Agenda #: 7.2
Meeting Date: July 16, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: CITY COUNCIL TRAVEL, EXPENSE AND REIMBURSEMENT POLICY REVISIONS.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
A. Adopt Resolution No. 2024-32, approving City Council Policy 2024-01, Travel, Expense and Reimbursement Policy; and
B. Adopt Resolution No. 2024-33, amending the Compensation and Benefits Plan, Schedule G.
FINANCIAL IMPACT:
None.
BACKGROUND:
Over the years, the City Council has adopted various Council Policies, many dating back to early cityhood. These policies also require periodic review and updating. The Travel, Expense and Reimbursement Policy was established by the City Council on March 21, 2006. The Policy was subsequently revised on March 4, 2008, and was last revised on October 7, 2014 with the adoption of City Council Resolution No. 2014-40 (Attachment 5). The Travel, Expense and Reimbursement Policy is also intended to comply with Government Code Sections 53232.2 and 53232.3 for reporting and reimbursement of business expenses to City Council Members and other City Officials (Attachment 6).
Comprehensive updates to the current Travel, Expense and Reimbursement Policy F-5 are proposed which include reformatting the existing policy to the most recent policy format, updating language throughout, and making other non-substantive changes.
Proposed changes that are more substantive in nature are highlighted below.
On July 1, 2024, the City Council Policy Review Subcommittee, comprised of Mayor Pro Tem Teng and Council Member Chou, reviewed and recommended approval of the proposed revised Policy to the City Council.
The attached Resolution and City Council Travel, Expense & Reimbursement Policy 2024-01 (Attachments 1 and 2) are intended to replace in its entirely City Council Policy F-5 and rescind Resolution No. 2014-40. The attached Resolution amending the Compensation Plan (Attachments 3 and 4) will update reference to the Technology Stipend for City Council Members.
ANALYSIS:
The proposed Travel, Expense and Reimbursement Policy is intended to replace the current City Council Policy F-5. The new Policy has been reformatted with updated language, layout, numbering scheme and other non-substantive changes consistent with the most recent policy formats.
The following table highlights the more substantive changes proposed in the revised Policy, and includes a cross reference to the existing Policy sections for comparison purposes:
New Section Proposed Changes Existing Section
Ref.
2. Definitions New section added with key
definitions.
N/A
4.1.3 - Employees Travel Authorization Form to be
approved by Department
Director for in-state budgeted
travel rather than CM. Out-ofstate or non-budgeted travel requires CM approval.
Removes reference to approval
45-days prior and is required
prior to incurring any travel
expenses.
3B
4.1.4 – International Travel Added international travel for employees also subject to City
Council approval.
15 4.2.2 – Automobile For those that receive an auto
allowance, added clarification on
how milage reimbursement is
calculated for extraordinary
travel beyond a 60-mile radius
from City Hall. Applies to both to
and from trips in each direction.
4A
4.2.3 – Air Travel Updated to include economy/
coach class or equivalent lowest
class of seating.
4B
4.2.4 – Ground
Transportation
Updated to include ride sharing
services and public
transportation expenses.
4D
4.2.5 – Car Rental Removed reference to separate
approval from CM. Covered as
part of the Travel Authorization
Form.
4C
4.2.6 – Parking and Tolls Expanded from just airport
parking to parking in general,
including any tolls.
4E
4.2.7 – Meals Same amounts established in
original Policy in March 2006.
Revised the daily per diem rates
for each meal:
Breakfast $15
Lunch $20
Dinner $35
to a cumulative amount of
$75/day for all meal expenses,
including tax and reasonable
gratuities.
6A
Existing Section 7,
Communications
This section has been deleted.
Long time practice to provide
Council Technology Stipend.
Added reference in
Compensation Reso. Increase
amount from $43.25 to
$50/month for consistency.
7 4.3.1.4 Unauthorized
Expenses
Added “guests” in the list of
unauthorized expenses.
9D
4.4 - Advances Eliminates cash advances for
per diem expenses.
8 4.5.5 – Violations Added clarifying language that
the City Council is responsible
for imposing any actions on
individual City Council members
and Appointed officials, and City
Manager is responsible for
imposing any actions on City
employees, for violations of the
Policy.
17 4.5.5 - Violations Removes reference to Civil
penalties. Covered under
Prosecution for misuse of funds
in Section 4.5.5.4
17D
It is therefore recommended that the City Council approved the revised Travel, Expense and Reimbursement Policy and the Amended Schedule G to the City’s Compensation and Benefits Plan.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 7.2.a Resolution No. 2024-32 Travel Expense Reimbursement Policy
2. 7.2.b Exhibit A - Travel Expense Reimbursement Policy 2024-01
3. 7.2.c Resolution No. 2024-33 Amending Compensation Plan
4. 7.2.d Exhibit A - Benefit Matrix 2024-25 Schedule G Amendment Effective July 16, 2024
5. 7.2.e F-5 Travel Expense & Reimbursement Policy 2014
6. 7.2.f Gov Code Sections 53232.2 and .3