4'n6tjrsaUe expense, Provided f[hail',-I the Offlcial's atterldance at th(-,, event serves a Pr Uic PLWPOSe.) Entertainment expenses such as movies, sporting events, golf® etc. Non-mileage personal automobile expenses such as repairs, traffic citations, insurance and related As noted below, expenses may be pre -paid® with the understanding that receipts still need to be submitted® PROCEDURE 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 rep6rts must document that the expense in question meets the requirements of this policy. For example, if the meeting is with a i ue legislator, the local official should explain whose meals were purchased, what sss 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. All ether- expenses for activities and materials not included in this policy require prior majeft approval. Fol, Council Members that approval is to be by the City Council at a public meeting, For City employees, that approval �s to be by the City Manager, '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, nt Code C Civil penalties pursuant to Section 8314, of the Govern me cl. Prosecution pursuant to Section 424 of the Penal Code