CITY COUNCIL REIMBURSEMENT POLICY
Mark Vanni, Assistant City Attorney
Chantal Cotton Gaines, Deputy City Manager
December 16, 2024 www.cityofpaloalto.org
Recommendation is from the Policy and Services Committee Committee Recommended Action: Adopt a Policy to Reimburse Council Members up to $2,000/year for Technology Resources and Expenses Funding Source: City Council Contingency
Background: This was a referral from Council to Policy and Services during the Council Procedures and Protocols Handbook Discussion
POLICY RECOMMENDATION
2 STATE LAW REQUIREMENTS
Direct stipends not feasible due to City Charter salary limits incorporating State law Governed by California Government Code Sections 53232.2 and 53232.3:
o Written policy specifying eligible expenditures for actual and necessary expenses o Expense reports, receipts, and subject to Public Records Act 3 PROPOSED POLICY: AUTHORIZED EXPENSES
Technology Purchase Reimbursement
o Includes computers, tablets, software, and subscriptions services (e.g., internet, Zoom, etc.)
o 100% reimbursement for exclusive official use; 25% for mixed use 4 PROPOSED POLICY: AUTHORIZED EXPENSES
Cellular Phone Usage
o 25% of monthly costs reimbursed
Other necessary expenses not mentioned in the policy require Council approval Up to $2,000 per Council Member each calendar year from budgeted Council Contingency Funding
5 REPORTING REQUIREMENTS
Submit with documentation within 60 days of incurring expense Reports are subject to audits and Public Records Act
Approved reimbursements are to be processed within 30 days 6 Recommendation from the Policy and Services Committee:
Adopt the attached policy authorizing Council Members to receive reimbursement, up to $2,000 per calendar year (taken from the City Council Contingent Account funding), for technology resources or other actual and necessary expenses incurred in the performance of official City duties. Upon adoption, this policy will be incorporated to the Council’s Procedures and Protocols Handbook.
POTENTIAL COUNCIL MOTION
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