HomeMy WebLinkAboutResolution No. 06-6901 - Establish Written Policy for Council/Commissioners reimbursement of expensesRESOLUTION NO. 06-6901
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY
ESTABLISHING A WRITTEN POLICY FOR THE REIMBURSEMENT OF CERTAIN
EXPENSES OF CITY COUNCIL MEMBERS AND CITY COUNCIL APPOINTED
COMMISSIONERS.
WHEREAS, recently adopted Assembly Bill 1234 imposes new restrictions on the
reimbursement of expenses for members of local legislative bodies; and
WHEREAS, it is appropriate for elected and appointed officials of the city to incur
expenses when there is a substantial benefit to the City of Downey which may include, but are
not limited to: (1 ) the opportunity to discuss the community’s concerns with state and federal
officials; (2) participating in regional state and national organizations whose activities affect the
City of Downey; (3) Attending educational seminars designed to improve officials’ skill and
information levels; and (4) Promoting public service and morale by recognizing such selvice;
and
WHEREAS, it is the intent of the attached policy to provide guidance to elected and
appointed officials on the use and expenditure of City of Downey resources, as well as the
standards against which those expenditures will be measured; and
WHEREAS, this policy would satisfy the requirements of Government Code sections
53232.2 and 53233.2 in the event such requirements could be constitutionally applied to charter
cities; and
WHEREAS, this policy supplements the definition of “authorized traveling and other
expenses when on official duty” as that phrase is used in the City Charter; and
WHEREAS, this policy also supplements the definition of actual and necessary
expenses for purposes of federal and state income tax laws; and
WHEREAS, additional reasonable and adequate reimbursement of “other out-of-pocket
expenditures and costs imposed upon them by virtue of their serving on the City Council” shall
be established by ordinance pursuant to the terms of the City Charter.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES
ORDAIN AS FOLLOWS:
SECTION 1. The City Council hereby finds and determines that the above recitals are
true and correct and have served as the basis, in part, for the findings and actions of the City set
forth below.
SECTION 2. The City Council hereby approves the attached “Travel, Conference and
Meeting Expense Policy” attached hereto as Exhibit “A”.
SECTION 3. Council Members and Commissioners shall provide an oral or written
report on meetings attended at the expense of the City at the next regular meeting of the
legislative body. If multiple officials attend a joint report may be made.
RESOLUTION NO. 06-6901
PAGE TWO
SECTION 4. The City Clerk shall certify to the adoption of this Resolution.
APPROVED AND ADOPTED this
ATTEST:
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KATHLEEN L. N4tDSTOKKE, City Clerk
I HEREBY CERTIFY that the foregoing Resolution No. 06-6901 was adopted at a
regular meeting of the City Council of the City of Downey held on the 14th day of February,
2006, by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
5 Council Members: Bayer, Cartozian, Gafin, Trejo, Mayor Perkins
0 Council Member: None
0 Council Member: None
0 Council Member: None
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KATHLEEN L. MIDSTOKKE, City Clerk
EXHIBIT A
RESOLUTION NO. 06-6901
PAGE THREE
TRAVEL POLICY
TRAVEL, CONFERENCE AND MEETING EXPENSE POLICY
1 PURPOSE. The purpose of this policy is to establish guidelines for travel, attendance at
conferences, training, meetings and other City business for which the City derives
benefit by the attendance of City Council Members and designated Commissioners.
2
3
AUTHORITY. Approved by City Council Resolution No. 06-6901 dated February 14,
2006
POLICY. The City of Downey recognizes the value of professional conferences,
training sessions, meetings and other city business for City Council Members and
designated Commissioners. These events assist in keeping attendees up-to-date with
new laws and practices, and enhance the City’s ability to improve existing services and
implement new services for the benefit of the community. It shall, therefore, be the
policy of the City of Downey to reimburse or make direct payment of actual and
necessary expenses of City Council Members and designated Commissioners which
have been incurred while on City business.
4 PROCEDURES
4.1 To the fullest extent possible, direct payments will be made for the following
expenditures subject to the limitations set forth. Reimbursements of expenses
incurred in the performance of official duties may also be made; however, it is
highly recommended that direct payments be utilized. Travel expenditures for a
family member are not eliqible for reimbursement. The City may make
arrangements which include family members as long as those arrangements do
not pose an undue burden on the City.
4.1.1. Registration fees
4.1.1.1. Registration should be made well in advance to take
advantage is reduced rates.
4.1.2. Transportation
4.1.2.1 When air travel is utilized, the amount shall not be more than
the standard “coach” fare. To save costs, round trip tickets
should be purchased unless other means of transportation of
benefit to the City are available. Purchases should be made
well in advance to take advantage of reduced rates. Typically
this time period is 21 days before departure but may vary from
courier to courier.
4.1.2.1.1. The cost of airport parking will be reimbursed.
EXHIBIT A
RESOLUTION NO. 06-6901
PAGE FOUR
4.1.2.1.2. The cost of taxi, airport pick-up services and
transit tokens or passes will be reimbursed.
4.1.2.2.When the use of a personal vehicle is utilized, mileage for
travel outside a 20 mile radius from City Hall will be
reimbursed at the Internal Revenue Service (IRS) established
rate of reimbursement. This rate may change from year-to-
year. Reimbursement of mileage shall not exceed the cost of
standard “coach” airfare unless air services are not available
or it poses an undue burden on the traveler.
4.1.2.2.1. Related parking fees are allowable travel
expenditures.
4.1.2.3.Use of a rental vehicle will be provided only when there is no
other transportation available or when transportation is
required while at the destination site and no other reasonable
means are available.
4.1.2.3.1. The rate of a rental vehicle will be the cost of a mid-
size sedan.
4.1.3. Hotel accommodations
4.1.3.1 .Whenever possible, the City’s credit card should be utilized for
lodging. Reservation deposits should be requested well in
advance of travel as appropriate.
4.1.3.2.If the lodging is in connection with a conference or organized
educational activity conducted in compliance with subdivision
(c) of Section 54952.2 of the Government Code, including, but
not limited to, ethics training required by Article 2.4
(commencing with Section 53234 of the Government Code),
lodging costs shall not exceed the maximum group rate
published by the conference or activity sponsor, provided that
lodging at the group rate is available to the member of a
legislative body at the time of booking. If the group rate is not
available, the member of the legislative body shall use
comparable lodging that is consistent with the requirements of
subdivisions (c) and (e).
4.1.3.3 Personal charges are the responsibility of the traveler except
as provided below.
4.1.3.3.1. No more than two personal phone calls at a
combined charge of $25 may be charged per day.
EXHIBIT A
RESOLUTION NO. 06-6901
PAGE FIVE
4.1.3.2.2. Internet access charges are allowed for City
business.
4.1 .3. Meals
4.1.4.1. Whenever possible, meals which are hosted or otherwise
provided as part of the conference package should be
utilized to save costs.
4.1.4.2. Reasonable meal expenditures may be incurred. Since the
cost of meals can vary significantly destination to
destination, the traveler must exercise due diligence when
incurring meal costs.
4.1.4.3.A general guideline of a maximum reimbursable amount of
$65 dollars per day may be used. $12 for breakfast, $18
dollars for lunch and $35 for dinner. This does not establish
a per-diem reimbursement rate, only a maximum
reimbursable amount.
4.1 .4.4 Alcoholic beverages are not an allowable expenditure.
4.1.5. Incidental expenditures shall be reimbursed provided there is a direct
City business relationship.
4.2.A travel advance may be requested at least two weeks prior to the date of
travel. The check will be made payable to the traveler and will be available the
Friday immediately proceeding the date of departure.
4.3 Upon return, a TRAVEL, CONFERENCE AND MEETING EXPENSE
SUMMARY FORM must be completed and submitted to the Director of Finance
for approval within 60 calendar days after returning from the business trip.
4.3.1 The SUMMARY FORM shall reflect a expenditures incurred regardless
of method of payment. For credit card usage, receipts need not be
attached to the SUMMARY FORM and should be attached to the credit
card transaction log. All other expenditures shall be accompanied by a
receipt,