Item No. 8.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: JUDDY MONTENEGRO, INTERIM ASSISTANT TO THE CITY MANAGER DATE: MARCH 24, 2026
DISCUSSION REGARDING CITY COUNCIL COMPENSATION AND MONTHLY SUBJECT: REIMBURSEMENT OF CITY COUNCIL BUSINESS RELATED EXPENSES
EXECUTIVE SUMMARY
The City Council will receive a report regarding City Council Compensation and monthly Reimbursement of City Council business related expenses, and provide staff direction.
RECOMMENDATION
That the City Council:
Receive a report regarding City Council Compensation monthly Reimbursement of City Council business related expenses and provide staff with direction.
BACKGROUND
In 1987, Ordinance No. 858 (Authorizing the Reimbursement of Certain Minimum Expenses Incurred by Each Member of the City Council) established a monthly reimbursement amount of certain expenses for City Councilmembers at the following amounts: $430 (Mayor), $365 (Council member), and stated these amounts were to automatically adjust each year according to the percentage change in the Los Angeles -Long Beach -Anaheim, All Urban Consumers, Consumer Price Index (CPI). These expenses may include gas mileage from operating a personal automobile, telephone calls, stationery, additional meals away from home, minor entertainment expenses and other similar expenses incurred in connection with the duties as a member of the City Council. In addition, each member of the City Council is to be reimbursed for any other costly expenses incurred by him or her in connection with his or her duty as a member of the City Council upon presentation to the City of an itemized statement.
In 1996, the City Charter was approved by the voters, and included section 502. Compensation, which states "The members of the City Council 1. shall receive no compensation for their services as such, 2. but shall receive reimbursement on order of the City Council for council authorized traveling and other expenses when on official duty. 3. In addition, members shall receive such reasonable and adequate amounts as may be established by ordinance, which amount shall be deemed to be reimbursement to them of other out-of-pocket expenditures and costs imposed upon them by virtue of their serving on the City Council." While Ordinance No. 858 addressed out - of -pock expenditures, the City had yet to adopt a Travel Expense Policy for City Officials.
In response to AB 1234, the City Council adopted Resolution No. 06-6901, Travel, Conference, and Meeting Expense Policy, in February 2006. This Policy established guidelines for travel, attendance at conferences, training, meetings and other City business for City employees and City Councilmembers. Following the adoption of the Travel, Conference, and Meeting Expense Policy, the City adopted Ordinance No. 06-1186 that increased the monthly reimbursement amounts to $743.96 (Mayor), $631.40 (Councilmember) per Month, and maintained the automatic CPI adjustment per year thereafter.
In April 2025, The Travel, Conference and Meeting Expense Policy was updated to modernize language and update eligible expenses, such as the use of ride -share apps. Through the Travel policy, Councilmembers are reimbursed for all businesses related -expenses in relation to travel, conference, and meeting attendance. This can include hotel accommodation, meals, event registration, transportation (mileage, airfare, taxi, ride -share app services), etc.
ANALYSIS
At the January 14, 2025 City Council meeting, Councilmember Trujillo requested staff research City Council compensation in other cities, including phone allowance and vehicle mileage. Staff gathered the following information based on data received from other surrounding cities.
Separate Travel
Policy that
Monthly
Monthly
Total Monthly
reimburses for
City
Monthly
Monthly
Auto
Cell Phone/
Compensation
Travel out side of
Stipend/Salary
Reimbursement
Technology
or
Allowance
Allowance
Reimbursement
Monthly
Reimbursements/
Allowances/Stipend
Bellflower
$1 729.61
No
No
No
$1,729.61
Yes (Citywide)
(Charter)
Bell
Gardens
$739.63
No
$650
$250
$1,639.63
Yes
(General
Law)
Cerritos
(Charter)
$2,010.03
Unknown
No
No
$2,010.03
Unknown
$150
Commerce
(Successor
(General
$2,008.22
$500
$1,000
$3,658.22
Unknown
Law)
Agency
Meeting)
La Mirada
(General
$1,000.53
No
No
No
$1,000.53
No
Law)
Lakewood
(General
$1,686
No
$635
No
$2,321
Yes
Law)
Lynwood
(General
$975
No
$250
$250
$1475
Yes (Citywide)
Law)
Maywood
(General
$997.50
No
No
$40
$1,037.50
Yes (Citywide)
Law)
Norwalk
City
(General
$950.91
No
$500
provides
$1,450.91
No
Law)
cell phone
Paramount
(General
$1,061.33
No
$185
No
$1,246.33
Yes
Law)
Pico
Rivera
$1,685.38
No
$250
$100
$2,035.38
Yes
(General
Law)
Santa Fe
Springs
$1,019.37
Unknown
$500
$150
$1,669.37
Unknown
(General
Law)
South
Gate
(General
$1,900
No
$500
$100
$2,500
Yes (Citywide)
Law)
Vernon
$2,720
No
No
No
$2,720
Unknown
(Charter)
Whittier
$0
$676.80
No
No
$676.80
Unknown
(Charter)
Average
$1,365.57
$264.67
$126
$1,811.35
Mayor -
$1,270.44
Mayor -
Downey
$1,270.44
(Charter)
$0
Council-
No
No
Yes
$1,078.22
Council -
$1,078.22
In recent years, there has been conversation throughout the State regarding city council compensation. Senate Bill (SB) 329 was signed in June 2023, and it increased maximum monthly compensation for city council members in California's general law cities (Downey is a Charter City), effective January 1, 2024. It adjusted pay scales that had been stagnant since 1984, setting new maximums based on city population (from $950 to $3,200 per month).
Salaries can also increase annually based on the California CPI or 5% per year, whichever is greater, but the increase is capped at 10% per year.
As mentioned above, the City Council's reimbursement amount has not received formal adjustment by the City Council since 2006. Since that time, the reimbursement amount has been adjusted annually by the CPI for the area. While the Council does not receive compensation under the Charter, a reimbursement process provides a mechanism to ensure that using personal income is not necessary to serve on the Council. As there is no formal evaluation of the general or out-of-pocket reimbursement amount, it is really left to the Council's determination on whether the reimbursement amount, which is used to capture hard to evaluate and track expenses, is adequately providing reimbursement to the Council. As a result, it is left to the Council to discuss among itself whether this category should be adjusted outside of the regular annual increases. The amount of the change and any implementation schedules are under the discretion of the City Council.
Following the City Council's discussion regarding the survey and other pertinent information, staff is seeking City Council's direction on any desired next steps. It should be noted that a request related to changing/increasing any salary, stipend, or other such compensatory allowances would need to go before voters as it requires a change to the City Charter. A request to amend the current monthly reimbursement amount would require an adoption by Ordinance at a future meeting.
CITY COUNCIL PRIORITIES
Fiscal Responsibility
FISCAL IMPACT
There is no fiscal impact associated with this report; however, depending on City Council direction, there could be an impact to City expenditures.
Attachments
TravelOrdinance No. 06-1186 Reimbursement of City.Qouncil Expgnses.pdf Resolution No. 06-6901 Travel, Conference and Meeting-Lxpjanse Policy -P-d-f Policy+ s
Ordinance•
ORDINANCE NO. 06-1186
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF DOWNEY
AUTHORIZING THE REIMBURSEMENT OF CERTAIN MINIMUM EXPENSES
INCURRED BY EACH MEMBER OF THE CITY COUNCIL AND SUPERSEDING ORDINANCE NO. 858.
WHEREAS, the Section 502 of the Charter of the City of Downey states: "The members of the City Council shall receive no compensation for their services as such, but shall receive reimbursement on order of the City Council for Council authorized traveling and other expenses when on official duty. In addition, members shall receive such reasonable and adequate amounts as may be established by Ordinance, which amount shall be deemed to be reimbursement to them of other out-of-pocket expenditures and costs imposed upon them by virtue of their serving on the City Council."; and
WHEREAS, the City Council has adopted a Travel, Conference and Meeting Expense Policy to comply with the applicable provisions of Assembly Bill No. 1234 and is intended to cover the reimbursement for authorized traveling and other expenses when on official duty; and WHEREAS, as authorized by the second sentence of Section 502 of the Charter of the City of Downey, the City Council adopted Ordinance No. 858 which established a monthly amount to be paid to each Council Member and the Mayor and pursuant to Ordinance No. 858 each Council Member now receives $631.40 per month and the Mayor receives $743.96 per month for reimbursement of minimum expenses incurred in connection with the duties as a member of the City Council; and
WHEREAS, it is the desire of the City Council to comply with the provisions of Assembly Bill No. 1234 and bring about consistency with Section 502 of the Downey City Charter.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES ORDAIN AS FOLLOWS:
SECTION 1. Consistent with the second sentence of Section 502 of the Charter of the City of Downey, Ordinance No. 858 and Section 2102 of the Downey Municipal Code, each member of the City Council shall continue to receive $631.40 per month and the Mayor shall continue to receive $743.96 per month for reimbursement to them of other out-of-pocket expenditures and costs imposed upon them by virtue of their serving on the City Council. This amount shall continue to be adjusted in accordance with Section 2102 of the Downey Municipal Code.
SECTION 2. Except as otherwise set forth in this Ordinance, Ordinance No. 858 and Section 2102 of the Downey Municipal Code shall continue to be in effect.
SECTION 3. This Ordinance shall take effect thirty (30) days after the date of its adoption, and prior to the expiration of fifteen (15) days from the passage thereof, the Ordinance or a summary thereof shall be posted or published as may be required by law, and thereafter the same shall be in full force and effect.
ORDINANCE NO. 06-1186
PAGE TWO
SECTION 4. The City Clerk shall certify to the adoption of this Ordinance and cause the same to be published in the manner prescribed by law.
APPROVED AND ADOPTED this 28th day of February, 2006.
MEREDITH H. PERKINS
MEREDITH H. PERKINS, Mayor
ATTEST:
KATHLEEN L. MIDSTOKKE
KATHLEEN L. MIDSTOKKE, City Clerk
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES) ss:
CITY OF DOWNEY )
HEREBY CERTIFY that the foregoing Ordinance No. 06-1186 was introduced at a regular meeting of the City Council of the City of Downey held on the 14th day of February, 2006, and adopted at a regular meeting of the City Council of the City of Downey held on the 28th day of February, 2006, by the following vote, to wit:
AYES:
5 Council Members:
Bayer, Cartozian, Gafin, Trejo, Mayor Perkins
NOES:
0 Council Member:
None
ABSENT:
0 Council Member:
None
ABSTAIN:
0 Council Member:
None
FURTHER CERTIFY that a Summary of the foregoing Ordinance No. 06-1186 was published in the Press -Telegram, a newspaper of general circulation in the City of Downey, on February 18, 2006 (after introduction), and on March 3, 2006 (after adoption, including the vote thereon). It was also posted in the regular posting places in the City of Downey on the same dates.
KATHLEEN L. MIDSTOKKE
KATHLEEN L. MIDSTOKKE, City Clerk
RESOLUTION 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 service; 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 14th day of February, 2006.
" 4
:7�otr� �� (
M REDITH H. PERKINS, Mayor
ATTEST;
KATHLEEN L. N4 STOKKE, City Clerk
I -HEREBY CERTIFY that the foregoing Resolution No. 06-6901 was adopted at a regular meeting cif the City Council of the City of Downey held on the 141h day of February, 2006, by the following vote, to wit;
AYES: 5 Council Members: Bayer, Cartozian, Gafin, Trejo, Mayor Perkins NOES: 0 Council Member None
ABSENT: 0 Council Member: None
ABSTAIN: 0 Council Member: None
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. AUTHORITY. Approved by City Council Resolution No. 06-6901 dated February 14,' 2006.
1 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 eligible 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
4.1.2.12. 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.01-6901
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 all 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.
ADMINISTRATIVE REGULATIONS
OFFICE OF THE CITY MANAGER
Issued:
Revised:
Revised:
Number: 322
Sections: 1-5
Effective Date: April 10, 2025
SUBJECT: TRAVEL, CONFERENCE AND MEETING EXPENSE
January 1, 2006
February 3, 2025
April 10, 2025
PURPOSE. The purpose of this Administrative Regulation is to establish a policy and related guidelines for travel, attendance at conferences, training, meetings and other City business for which the City derives benefit by the attendance of any and all City Representatives travelling in an official capacity on behalf of the City.
2. AUTHORITY. Section 604 (h) of the City Charter
3. APPLICATION. This Administrative Regulation applies to any and all City representatives (City Representatives), including employees, members of the City Council, and other individuals as designated by the City.
4. POLICY. The City of Downey recognizes the value of attendance by City Representatives at professional conferences, seminars, trainings, and other meetings that enhance the City's ability to serve the public and advance the City's mission, vision, and values for the benefit of the community. Therefore, City Representatives will receive reimbursement, or have direct payments made on their behalf, of appropriate expenditures incurred while on approved and authorized City business.
The establishment of procedures for reimbursement and compensable expenses for City representatives with reasonable limits assures a prudent and responsible use of public funds. This policy does not address every issue or contingency that may arise during City travel. Accordingly, the basic standard should prevail is to exercise good judgment in the use and stewardship of public funds.
5. PROCEDURES.
5.1 To the fullest extent possible, direct payments will be made for the following expenditures subject to the limitations set forth.
5.1.1 Registration fees
5.1.1.1 Registration should be made well in advance to take advantage is reduced rates.
CITY OF DOWNEY, CALIFORNIA
Administrative Regulation No. 322
Page Two
5.1.2 Transportation
5.1.2.1 When air travel is authorized, the amount shall not be more than the standard "coach" fare. To save costs, round trip tickets should normally be purchased unless it is to the benefit of the City that other means of return are available. Additionally, purchases should be made well in advance to take advantage of reduced rates.
5.1.2.2 Travel to and from the airport, hotel, and other City related activities will be reimbursed when travel is via personal vehicle (subject to the City's Mileage Policy), taxi, ride sharing, or airport pick-up services. The cost of airport parking will also be reimbursed.
5.1.2.3 When the use of a personal vehicle is authorized, mileage 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, together with applicable travel costs to and from the airport and destination, unless air services are not available or it poses an undue burden on the traveler.
5.1.2.4 Related parking fees are allowable travel expenditures, provided a receipt for such expense is rendered
5.1.2.5 Monthly auto allowance is provided to various individuals.
5.1.2.6Individuals not receiving auto allowance and travel beyond a 20- mile radius of City Hall, will be reimbursed at the established IRS rate of mileage reimbursement.
5.1.2.7 Travel in City vehicles may be authorized for City employees except for those receiving an auto allowance. When applicable, all fuel, oil, repairs and other necessary costs incurred in route must be documented, retained and submitted for reimbursement. If possible, the City's credit card should be utilized for these costs.
5.1.2.8 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.
The rate of a rental vehicle will be the cost of a mid -size sedan.
Administrative Regulation No. 322
Page Three
5.1.3 Hotel accommodations
5.1.3.1 Overnight travel shall be authorized for business activities greater than 30 miles from Downey City Hall.
5.1.3.2 Overnight travel shall be coordinated and arranged through each Departments designated representatives. For the City Council, the City Manager's Office shall coordinate and arranged travel plans to ensure consistency and streamlining of the process.
5.1.3.3 The City's credit card should be utilized for lodging when in connection with City business. Reservation deposits should be requested well in advance of travel as appropriate.
5.1.3.4If lodging is in connection with a conference or other organized activity, lodging costs shall not exceed the maximum group rates published by the conference or activity sponsor, providing that lodging at the group rate is available at the time of booking. If lodging is not available in connection with a conference or other organized activity, the City will pay the rate of lowest average season price for hotel stays in the area.
5.1.3.5 The City will pay the cost of lodging at the single occupancy rate.
Any additional cost for family members in accompaniment shall not be paid by the City. In situations where the hotel does not differentiate between single and double occupancy, the full accommodation will be paid in the event of a single family member accompanying the traveler.
5.1.3.6 Personal charges are the responsibility of the traveler. This includes the cost of in -room service snacks, commonly referred to as an "honor's bar", and in -room movies.
5.1.3.7 When an additional charge is imposed for City business -related internet/broadband access, the charge may be reimbursed.
5.1.4 Employee Meals — Per Diem Allowance
5.1.4.1 Whenever possible, meals which are hosted or otherwise provided as part of the conference package should be utilized.
5.1.4.2 All City Representatives traveling out-of-town that require overnight stays are deemed to be on a "per diem" plan in accordance with the U.S. General Services Administration (GSA).
Administrative Regulation No. 322
Page Four
5.1.4.3 Receipts are not required for meals and incidental expenses (M&IE) reimbursed as part of the per diem allowance.
5.1.4.4 At the time of this Policy update, the current per diem amount is $86 dollars per day ($22 for breakfast, $23 for lunch, $36 for dinner, and $5 for incidental expenses). The per diem amount is subject to change annually per the GSA Per Diem Rate Schedule.
5.1.4.5 Meals for guests in attendance are the responsibility of the individual.
5.1.4.6 Business Meetings Meals must follow the GSA Per Diem Rate schedule as outlined above. Documentation supporting the purposes of the business meeting meal must be provided.
5.1.4.7 To obtain the Per Diem Rate Allowance, a TRAVEL, CONFERENCE AND MEETING EXPENSE SUMMARY form must
be completed and submitted for approval within 15 working days after returning from the business trip. An employee may request to have the Per Diem Rate Allowance in advance of the business trip, but a completed TRAVEL, CONFERENCE AND MEETING
EXPENSE SUMMARY form must be submitted to the Finance
Department at minimum of 15 working days before the business trip to allow enough time for processing.
5.1.5 International and Out of State Travel for Business Purposes
5.1.5.1 Out of State Travel for City employees must be approved by the Department Director.
5.1.5.2 Out of State Travel for Department Heads must be approved by the City Manager.
5.1.5.3 International Travel for City employees must be approved by the City Manager.
5.1.5.4International for City Council members must be approved by the City Council at a City Council meeting. Out of State Travel for City related purposes is pre -authorized for City Council members.
5.2 Non -Reimbursable Expenses
5.2.1 Personal entertainment and sightseeing
5.2.2 Political lobbying groups, organizations, educations trips, fundraising dinners or parties
Administrative Regulation No. 322
Page Five
5.2.3 Non -mileage automobile expenses, including traffic citations
5.2.4 Guest expenses
5.2.5 Personal losses or items of theft incurred while on City business 526 Any other purely personal expenditures
5.2.7 Alcoholic Beverages
5.3 Travel Advance
A travel advance may be requested at least three 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.
5.3.1 No advance will be authorized in an amount less than one hundred dollars ($100).
5.3.2 Any unused advance must be returned within 15 business days of the traveler's return.
5.4 Expense Reports
Upon return, a TRAVEL, CONFERENCE AND MEETING EXPENSE SUMMARY form must be completed and submitted for approval within 15 working days after returning from the business trip.
5.4.1 In order to qualify for reimbursement, expense summaries must be accompanied by documentary evidence, such as a receipt, invoice, credit card statement, or bill. If traveler cannot produce documentary evidence, they will not be reimbursed. The exception are meals expenses which must comply with the section 5.1.4 Employee Meals — Per Diem Allowance.
5.4.2 Employees shall submit the SUMMARY FORM to the Department Head or City Manager, as applicable, for approval. City Council members shall submit their SUMMARY FORM to the Executive Secretary for processing.
5.4.3 The Executive Secretary, Department Head or City Manager, or his or her designee shall submit the form to the Director of Finance for approval.
5.4.4 The Director of Finance, or his or her designee, shall review all forms and documentary evidence and compliance with this policy. Any disputed costs will be reviewed by the City Manager, his or her designee, who shall make final determination as to whether reimbursement will be made.
Administrative Regulation No. 322
Page Six
5.4.5 All documents related to reimbursable City expenditures are subject to disclosure under the California Public Records Act.
5.5 This Administrative Regulation will be superseded when grant or other special funds designated specifically for travel, conferences, training and meeting conflict with this policy. Examples include, but are not limited to, Peace Officer Standards & Training (POST) and Independent Cities Risk Management Authority (ICRMA).
5.6 This policy shall be used in conjunction with the following Administrative Regulations:
5.6.1 Administrative Regulation No. 303-Mileage
5.6.2 Administrative Regulation No. 312-Personal Expense Advance and Request for Reimbursement
5.6.3 Administrative Regulation No. 317-City Credit Card Usage
5.7 Unauthorized or inappropriate use of this policy by City employees may result in the suspension of travel privileges and may also result in disciplinary action up to and including termination.
April 10, 2025
Roger Bradley Date
City Manager
ORDINANCE NO. 858
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF DOWNEY
AUTHORIZING THE REIMBURSEMENT OF CERTAIN MINIMUM EXPENSES INCURRED BY EACH MEMBER OF THE CITY COUNCIL AND REPEALING ORDINANCE NO. 774 THE CITY COUNCIL OF THE CITY OF DOWNEY DOES ORDAIN AS FOLLOWS:
SECTION 1. The City Council does hereby find, determine, and declare that each member of the City Council of the City of Downey of necessity incurs �. certain minimum expenses which are difficult to itemize and report, such as gasoline, depreciation, and other expenses of operating a personal automobile, telephone calls, stamps and stationery, additional meals away from home, minor entertainment expenses and other similar expenses incurred in connection with the duties as a member of the City Council; that it is impractical, if not impossible, to account for these expenses each month; that the minimum amount of such expenses incurred by any member of the City Council on a monthly average is a sum of $365 per month.
SECTION 2. The City Council does further find and determine that the Mayor of necessity does incur additional expenses of the kind described in Section 1 hereof and that the minimum amount of such additional expenses incurred on a monthly average is the sum of $65 per month.
SECTION 3. That each member of the City Council be reimbursed for the expenses mentioned in Section 1 of this Ordinance in the sum of $365 per month and that the Mayor be reimbursed $430 per month at the close of each calendar month, and that in addition, each member of the City Council be reimbursed for any other and extraordinary expenses incurred by him in connection with his duty as a member of the City Council upon presentation to the City Council of an itemized statement therefor.
SECTION 4. The City Council does further declare and ordain that the reimbursement of certain minimum expenses incurred by the Mayor and each Council Member shall be automatically adjusted on August 1st of each year, equivalent to the percentage change in the Los Angeles -Long Beach -Anaheim, All Urban Consumers, Consumer Price Index for the prior twelve (12) month period ending on May 30th.
SECTION 5. Ordinance No. 774 is repealed.
SECTION 2. The City Clerk shall certify to the adoption of this Ordinance and cause the same to be published in the manner required by law.
ATTEST:
APPROVED AND ADOPTED this 25th day of August 1987•
Diane P. Boggs, Mayor
J oun , City C1
I HEREBY CERTIFY that the foregoing Ordinance No. 858 was introduced at the Regular Meeting of the City Council of the City of Downey held on the llth day of August , 1987, and adopted at a regular meeting of the City Council of the City of Downey held on the 25th day of August 1987, by the following vote, to wit:
AYES: 5 COUNCIL MEMBERS: Barb, Cormack, Santangelo, Paul, Boggs NOES: 0 COUNCIL MEMBERS: None
ABSENT: 0 COUNCIL MEMBERS: None
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Jen o 'ng C1 er