1 TO: City Council
FROM: Andrew Vialpando, City Manager
PREPARED BY: Susan Kamada, Administrative Services Director MEETING DATE: January 21, 2025
SUBJECT: Discussion and Consideration of Adopting Resolution No. 2025-05 Amending the City’s Administrative Policy on Travel and Reimbursements
RECOMMENDATION
Approve Resolution No. 2025-05 adopting the City’s Administrative Policy related to Travel and Reimbursements.
BACKGROUND
The City of Lomita is committed to the highest level of financial integrity. As prudent fiduciary stewards, City staff regularly examines its financial policies to ensure they align with industry best practices and procedures and are compliant with laws and regulations.
Adopted financial management policies are essential to carrying-out effective management of the City, establishing the framework for Lomita’s overall financial planning, fostering public confidence and achieving the following general financial goals:
• Ensure the financial integrity of the City;
• Provide an adequate financial base to sustain a sufficient level of municipal services to maintain the social well-being and physical condition of the City; • Provide and maintain essential public facilities, utilities, and capital equipment; • Enhance policy setting for and sound management of City government by providing accurate and timely information on current and anticipated financial conditions; • Protect and enhance the City’s credit ratings; and,
• Provide the financial stability needed to navigate through economic downturns, adjust to changes in the service requirements of the community and respond to other changes as they affect the City’s residents.
CITY OF LOMITA
CITY COUNCIL REPORT
Item No. {{section.number}}b
2 Although the City Manager may adopt administrative policies as needed as the City’s Chief Executive Officer pursuant to the City’s Municipal Code, City policies that have a budget impact or extend to its elected officials may require approval by the City Council.
The City approved its current Travel Policy in 2006 through the adoption of Resolution No. 2006-06. The provisions of the current policy are antiquated, and some sections no longer apply to the City due to outdated practices.
DISCUSSION:
Policies for reimbursement of travel related expenses vary from city to city. State law does prescribe some threshold standards, especially as it relates to reimbursement of city councilmember travel. State law also contains safeguard to ensure that public funds are used efficiently. This new policy aligns with industry best practices by Government Finance Officers Association (GFOA), Government Accounting Standards Board (GASB), and the Internal Revenue Service (IRS).
This proposed Travel Policy has several important updates to the travel policy.
Key Updates:
• Lodging eligibility will depend on a minimum distance or time of travel. • The City will discontinue reimbursement of meals and expenses pursuant to IRS rates. Instead, employees and City Officials will be issued per diem stipends of $55.00 per day of travel and 50% or $27.50 per day for the first and last day of travel.
• Reimbursements for prepaid expenses (i.e. airfare, conference registration, lodging, etc.) will be issued within thirty-days before or after travel is completed. • Employees and City Officials are subject to Fair Political Practices Commission Agency Disclosures related to travel paid for by other governmental or non-profit agencies.
OPTIONS
1. Approve Resolution No. 2025-05 adopting the City’s Administrative Policy related to Travel and Reimbursements.
2. Give staff alternative direction.
FISCAL IMPACT
None.
ATTACHMENTS
1. Resolution No. 2025-05
3 Prepared by: Approved by:
__________________ ____________________________
Susan Kamada Andrew Vialpando
Administrative Services Director City Manager