CITY OF
TO: Ty Lewis, City Manager
FROM: Chris Huot, Assistant City Manager
GOAL AREA: Engaged and Responsive Government
INITIATIVE: Develop organizational vision, mission, values statements to clearly communicate core beliefs of the organization that guide operational decisions, customer-centric service, and fiscal stewardship The City does not have an adopted Vision, Mission or Core Values statements. Staff is proposing the City Council in collaboration with staff and the public work to develop Vision, Mission, and Core Value statements. These statements are best practice elements of high-performing organizations. The Vision and Mission statements collectively drive the development of goals and objectives, with the core values guiding the actions of the organization. Developing and adopting these elements will enable the public, staff, and other stakeholders to fully understand what the organization will accomplish and how it will be accomplished. No supplemental budget request is necessary to accomplish this goal.
CITY OF EL PASO DE ROBLES
“The Pass of the Oaks”
Attachment 2
CITY OF
TO: Ty Lewis, City Manager
FROM: Chris Huot, Assistant City Manager
GOAL AREA: Engaged and Responsive Government
INITIATIVE: Engage with regional, state, and federal representatives to identify collaborative opportunities to advance key projects of the City; Update City's Legislative Platform; Issue RFP for legislative advocacy resources.
The City has prioritized active legislative engagement at the local, state, and federal levels to protect and enhance the interests of its residents, businesses, and visitors. The City Council and City staff undertake these activities through direct meetings with legislators and through participation with the League of California Cities and the National League of Cities. For the upcoming budget cycle, staff proposes to continue to advance these objectives, including continuing to partner with the National League of Cities and California League of Cities through membership. These costs are included in the baseline budget within the City Council budget. No supplemental allocations are necessary.
The City also adopts a Legislative Platform. The platform is a tool for the City to promote and preserve the City’s interests at the local, state, and federal levels. The document outlines the City’s position on priority issues and other topics affecting the City’s short-, mid- and long-term objectives. This Legislative Platform streamlines the City’s advocacy process and allows staff to respond, and take immediate action, on pressing legislation issues more effectively. This platform supplements the existing City Council adopted goals and policies in various documents including the City’s General Plan, approved resolutions, and various policy directives. The document is intended to be updated as necessary, but no less frequently than every two years. The adopted legislative platform is coming up on its two-year anniversary. Staff will be working to update this platform, in consultation with each City Councilmember in the coming months.
There is no direct cost associated with developing the legislative platform.
Finally, the City utilizes the services of a legislative advocacy firm to assist the City in achieving its legislative engagement objectives. The City has an existing agreement with Townsend Public Affairs (TPA).
TPA assists the City by providing regular legislative and policy updates from Sacramento and Washington DC, tracks key legislation, provides timely updates to staff on these matters, and helps coordinate and facilitate meetings with key stakeholders, including elected and appointed officials. The City’s agreement with TPA expires on June 30, 2024. Because the term of the agreement was for a maximum of two years, staff is recommending issuance of a Request for Proposal for these services for Fiscal Year 2025 and 2026.
Funding for these services are proposed to be included within the City Manager’s Office baseline budget and no supplemental funding is necessary to fund these services.
CITY OF EL PASO DE ROBLES
“The Pass of the Oaks”
Attachment 2
CITY OF
TO: Ty Lewis, City Manager
FROM: Ryan Cornell, Administrative Services Director
GOAL AREA: Engaged and Responsive Government
INITIATIVE: Complete, adopt, and implement the results from the Classification and Compensation Study
In 2023, the City entered into a professional services agreement with Baker Tilly US, LLP to conduct a Classification and Compensation Study. A classification and compensation system—which defines the types of jobs in an organization and how much those types of jobs will pay—is the framework organizations set up to make sure job classifications and employees’ compensation is fair, strategic, and competitive within a given market. This project is currently underway and anticipate the results to be presented to City Council at the end of 2024.
Following completion of the analysis, it will be prudent to evaluate and implement its recommendations since people are one of the most important pieces of making government work since the City is a serviceoriented organization. The classification and compensation system should be simple and strategic, include clear job descriptions and career paths, provide for internal pay fairness across similar types of jobs and experience levels, and be competitive within relevant markets. If it’s working, it contributes to the City’s ability to attract and retain talented, dedicated employees who can deliver the level of service City constituents deserve.
Milestones:
• Complete Study: End of 2024
• City Council Adopt Compensa�on Philosophy: Summer/Fall 2024 • Priori�ze Equity Adjustments: Beginning of 2025 and to include in Mid-Year Budget Update • Labor Nego�a�ons: Beginning in Summer 2025
CITY OF EL PASO DE ROBLES
“The Pass of the Oaks”
Attachment 2
CITY OF
TO: Ty Lewis, City Manager
FROM: Ryan Cornell, Administrative Services Director
GOAL AREA: Engaged and Responsive Government
INITIATIVE: Improve employee recruitment, retention, and recognition by implementing a range of resources, tools, policies, and programs.
People are one of the most important pieces of making government work since the City is a serviceoriented organization. As such, being able to recruit vacant and budgeted positions will more effectively enhance the services the city provides to the community. In 2023, the Human Resources Division hired or promoted 104 individuals, yet approximately 50 positions remain vacant. Not only does the City need to focus on recruitment, but retention is also just as important since high turnover rates can affect the City’s long-term success and growth, and developing an effective retention strategy can help highlight internal opportunities, improve employee satisfaction, and decrease turnover. Employees who feel their employers are invested in their career and professional development are often more likely to be loyal to their organization.
1. Human Resources Supervisor – In order to improve the timeliness of recruitment, adding additional resources to the division is necessary. Human Resources plays a key role in developing, reinforcing and changing the culture of an organization; it makes it more challenging when resources in the division are spread thin. The Division currently employs one manager, three specialists, and a payroll/risk coordinator.
It is the staff’s recommendation to create a Human Resources Supervisor position for the division. This newly created position will focus on the day-to-day operations and provide direct oversight and supervision to the specialists. The HR Manager will then be able to focus more strategically on hiring strategies, streamlining processes, reviewing benefit plans, handling legal concerns, etc.
HR Supervisor
Salary 110,000
Retirement 8,000
Taxes 8,800
Benefits 33,000
Total 159,800
2. Hiring Incentive Policy – In addition to adding personnel resources to improve the pace of recruitment, it is the goal of staff to establish a list of guidelines and parameters that management can implement when a key position becomes vacant. Similar to the Layoff Prevention Plan—the list of protocols the City will implement during times of economic adversity—but in reverse, this policy will be preapproved by City Council and the labor groups and could include protocols such as, but not limited to, pausing all other
CITY OF EL PASO DE ROBLES
“The Pass of the Oaks”
Attachment 2
recruitments, hiring a recruiting firm, offering hiring incentives, retention incentives, moving allowances, etc. as well when it is appropriate to over hire (i.e., to allow for cross-training of positions). The purpose of this task is to reduce the time between when a key position leaves and when the position is onboarded by implementing these protocols without the need for preapproval.
3. Review and expand the City’ Education Reimbursement Policy – Currently, the City has an education reimbursement policy that allows employees to be reimbursed for continuing education they undertake themselves (as long as there is a direct city/department benefit). However, the policy hasn’t been reviewed and updated for over ten years, including the maximum reimbursement amount, when in fact actual education costs have increased considerably over the same period. Furthermore, there are stringent requirements on which classes are eligible for reimbursement (i.e., must be from an accredited college) when, for example, the fire industry does not follow traditional education process. This limits the ability of certain employees to not be eligible for this program.
4. Training Effective Leaders – Studies have shown that if employees have a bad experience or don’t feel like they’re receiving clear, supportive, or effective guidance, they’re more likely to leave. As a result, staff recommends implementing a more formal employee development program such as contracting with the Centre for Organizational Effectiveness (or like agency) to provide bi-annual professional development training including, but not limited to, 365 Evaluations, Strengths-Finder, DISC Assessments, etc. Again, focus on training management with an emphasis on skills in leadership, communication and teamwork will improve the working environment and relationships with staff.
5. Update the Personnel Rules and Regulations – The last time the City formally updated its Personnel Rules and Regulations was almost 40 years ago. Needless to say, the labor and human relations and laws are considerably different than they were then. A well-drafted set of personnel rules and regulations ensures that the City rules, standards, values, culture and benefits are clearly outlined. In reality, updating personnel rules and regulations is an endless task since laws are constantly changing, especially more predominately in recent years, due to the significant changes to and the growth of City operations. The responsibility of ensuring that all personnel rules are up to date and reflect both the legal requirements and the operational requirements is time-consuming and daunting. However, updating personnel rules is one of the most valuable ways for agencies to avoid liability by increasing compliance, improving internal processes, helping navigate incidents and crises, and enabling consistent processes.
6. Review and update of the City’s Organizational Structure – No matter what the City does, even if all of the above protocols and goals mentioned above are in place, there will still be employee turnover; it is inevitable. That being said, the City can be prepared for this to occur. Specifically, reviewing the City’s organizational structure with an emphasis on providing support around key positions so that, if a key position does leave, there already is an existing employee who is trained, educated, and ready to move into a new role.
Attachment 2
CITY OF
TO: Ty Lewis, City Manager
FROM: Chris Huot, Assistant City Manager
GOAL AREA: Engaged and Responsive Government
INITIATIVE: Recognize high performing individuals and teams by establishing a formal, Citywide employee recognition program.
An employee recognition program is designed to distinguish City employees who perform acts that exceed the expectations of the City in regards to conduct and service. The City of Paso Robles does not have a formal, structured citywide employee recognition program. Although individual departments may periodically recognize employees for a job well done, there is no citywide program that collectively recognizes high performing employees and teams. Additionally, it is common for public and private sector to recognize employees for years of service to the organization. The City does not have a formal years of service program.
In FY 2024-25, staff proposes to implement an employee recognition program including a years of service recognition component. A supplemental budget allocation of $10,000 will be necessary to fund the program. Funding will allow staff to recognize and reward staff through three distinct recognition areas:
• Annual Recognition Awards
o Individual Awards
o Team Award
o City Manager’s Public Service Excellence Award
• Instant Recognition Awards (peer to peer)
• Years of Service Program
In addition, since 1985 Public Service Recognition Week is celebrated the first week of May. The week is dedicated to honoring public servants across all levels of government. The employee recognition program will include a recognition event for all city employees during this week, in the form of a breakfast or other type of similar event.
The funds will be used to provide incentive awards for award winners and to support the public service recognition employee event. The City Manager’s Office, in close coordination with the Administrative Services Department will implement the policy and manage the program.
CITY OF EL PASO DE ROBLES
“The Pass of the Oaks”
Attachment 2
Council Agenda Report
From: Ryan Cornell, Administrative Services Director
Subject: Consideration of City Council Compensation and Travel Allowance Increases CEQA Determination: The City finds that this action is not a project under the California Environmental Quality Act pursuant to State Guidelines Section State CEQA Guidelines, §§ 15060, subd. (c)(2)-(3), 15378.
Date: March 19, 2024
Facts
1. The City Council dedicates a significant amount of time serving the community in matters of City policy and general governance. In recognition of this, the Mayor and City Councilmembers currently receive monthly compensation of $1,400 and $1,050, respectively.
2. The City Council also receives health and welfare benefits such as medical, dental, and vision insurances, generally consistent with the other labor groups in the City as well as a vehicle/mileage allowance.
3. The City Council last increase in compensation occurred in November 2022; previously it had been since 2006 since City Council had received a compensation increase.
4. Government Code Section 36516(c) provides that the City Council salaries may increase by up to five percent each calendar year from the operative date of the last adjustment of the salary in effect.
5. However, an ordinance changing City Council compensation does not apply to a Councilmember during their term in office. Therefore, if the Council approves and adopts an ordinance changing to City Council compensation, the change in salary could take effect for all Councilmembers in November 2024, following the next municipal election.
6. Alternatively, City Council can submit to the electorate for majority approval a ballot measure for a:
1) councilmember salary increase; 2) mayoral salary increase; or 3) both. This approach is not limited to compensation increases by five percent per calendar year as Government Code Section 36516(c) requires.
7. On August 8, 2022, City Council approved Resolution 22-107, amending the City’s Purchasing and Payment Procedures Manual. A component of that update included Councilmember travel and training expenses up to $5,000 per year, otherwise City Council approval is also required.
8. It is important that the City continue to be proactive with periodic adjustments every couple of years and update policies from time to time because outdated or ignored policies can expose the City to unnecessary risk.
Options
1. Take no action;
2. Adopt ordinance increasing the salary of the Mayor and City Councilmembers to $1,540 and $1,155, respectively, and approve a resolution setting City Council travel allowance to $6,000 per year, with a 5% escalation each year thereafter;
3. Provide alternative direction to staff.
Analysis and Conclusions
In 2022, City Council adopted Ordinance 1117, increasing the City Council compensation to be more competitive and encourage—or at least not discourage—community members to be part of public service.
Before 2022, the City Council had not received a compensation increase since 2006. The City continues to be responsive and recommends Council authorize maximum compensation increases that would go into effect in November 2024.
Council can pass an ordinance or resolution increasing Councilmember compensation, provided that compensation is not increased by more than 5 percent per year (opining that the 5 percent increase allowed per year is calculated as 5 percent times the number of years since last salary adjustment and applied to the current salary but is not compounded). The City Council had an increase in salary in 2022 when the salary was set at $1,050 for the Council; $1,400 for the Mayor. If the Council were to approve the maximum amount, the new salaries can be increased by up to 10% and would result in $1,155 per month for Councilmembers, an increase of $105 per month, and $1,540 per month for the Mayor, an increase of $140 per month. Both would go into effective at the next election on November 5, 2024.
It has been two years since the last increase in salary for the Mayor and Council. The time commitments required by the Council have continued to increase over the past few years. In addition, as a result of increased inflation, the cost of living has increased during this period. As a result of these continually increasing obligations and increased cost of living it is appropriate to increase the salary of the Mayor and Council.
The City’s Travel Policy and Procedures includes provisions that allow Councilmembers to incur charges related to travel and training while on City business. Since 2022, any travel expenditures in excess of $5,000 requires the preapproval from the full City Council at the next regularly scheduled meeting. Since this protocol has been established, it has come to staff’s attention that increasing the amount to $6,000 per year is more aligned with actual travel needs based on the number of events in a given year. Staff also recommends adding an automatic escalation of 5% per year so that updates to the travel policy do not need to be made each year. A 5% escalation is modest and would result in an increase of $300 in the second year, and $315 the year after, and so on.
Fiscal Impact
The total cost to increase City Council compensation would be $5,180 per year. The total cost to increase the travel authorization will not exceed $5,000 in the first year (increasing the allowance from $5,000 to $6,000), and approximately $1,500 increase per year thereafter, from the automatic 5% escalation factor.
These costs can be absorbed within General Fund activity without additional budget appropriations needed.
CEQA
The City finds that this action is not a project under the California Environmental Quality Act pursuant to State Guidelines Section State CEQA Guidelines, §§ 15060, subd. (c)(2)-(3), 15378.
Recommendation (Option x)
Adopt draft ordinance, increasing the Mayor and City Councilmember salary to $1,540 and $1,155, respectively, and approve Resolution 24-XXX, increasing the preauthorized travel and training limit for City Councilmembers to $6,000 per year, with a 5% escalation thereafter.
Attachments
1. Ordinance XXXX
2. Resolution 24-XXX
3. Travel Policy and Procedures
Attachment 1
ORDINANCE NO. XXXX N.S.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF EL PASO DE ROBLES AMENDING SECTION 2.40.030 D OF THE CITY’S MUNICIPAL CODE
REGARDING CITY COUNCIL MEMBER COMPENSATION
WHEREAS, Government Code Section 36516 provides that a City Council may enact an ordinance setting the salary for each member of the City Council, the amount of which shall be based upon population; and
WHEREAS, on January 18, 2022, the City Council adopted Ordinance No. 1117, setting City Councilmember compensation to $1,050 per month and the Mayor’s compensation to $1,400 per month; and
WHEREAS, Government Code Section 36516(c) provides that City Council salaries may increase by up to five (5) percent for each calendar year from the operative date of the last adjustment of the salary in effect; and
WHEREAS, the time, commitment, and expense of serving on the City Council has increased significantly in recent years; and
WHEREAS, increase the Councilmember compensation from $1,050 to $1,155 per month, and increasing the Mayor’s compensation from $1,400 to $1,540 per month amounts to increase of five (5) percent or less uncompounded per year since 2022; and WHEREAS, the Attorney General has concluded that the “effective date of an adjustment in salaries of city councilmembers is delayed pursuant to California Government Code Section 36516.5 until one councilmember commences a new term of office” (54 Ops. Cal. Atty. Gen 112, 6-30-71); and WHEREAS, the next general municipal election is to be held on November 5, 2024;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EL PASO DE ROBLES DOES HEREBY ORDAIN AS FOLLOWS:
Section 1. All of the above recitals are true and correct and are incorporated herein by reference.
Section 2. The Council hereby finds that increasing time commitments by the Council and Mayor and increasing cost of living demonstrate the need for the increase in compensation.
Section 2. Section 2.40.030.B, “Salary – Amounts” of the Paso Robles Municipal Code, is amended to read as follows:
“City Councilmembers shall receive one thousand one hundred fifty-five dollars per month and the Mayor shall receive one thousand five hundred forty dollars per month or as otherwise established pursuant to the processes provided in the California Government Code.”
Attachment 1
Section 3. Effective Date. The compensation rates shall go into effect for all City Councilmembers, pursuant to Government Code Section 36516.5, when one or more members of the City Council become eligible for a salary increase by virtue of that member beginning a new term of office following the November 5, 2024 general municipal election.
Section 4. Publication. This ordinance shall be published once fifteen (15) days after its passage in a newspaper of general circulation, printed, published, and circulated in the City in accordance with Government Code Section 36933.
Section 5. Severability. If any section, subsection, sentence, clause, phrase, or portion of this ordinance is for any reason held invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance.
INTRODUCED at a regular meeting of the City Council held on the 19th day of March, 2024, for first reading by the City Council of the City of El Paso de Robles, and adopted on the 4 th day of April, 2024,
by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
John R. Hamon, Jr., Mayor
ATTEST:
Melissa Boyer, City Clerk
Attachment 2
RESOLUTION 24-XXX
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL PASO DE ROBLES AMENDING THE CITY’S
TRAVEL POLICY AND PROCEDURES
WHEREAS, Title 6 of the Paso Robles Municipal Code (PRMC), Purchasing, identifies as the City Manager as the City’s purchasing authority and provides them with a broad authority over purchases of supplies, equipment, services, and public works projects of the City; and WHEREAS, in compliance with Title 6 of PRMC, the City also has an established Purchasing and Travel Policy, which is the guiding document in purchasing of goods, supplies, services, capital projects, etc.; and
WHEREAS, the City’s Purchasing Policy (and associated Travel Policy and Procedures) also outlines who is authorized to make said purchases, typically, these authorization thresholds are based on a specific dollar amount; and
WHEREAS, the City is required to maintain a system of internal controls, in accordance with the purchasing policy, to minimize risks and protect assets and to ensure accuracy of records; and WHEREAS, updating the Travel Policy and Procedures from time to time is critical to City operations as outdated and ignored policies can expose the City to unnecessary risk.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EL PASO DE ROBLES DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. All of the above recitals are true and correct and incorporated herein by reference.
Section 2. The adoption of an amended Travel Policy and Procedures is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, sections 15060, subd. (b)(2)-(3); 15378.)
Section 3. The Travel Policy and Procedures is hereby amended as follows:
a. Travel and training for the City Manager does not require pre-approval unless otherwise directed by City Council. Travel and training for City Councilmembers does not require pre-approval as long as cost does not exceed $6,000 per Councilmember per year. Councilmember travel and training expenses in excess of $6,000 require preapproval by the City Council at a regularly scheduled Council meeting. This $6,000 limit applies to all city-related travel, including representation on other board and committees, and shall escalate by 5%, each year beginning in 2025.
Attachment 2
APPROVED this 19th day of March, 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
John R. Hamon, Jr., Mayor
ATTEST:
Melissa Boyer, City Clerk
Travel Policy and Procedures
Adopted by City Council 08/02/2022 – RESO 22-107
Travel Policy and Procedures
The City shall be responsible for paying for expenses incurred by employees, elected, or appointed officials of the City (hereafter collectively referred to as the “Traveler”) while traveling to an authorized meetings and/or educational events for City business. Authorized meetings and/or educational events (hereafter collectively referred to as “Training”), for purposes of this Policy, includes but is not limited to, attendance at a conference, class, or educational event or attendance at trade meetings/events, boards or committees to which the Traveler has been appointed by the City or other entity related to City issues. Travelers will endeavor to maintain a standard of economy that generates the highest function and effectiveness at the lowest costs to the City as possible. As such, all expenses related to travel should be limited to those deemed as “reasonable and necessary.” The allowances and amounts to Travelers on official City business shall be established based on the guidelines set forth below; however, this policy is subject to administrative exception subject to approval by express and written consent of the City Manager as is appropriate to the circumstances.
Compensable Work Time During Travel
In general, time spent driving, or as a passenger on an airplane, train, bus, taxicab or car, or other mode of transport, in traveling to and from an authorized meeting and/or educational event, and time spent waiting to purchase a ticket, check baggage, or get on board, is considered compensable “hours worked.” However, time spent taking a break from travel in order to eat a meal, sleep, or engage in purely personal pursuits not connected with traveling or making necessary travel connections (such as, for example, spending an extra day in a city before the start or following the conclusion of a conference in order to sightsee), is not compensable. If the Traveler’s travel from their home to the airport is the same, or substantially the same as the distance (and time) between their home and usual place of reporting for work, the travel time would not begin until the Traveler reaches the airport. The Traveler must be paid for all hours spent between the time they arrive at the airport and the time they arrive at their hotel.
No further “travel” hours are incurred after the Traveler reaches their hotel and is then free to choose the place where they will go.
Pre-Approval Requirements
Travel and training for the City Manager does not require pre-approval unless otherwise directed by City Council.
Travel and training for City Councilmembers does not require pre-approval as long as cost do not exceed $5,000 per Councilmember per year. Councilmember travel and training expenses in excess of $5,000 requires pre-approval by the City Council at a regularly scheduled Council meeting. This $5,000 limit applies to all city-related travel, including representation on other board and committees.
All other staff on travel and training shall require the pre-approval from their Department Director. Additionally, the City Manager pre-approval is also required if 1) the Traveler is a Department Director; or 2) requires the Traveler to travel out-of-state; or 3) is estimated to cost more than $5,000.
Same-Day Travel
In instances when travel and training does not require an overnight stay, expenses (e.g., conference or class registration, certification test fees, etc.) can be incurred within compliance of the purchasing authority provisions established in the Purchasing and Payment Procedures Manual. For training within San Luis Obispo County— regardless of multi-day session—overnight stays are NOT permitted.
Attachment No. 3
Travel Policy and Procedures
Adopted by City Council 08/02/2022 – RESO 22-107
Travelers engaged in same day travel and training are not eligible for per diem allowance and meal reimbursements unless it is in conjunction with working sessions, included in the class registration, or reimbursed by another granting agency. See ‘Per Diem and Meal Functions’ section of this policy for further detail.
Expenses incurred by a Traveler during same day travel and training (e.g., mileage, parking fees, etc.) will be paid either with a City-issued credit card or on a reimbursement basis through petty cash (if less than $100) or by warrant request. Approval for reimbursement must be obtained by employee’s direct report or supervisor, or in the case of elected or appointed officials, the City Manager.
Overnight Travel
Travel and training on City business, which calls for an overnight stay, requires the completion of the City’s Travel and Meeting Authorization (TMA) form (see attachment for instructions on how to complete the TMA form). The “Pre-Travel” section of the TMA form is to be completed and approved prior to incurring any expenses. The “PreTravel” section shall include the name of the traveling employee, date of departure/return, date of conference, the location, and the budgeted account number. Additionally, the “Pre-Travel” section shall itemize all estimated costs including registration, lodging, meals and per diems, mileage and other costs, along with the method of payment for each of the costs to be incurred. Should a Traveler be eligible for expense advances, the TMA form should be received by the Department of Administrative Services a minimum of two (2) weeks before the travel is to occur. If the TMA form is received less than two weeks before the travel, the Traveler may not receive an advanced payment, but rather reimbursed for expenses upon return and after the “Final Accounting” section is completed. Additionally, changes to pretravel arrangements made prior to two weeks before travel, will be reconciled during the final accounting section is completed.
The “Final Accounting” section of the TMA report is required to be completed by all Travelers, regardless of preapproval requirements, and submitted to the Administrative Services Department no more than two (2) weeks after the last day of travel. The “Final Accounting” section shall itemize the actual travel expenses including copies of receipts or paid invoices as well as amounts advanced to the employee and amounts paid by City credit card and be reviewed by either: 1) Department Director for employees of the department; or 2) City Manager for Department Directors, elected and appointed officials; or 3) Administrative Services Director for City Manager. If the actual cost of travel and training exceed 15% of the “pre-travel” estimated costs, the City Manager’s review is also required, regardless of the total cost of the travel and training. The review process is intended to verify that all expenses incurred by the Traveler are reasonable and necessary. Any question about the necessity and reasonableness of travel costs should be made aware to the Administrative Services Director and the City Manager.
If the Traveler incurred any additional expenses above what is covered by their per diem (e.g., parking fees, toll fees, etc.), and did not use a City-issued credit card, the Traveler may receive reimbursement in form of petty cash (if less than $100) or through warrant request as soon as the finalized TMA form is completed and submitted to the Administrative Services Department.
Per Internal Revenue Service regulations, if a “Final Accounting” for final travel expenses is NOT submitted, the amount paid by the City to the Traveler will be reported as taxable income. Once per month, the Administrative Services Department will report to Department Directors all TMA forms outstanding for their respective departments.
Attachment No. 3
Travel Policy and Procedures
Adopted by City Council 08/02/2022 – RESO 22-107
Transportation
All travel arrangements shall be made using the most economical mode of transportation consistent with scheduling needs and cargo space requirements using a direct and time-efficient route. a. Air Fare
Generally, air travel should utilize the coach fare class with a common air carrier and should not be used to areas in which travel distance by ground transportation is less than 200 miles. Air travel other than the lowest possible fare class can be utilized but should be limited to when scheduling constraints occur or when the flight is four (4) consecutive hours or more in duration.
Travelers shall also endeavor to book air travel and take advantage of discounts offered for purchasing flight tickets in advance of departure and/or take advantage of non-refundable ticket fares. Normally, round-trip tickets shall be purchased and be paid by a City-issued credit card. Travel expenses of a family member(s) of a Traveler are not eligible for payment by the City. Should travel arrangements include a family member, the City will reimburse the Traveler the total cost of the flight divided by the number of tickets purchased. For example, if an employee utilizes a buy-one, get-one free coupon, the City will reimburse the employee for one-half of the total cost of the flight. b. Personal Vehicles
Use of personal vehicles, when approved as a mode of travel to and from destinations, will be reimbursed at the established IRS mileage rate. When airfare is used, a Traveler will be reimbursed for personal vehicle mileage to and from the airport and the actual cost of airport parking. Payment of mileage will be based upon the most direct route from point of departure to point of destination using the website Google Maps. A Traveler may leave directly from their home for a meeting, conference, seminar, or training session, however, the mileage from home to the destination should not exceed the mileage from work location to the destination. Travelers that receive an auto allowance shall not be eligible for mileage reimbursement for use of personal vehicles when travel is within San Luis Obispo County.
Travelers who utilize personal vehicles during the travel shall maintain automobile insurance coverage in an amount not less than $100,000 per person/$300,000 per occurrence (or a combined single limit of $300,000) and property damage coverage in an amount not less than $25,000 per occurrence.
In the event of an accident, the Traveler is responsible for paying any deductible required by the insurance company. The City shall not be responsible for any increase in the Traveler’s automobile insurance premium as a result of an accident.
c. City or Rental Vehicles
A City-owned vehicle or a vehicle from a rental dealership, if available, may be used to travel to and from destinations. In these instances, the Traveler will not be eligible for mileage reimbursement. If a City vehicle requires fuel, the City’s fuel card system shall be utilized (the fuel card can be used at all JB Attachment No. 3
Travel Policy and Procedures
Adopted by City Council 08/02/2022 – RESO 22-107
Dewar stations as well as Texaco, Flying J, Loves, Pilots, Chevron and Shell stations). If a car rental requires fuel, the Traveler should use City-issued credit card whenever possible. Otherwise, the Traveler will be reimbursed the actual cost of fuel upon return of travel and completion of the TMA form.
Employees that receive an auto allowance shall not be authorized to use a City vehicle when travel is within San Luis Obispo County. Exceptions for special circumstances can be authorized by the City Manager.
Only Travelers are authorized to operate or travel in a City-owned vehicle or vehicle from a rental dealership. A Traveler wanting to travel with a non-City-related individual (e.g., family members or employees of another government agency), must use their personal vehicle. d. Trains, Buses, Taxis, Uber and Other Modes of Transport In some instances, other modes of transportation will be the most beneficial method of transportation including travel to and from conference centers and hotel accommodations. In these instances, the actual cost of transportation will be the responsibility of the City. However, whenever possible, Travelers should utilize hotel courtesy buses or local shuttle services.
Travelers should use City-issued credit cards for expenses related to this type of travel, whenever possible, but will reimburse the Traveler for expenses incurred upon return of travel and completion of the TMA form. No advanced payment will be made to the Traveler for costs associated with trains, buses, taxis and similar modes of transportation.
Lodging
The City will pay for a single room (including taxes and parking) for as many nights as necessary; no more than one day before and one day after the training event. The accommodations used should not only be economical but practical. For example, it is preferable to stay at the hotel where a conference is held, even if that hotel may be slightly more expensive than other in the area. In general, lodging should be conducted at the most reasonably priced accommodations available consistent with the purpose and goals of the travel and training.
When making lodging reservations, it is best practice to seek exemption from the local transient occupancy tax (TOT); some cities exempt Travelers on City business. Additionally, seek discounted government or group rates as this can reduce lodging costs as well.
Additional room charges, such as internet access and telephone charges are authorized as long as it is used for business purposes. Other charges such as room service, including movies and other miscellaneous sundries are not an authorized travel and training expenses. Any charges incurred should be paid personally by the Traveler prior to check-out. If any charges have been incurred on the City-issued credit card, the Traveler is responsible for reimbursing the City for such costs.
Attachment No. 3
Travel Policy and Procedures
Adopted by City Council 08/02/2022 – RESO 22-107
Per Diem and Meal Functions
Travelers engaged in same day travel and training are not eligible for per diem allowance and meal reimbursements with the exception of:
Instances where the travel and training is in conjunction with working sessions or class registration, the City will pay for the actual costs of the meal with a maximum gratuity of 18% and shall be accompanied by an itemized receipt and/or other documentation including the customer copy of the merchant card charge slip. Additionally, the receipt and/or payment request should clearly identify the purpose of the meeting, the general attendees (e.g., lunch with auditors) and the budgetary account number.
Instances where the City is reimbursed by another granting agency, the amounts eligible will be based on the parameters set forth by the granting agency. For example, if the State Department of Commission on Peace Officers Standards and Training (POST) allows for a $15 per diem for officer training, said officer would be eligible for a $15 per diem allowance.
Travelers engaged in an overnight stay, the City will provide the Traveler a per diem allowance for meals, tips and incidentals based on the U.S. General Service Administration (GSA) (www.gsa.gov/perdiem) thresholds for the region where the conference/training is located regardless of the meals provided during the conference. Per diems will be paid in advance of travel and no receipts are required upon return, unless the TMA is received less than two weeks before travel, in which per diem will be paid upon return and submission of the final TMA.
Per diem allowances will be paid only for days away from the City; personal time used before or after the conference/training will not be eligible for per diem allowances. Consistent with GSA, the per diem allowance will be reduced by 25% on the first and last day of travel regardless of distance between the City and the conference or the time of departure to/from the training event. For distances greater than 225 miles one-way, the Traveler’s supervisor should consider travel days one day before and one day after the conference dates.
Meals and food charged to a hotel room via room service should be paid personally by the Traveler prior to checkout. If any charges have been incurred on the City-issued credit card, the Traveler is responsible for reimbursing the City for such costs. In instances, when the Traveler was not advanced a per diem, the room service charge will be deducted from the Traveler’s eligible per diem reimbursement.
Registration Fee
Registration fees charged for any authorized convention, conference, seminar or meeting will be paid by the City, preferably by City-issued credit card. Travelers should include the conference itinerary or schedule with the payment invoice and TMA form, if travel and training is overnight. Meals provided by the conference does not require a reduction in the per-diem amounts identified above.
Attachment No. 3