1 TO: City Council
FROM: Ryan Smoot, City Manager
MEETING DATE: August 15, 2023
SUBJECT: Authorize Reimbursement for Expenditures Submitted by Council Member Waronek Related to Mileage, Meetings, and Conferences that have been Submitted Beyond 30 days as Required by the City’s Travel and Reimbursement Policy
RECOMMENDATION
Review and, if desired, authorize the reimbursement for expenditures for travel, mileage, and other expenses that have been submitted beyond 30 days as required by the City’s Travel and Reimbursement Policy; and approve an additional appropriation to the 22/23 travel and meetings budget for these expenditures.
BACKGROUND
Resolution No. 2006-6 (Reimbursement Policy) of the City Council allows for reimbursement of City related expenditures made by public officials and City staff.
Section 11 of the policy states that “City Officials must submit their expense reports within thirty (30) days after an expense is incurred, accompanied by receipts documenting each expense. Restaurant receipts, in addition to any credit card receipts, are also part of the necessary documentation.”
Council Member Waronek is requesting reimbursement for the following City and conference related expenses submitted after the City’s 30-day policy.
List of reimbursement for approval:
January 2023 – Parking reimbursement for the Contract Cities Legislative Seminar for a total of $210.00.
February 2023 – Travel reimbursements for meetings to various locations and conferences attended at the Marriott Santa Barbara for the ICA Conference for a total of $550.96.
March 2023 – Mileage reimbursement for meetings to various locations and conferences attended at Washington D.C. for a total of $2,763.30.
Item No. 7q
CITY OF LOMITA
CITY COUNCIL REPORT
2 April 2023 – Mileage reimbursements for meetings to various locations and conferences attended at the Sacramento Hyatt for the Cal Cities Summit for a total of $1,879.24.
May 2023 – Mileage reimbursement for meetings to various locations and conferences attended at Indian Wells for the CCCA Annual Seminar and Sacramento for the SCAG Conference for a total of $2,639.21.
June 2023 – Mileage reimbursements for meetings to various locations for a total of $60.51.
OPTIONS:
1. Approve the requested reimbursements and approve an appropriation for that purpose to the City’s general travel and meetings budget.
2. Do not approve the requested reimbursements, and make no appropriations adjustments.
FISCAL IMPACT
The total amount requested for reimbursement is $8,103.22 over the 6-month period between January 2023 and June 2023 which includes the following:
1. Expenses for incidental City related travel and expenditures submitted beyond the 30- Day policy - $8,103.22.
- These funds are accounted for as part of the City’s regular travel budget, and an appropriation of an additional $4,189.00 is needed in that account for this purpose.
ATTACHMENTS
1. Mileage and Expense Reimbursement
Reviewed by: Approved by:
________ ____________________________
Susan Kamada Ryan Smoot
Administrative Services Director City Manager
Attachment No. 1