Camarillo City Council
AGENDA REPORT
Date: April 24, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Carmen Nichols, Assistant City Manager
Subject: Policy 1.03 Reimbursement of Travel and Expenses for Elected and Appointed Officials
BACKGROUND
City Council Policy 1.03 outlines the reimbursement of expenses incurred by elected and appointed officials in the performance of City business. The policy identifies eligible activities, authorized expenses, and reporting requirements.
On July 27, 2023, City staff presented this item to the Policy Committee. The committee requested that staff survey neighboring cities and provide sample policies to help guide their recommendations.
On February 1, 2024, staff presented the findings of the research. The committee requested that staff provide draft redline modifications to the existing policy.
On April 3, 2024, staff presented the draft redlines to the committee, who reviewed all changes thoroughly and provided feedback, adding several modifications to the language. The committee requested that the recommendations be forwarded to the City Council for approval.
DISCUSSION
To provide greater clarity on eligible activities and authorized expenses, staff drafted the following amendments to Policy 1.03 based on the committee’s feedback:
1. Section (A)(4): include language regarding attendance as an official city representative to various functions, and eligible reimbursement for attendance at these events.
2. Section (A)(6): this section provides guidance on how many events councilmembers may attend per fiscal year.
Policy 1.03 Reimbursement of Travel and Expenses Elected and Appointed Officials April 24, 2023
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3. Section (C): provides further clarification to the items that are not eligible for reimbursement, including political contributions, alcohol, the personal portion of any trip, or any expenses disallowed for reimbursement by law.
4. Section (F): outlines the potential outcomes to any violation of this policy or other applicable laws. The section references California Government Code Section 8314, which states that any person who intentionally or negligently violates this section is liable for a civil penalty not to exceed one thousand dollars ($1,000) for each day on which a violation occurs, plus three times the value of the unlawful use of public resources.
The amendments made were thoroughly reviewed by the Policy Committee throughout three different committee meetings. Staff reviewed policies from three different cities (City of Westlake, City of Thousand Oaks, and City of Agoura Hills) to obtain an understanding of the industry standards around travel reimbursement for elected officials.
FISCAL IMPACT
There is no budget impact as a result of this action.
RECOMMENDATION
Approve the amendments made to City Council Policy 1.03 Reimbursement of Travel and Expenses for Elected and Appointed Officials.
ATTACHMENTS
1. Policy 1.03 Reimbursement of Travel and Expenses for Elected and Appointed Officials (Draft)
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None