BACKGROUND:
On February 26, 2014, the City Council adopted the City Council Policy Manual explaining the role of the City Council and outlines various policies pertaining to the City Council. From time to time, the Policy Manual has been revised and readopted, specifically on May 23, 2018, October 24, 2018, and August 25, 2021.
DISCUSSION:
Two recent actions have occurred requiring updating of the City Council Policy Manual.
First, on April 12, 2023, the City Council adopted a new five-year Strategic Plan revising the City’s Values Statement and established a new Vision Statement. Staff is proposing updating pages 5 and 6 of the manual to include the updated Values Statement and new Vision Statement.
Second, on April 13, 2023, the City Manager approved an updated travel administrative policy (HR-AP 16 Reimbursement for Travel, Training, and Vehicle Use Policy). The policy formalizes the procedures for travel expenses and reimbursing city employees for training, travel, meetings and out of pocket expenses incurred while on official business.
The policy is also intended, in relevant parts, to cover requests for reimbursement from the City’s elected officials. Certain provisions of the policy are not applicable to the elected officials so staff is recommending the City Council Policy Manual be amended to clarify the provisions that do not apply to the City’s elected officials.
Staff recommends the City Council Policy Manual, Section 2.07.060 Council Travel Policy, be updated to state (underlined section).
2.07.060 COUNCIL TRAVEL POLICY.
All trips and meetings by individual council members not funded specifically in the City Budget shall be taken only following approval by a majority of the Council for the trip or meeting. Reimbursement or use of city credit cards for all travel and meeting expenses incurred by council members shall be in accordance with the City’s currently adopted Reimbursement for Travel, Training, and Vehicle Use Policy (HR-AP 16) located within the Fiscal Procedures Manual, pursuant to AB1234.
This policy, in relevant parts, is also intended to cover requests for reimbursement from the City’s elected officials (Mayor, Mayor Pro Tem, Councilmembers and Treasurer) and to satisfy the requirements of Government Code section 53232.2. The City’s elected officials are not, under the law, eligible for certain benefits only provided to City employees under the Travel and Reimbursement Policy; these include the following:
- Job Training
- Compensable Time
- Travel Time
- Travel Advances
Elected officials having questions regarding eligibility for any specific category of reimbursement or benefit should direct their inquiry to the City Manager or City Attorney.
FISCAL IMPACT:
There is no fiscal impact resulting from these proposed policy changes.
FIVE-YEAR STRATEGIC PLAN:
Goal C: Fiscal Stability and Sustainability
Objective: Cathedral City has economically prospered by facilitating the investment of private dollars in high quality development which benefits the community. We remain financially solvent by instituting prudent fiscal policies and transparent financial practices.