competitive bids. In addition, Staff will prepare an updated project funding plan to cover the project cost increases with options for the City Council to consider. The updated project funding plan will be presented to the City Council along with a recommended construction contract based on new bids and bond funding package in April for its consideration.
RECOMMENDATION:
It is recommended that the City Council take the following actions.
1. Reject all bids received for Phase II construction of the Placentia Public Safety Center and authorize return of the bid bonds; and
2. Authorize staff to solicit new bids for Phase II construction of the Placentia Public Safety Center.
STRATEGIC PLAN STATEMENT:
This item conforms to Strategic Plan Goal 5, Implement Public Infrastructure to Meet Community Needs, and Objective 5.4, Construct the Placentia Public Safety Center.
DISCUSSION:
On March 1, 2022, the City Council selected a preferred project alternative for the Placentia Public Safety Center and directed Staff to finalize the construction drawings and bid documents to construct this facility. The new 18,000+ square foot facility will primarily house the Police Department's evidence and property storage operations and shooting range as well as a new public safety communications center and emergency operations and training center. The City currently leases a Tight industrial/commercial building for property and evidence storage.
The new facility will consist of a manufactured steel Butler Building that will be used for property and evidence storage and the main building that includes the shooting range which will be constructed with CMU block. Since the City's lease for its existing property and evidence building is set to expire in December 2023, the project will need to be phased to allow the construction of the Butler Building to proceed first so that it can be completed prior to the expiration of the City's current lease. Phase I construction is already underway and entails demolition, grading, subsurface utility work, and the footings and slab for the Butler Building. Phase II construction will entail the construction of the main building as well as the tenant improvements for the Butler Building and final utility connections under a separate construction contract. This project delivery methodology will allow the City to construct the building foundation and footings and allow the Butler Building to be erected as a stand-alone effort. This will expedite the completion and occupancy of the newly constructed evidence and property storage building before the City's current lease expires. Construction of the main building will occur concurrently and continue into mid -2024. Staff anticipates beginning operations in that portion of the facility late in June 2024.
City Council Agenda
March 7, 2023
Given the complexity of constructing an essential public safety facility, the project team issued a public prequalification questionnaire to the contracting community ahead of soliciting formal bids for construction to ensure that only qualified contractors with experience in building similar facilities would submit a bid for this project. Only three (3) contractors submitted qualification packages and were prequalified for Phase II construction and were subsequently asked to submit competitive bids.
On February 1, 2023, the City received three (3) bids from the prequalified contractors to construct Phase II. The following table provides the total bid amounts received from each contractor:
Contractor Bid Amount
P.H. Hagopian Contractor, Inc. $11,653,000
Bernards Bros. Inc. $11,693,000
Swinerton $13,172,033
The architect's estimate for Phase II amounts to $7,960,121. Current inflationary pressure and continued strong demand for construction has continued to push costs upwards but given the wide disparity between the architect's estimate and the low bid received, Staff recommends that the City Council reject all bids and authorize soliciting new bids. In addition, Staff was notified on February 21, 2023, that Hagopian will be closing their business as of March 10, 2023.
Accordingly, Staff will develop and issue a revised prequalification package with the goal of attracting a larger pool of potential contractors to bid on this project in an effort to maximize value and potentially reduce the cost for this project phase.
In addition, Staff will work with the project team to solicit separate bids to complete the tenant improvements and final utility connections for the Butler Building so that facility can operate as a stand-alone building, and property storage operations can begin in time for the transition from the City's leased facility. By separating the tenant improvement and utility work from the Phase II construction package and widening the pool of potential bidders the City can be assured that every effort has been made to test the market place, maximize value and potentially reduce the project cost with more competitive bidding. Staff will prepare a new project funding package for the City Council's consideration at the same time it presents a recommended Phase II construction contract and bond package in April 2023.
FISCAL IMPACT:
There is no direct fiscal impact associated with the recommended actions.
City Council Agenda
March 7, 2023
Prepared by: Reviewed and approved:
AUSetka, Stiat,i
Masoud Sepahi, P.E.
City Engineer
Reviewed and approved:
Damien R. Arrula
City Administrator
Luis Estevez
Deputy City Administrator
TO:
VIA:
FROM:
DATE:
SUBJECT:
Placentia Cit Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DIRECTOR OF FINANCE
MARCH 7, 2023
UPDATE TO POLICY NO. 344 GOVERNING TRAVEL AND MEETING
ALLOWANCES
FISCAL
IMPACT: NONE
SUMMARY:
It is necessary for the City's elected, appointed officials and employees to be well informed regarding current developments in local government. Relevant training, conferences, meetings sponsored by local government associations, professional societies, training specialists, universities and colleges, provide such information. City Officials are encouraged to attend and participate in conferences, meetings, etc., dealing with subject matter appropriate to their respective functions in the City government. Funding for staff development is included in the annual budget for this purpose.
Policy No. 344 was last updated in 1984 and needs updating to reflect changes in the travel industry and city processes regarding payment of travel expenses. In addition, Policy No. 346, Travel: Conference Attendance (Appointed Officials) covers the same information as Policy No. 344 and is proposed to be incorporated into Policy No. 344.
RECOMMENDATION:
It is recommended that the City Council take the following action:
1. Review the proposed updates to Policy No. 344 governing Travel and Meeting Allowances for city staff and elected officials and incorporating Policy No. 346 into Policy No. 344; and
2. Following any input from the City Council, adopt the updated Policy No. 344.
STRATEGIC PLAN STATEMENT:
This item is consistent with the City Council approved 5 -Year Strategic Goal # 7: Enhance Employee Development, specifically Objective 7.2, Enhance Training and Development Opportunities for Staff.
3.a.
March 7, 2023
City Council Agenda
March 7, 2023
DISCUSSION:
The City's elected and appointed officials and employees must remain informed and up to date on legislation and industry trends potentially impacting the City as well as advocate for the economic interests of the City whenever possible. To do so, it is often necessary to attend training and conferences at too great a distance from the City of Placentia for an individual to travel to/ from within their regular workday.
The current travel policy, No. 344 was last updated in 1984 and has become obsolete in its stated per diem rates, modes of travel and city processes for the processing and repayment of travel expenses and needs updating to reflect current travel and city practices. In addition, a separate policy, No. 346 outlined the process for appointed officials to request approval for travel to conferences. The information contained in this policy is redundant and is proposed to be incorporated into the updated Policy No. 344, thereby eliminating Policy No. 346.
The proposed updates to Policy No. 344 provide guidance on the following topics:
• Who is covered by the policy (Elected and Appointed Officials and all City Staff) • What travel or training related expenses will be reimbursed by the City • What expenses are unauthorized
• Process for acquiring advanced approval for travel
• Use of IRS per diem and mileage reimbursement rates for the specific travel destination • Preferred method of payment for travel expenses
Prepared by:
Jennifer Lampman
Director of Finance
Reviewed and approved:
Damien R. rruia
City Administrator
Attachments:
1. Policy No. 344- Travel and Meeting Allowances UPDATED
2. Policy No. 344- Travel and Meeting Allowances CURRENT VERSION
3. Policy No. 346 -Travel: Conference Attendance (Appointed Officials) CURRENT VERSION
4. Travel Policy Update PowerPoint Presentation
EMPLOYEE/PERSONNEL MATTERS Policy No. 344
TRAVEL AND MEETING ALLOWANCES
It is necessary for the City's elected, appointed officials and employees to be well informed regarding current developments in local government. Relevant training, conferences, meetings sponsored by local government associations, professional societies, training specialists, universities and colleges, provide such information. City Officials are encouraged to attend and participate in conferences, meetings, etc., dealing with subject matter appropriate to their respective functions in the City government. Funding for staff development is included in the annual budget for this purpose.
To facilitate attendance and participation, the City Administrator shall be responsible for reviewing available information on conferences and meetings and recommend, in the annual preliminary budget, those that should be attended by City officials. In turn, said recommendations shall be reviewed by the City Council by the adoption of the annual budget.
This policy establishes procedures to ensure uniform and fair payment of expenses while traveling on City business. The policy applies to all full and part time City Staff as well as elected and appointed officials. It is the responsibility of each employee and/or representative of the City of Placentia to be fiscally responsible and consider the financial impact of their choices while attending training and/or traveling on behalf of the city.
GENERAL REQUIREMENTS
These requirements apply to all City -paid travel:
1. ADVANCE APPROVAL
Payment for out-of-town travel will be authorized only after advance approval has been given. Specific approval authority for each category is outlined in later portions of this policy. A standard travel and meeting expense form is to be used by all individuals requesting authorization to travel. The form contains information describing the funds requested, authorization to travel, and accounting for funds expended following completion of travel. City staff will seek advance approval from their Department Head and/or City Administrator; the City Administrator shall seek approval from the Mayor; elected officials will seek advance approval from the Mayor; and the Mayor shall seek advance approval from the City Administrator and/or by vote of the City Council.
2. LODGING
The cost of lodging accommodations for approved conferences; seminars or meetings will be paid directly by the City, either by check or City credit card, or employee personal credit card for reimbursement after return from travel.
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Hotel and motel charges shall be based on single occupancy rates. The City will not pay for or reimburse employees for lodging expenses incurred for additional guests. In instances where conference hotels are filled, the employee should attempt to secure comparable rates at the nearest hotel.
Pre -conference lodging will be allowed for travel requiring extensive travel time and must be identified in the travel request, supported by a copy of the conference schedule and approved by the Department Head and/or City Administrator. Note: Starting time is for actual conference, not registration or optional tours or conference sponsored events unless related to professional development as approved by Department Head and/or City Administrator.
Lodging will be allowed for travel if the following conditions are met:
• The length of the conference is more than one day, extensive travel time is required or the distance is more than 100 miles from City Hall or the employee's residence, whichever is more or,
• If the employee's presence is required for activities before or after the regular conference hours.
Lodging will be paid at actual cost. The cost of hotel accommodations during a conference shall not exceed the standard room rates at official conference hotels.
When making lodging reservations, employees shall inquire about local exemptions for transient occupancy taxes (TOT) as some cities exempt travelers on city business from the local tax.
3. REGISTRATION
Registration fees for a conference or seminar will be paid directly by the City at actual cost. Early registration is encouraged whenever possible to take advantage of early registration discounts. Official literature indicating the cost of registration and conference or seminar dates must accompany the expense reimbursement form requesting payment and/or the City P -Card statement containing the expense.
4. TRANSPORTATION
Transportation will be paid at actual cost, with use of air, train, private car or bus selected on the basis of the most reasonable and appropriate method, taking into consideration distance, time and total costs to the City. When traveling by air, all flights shall be booked at coach class or an equivalent level. The City Administrator, upon a showing of great inconvenience or lack of other airline jet service, may authorize more expensive fare.
Airline tickets shall be paid directly by the City, either by check or City credit card, or personal credit card for reimbursement. If an employee has been issued a City credit card but chooses to use his or her personal credit card, reimbursement will be made
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with proper documentation after attendance at the conference, seminar or meeting. If an employee does not have a City issued credit card and uses their personal credit card for the purchase of airline tickets they may receive payment with proper documentation prior to the attendance of the conference. If the airline tickets are not used, it is the employee's responsibility to reimburse the City within five calendar days of notification of cancellation.
When rental vehicles or ride -sharing services are used, the least expensive vehicle practical will be used. In cases where more than one employee is attending the same event, employees will normally be expected to travel together when feasible and share the rental vehicle.
5. PER DIEM
The per diem is a daily allowance that covers the cost of all meals, incidental living expenses, and any ground transportation (i.e., taxis) after arriving at the destination.
Itemization of individual expenses covered by the per diem is not required. The per diem amount shall be the IRS per diem rate for the travel destination and is the same for all employees regardless of payment method.
Meal Allowance: Receipts are not required if you stay within current IRS per diem regulations. Receipts are required to substantiate expenses over the current IRS per diem regulation. While discouraged, under special circumstances employees may receive a meal allowance in excess of IRS per diem regulations, and will be reimbursed upon recommendation of Department Director and approval of the City Administrator.
Meals provided by the conference or included in the registration fee will not be eligible for per diem and employees will not be reimbursed for meals purchased in addition to or replacement of the conference provided meal unless there is a specific dietary need for it and approved by the Department Director or City Administrator. A continental breakfast is not considered a meal for purposes of calculating meal allowance. In calculating the meal allowance for partial days, the following guidelines should be used:
Departure
If you depart after 7:00 a.m., you may not claim meal expenses for breakfast for that day.
If you depart after 1:00 p.m., you may not claim meal expenses for breakfast and lunch for that day.
If you depart after 7:00 p.m., you may not claim meal expenses for that day.
Return
If you return after 8:00 a.m., you may claim the breakfast allowance.
If you return after 1:00 p.m., you may claim the breakfast and lunch allowances.
If you return after 7:00 p.m., you may claim expenses for the full day.
Tips/ gratuities will be reimbursed up to 20% of the total receipt amount.
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6. MILEAGE — USE OF PERSONAL AUTO
Within a radius of fifty (50) air miles, personal automobile or City vehicle may be used.
If personal automobile is used, reimbursement will be made at the current rate set by the Internal Revenue Service (IRS) for actual business mileage traveled. Beyond the fifty (50) air mile radius, personal automobile or City vehicle may be used only with the advance written permission of the City Administrator upon a showing that the interests of the City are best served thereby. Employees may be reimbursed for parking costs and incidental toll charges if its determined the toll road is the most advantageous route in either cost (mileage) or time -savings. Receipts for parking and toll charges are required for reimbursement.
In cases where more than one employee is attending the same event, employees will normally be expected to travel together when feasible and mileage reimbursement will be for one vehicle only.
This mileage allowance applies to authorized use of an employee's personal vehicle while on duty. Employees receiving monthly auto allowances may not receive mileage reimbursement in addition to the monthly allowance. The City will not reimburse employees for damage to a personal vehicle or maintenance costs resulting from the use of a personal vehicle for City related travel.
If the travel occurs on a work day, and an employee travels directly from their residence to the conference site, an employee shall only be reimbursed up to the total miles between the employee's residence and the conference site, or the employee's work site and the conference site, whichever is less. On non -work days, the employee may be reimbursed for the total miles traveled.
7. FAMILY MEMBERS OR GUESTS TRAVEL
The City shall not pay for the travel expenses of family members or guests. If family members or guests accompany an individual on City -paid travel, arrangements must be made for separate billing of family members or guests' travel expenses.
8. SETTLEMENT OF TRAVEL ADVANCES
Within thirty (30) calendar days following completion of City -paid travel, settlement of cash advances must be made.
9. UNAUTHORIZED EXPENSES
The following items of a personal nature, even if they are incurred in conjunction with expenditures that are subject to reimbursement, are not reimbursable: movies, entertainment, premium television services, alcoholic beverages, dry-cleaning, spas, gyms, barber, magazines, shoe shines, travel insurance, purchase of clothing or toiletries, loss of tickets, fines or traffic violations, excess baggage costs, golf related expenses, personal losses incurred while on City business, repairs to personal vehicles,
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office equipment and other items of a personal nature. Optional tours, banquets or other activities not related towards professional development offered through the conference, but as an additional cost to registration, are solely at the discretion of the employee and will be considered as a personal expense. The department head and/or City Administrator shall determine what constitutes professional development. • Political or charitable contributions or events unless it is to a 501(c)(6) Business League, Chamber of Commerce are unauthorized expenses.
• A local elected official purchasing meals for third parties, such as constituents, legislators, and private business owners at meetings held to conduct City related business is an unauthorized expense.
The use of a City credit card to pay for unauthorized or personal expenses is not allowed. If unauthorized expenses have been paid by the City, the employee will be responsible for reimbursement to the City within five (5) days. If the unauthorized charge was on a City credit card, the employee should submit to Finance a check made payable to the City of Placentia.
10. DISCRETION
This policy does not claim to have addressed all contingencies and conditions. Any necessary and reasonable expense that may from time -to -time be justified due to circumstances or opportunities for the City will be honored upon authorization by the department director and approval of the City Administrator. Those expenses will be reimbursed to the employee with adequate documentation and justification.
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EMPLOYEE/PERSONNEL MATTERS Policy No. 344
TRAVEL AND MEETING ALLOWANCES
It is necessary for the City's elected, appointed officials and employees to be well informed regarding current developments in local government. Relevant training, conferences, meetings sponsored by local government associations, professional societies, training specialist, universities and colleges, provide such information.
City Officials are encouraged to attend and participate in conferences, meetings, etc., dealing with subject matter appropriate to their respective functions in the City government. A "Staff Development Fund" is included in the annual budget for this purpose.
To facilitate attendance and participation, the City Administrator shall be responsible for reviewing available information on conferences and meetings and recommend, in the annual preliminary budget, those that should be attended by City officials. In turn, said recommendations shall be reviewed by the City Council by the adoption of the annual budget.
This policy establishes procedures to ensure uniform and fair payment of expenses while traveling on City business. The policy initially addresses general guidelines that apply to all travel and then focuses on additional specific requirements for various categories.
GENERAL REQUIREMENTS
These requirements apply to all City -paid travel:
1. ADVANCE APPROVAL
Payment for out-of-town travel will be authorized only after advance approval has been given. Specific approval authority for each category is outlined in later portions of this policy. A standard travel and meeting expense form is to be used by all individuals requesting authorization to travel. The form contains information describing the funds requested, authorization to travel, and accounting for funds expended following completion of travel.
2. LODGING
Lodging will be paid at actual cost. The cost of hotel accommodations during a conference shall not exceed the standard room rates at official conference hotels.
3. REGISTRATION
Registration fees for a conference or seminar will be paid at actual cost.
Official literature indicating the cost of registration and conference or seminar dates must accompany the expense voucher requesting payment.
4. TRANSPORTATION
Transportation will be paid at actual cost, but in no event shall cost of ground transportation exceed the value of coach airline fare. The City Administrator,
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upon a showing of great inconvenience or lack of other airline jet service, may authorize more expensive fare.
5. MILEAGE — USE OF PERSONAL AUTO
Within a radius of fifty (50) air miles, personal automobile or City vehicle may be used. If personal automobile is used, reimbursement will be made at the IRS -prescribed rate per mile for actual business mileage traveled. Beyond the fifty (50) air mile radius, personal automobile or City vehicle may be used only with the advance written permission of the City Administrator upon a showing that the interests of the City are best served thereby.
Payment for mileage to a destination outside of the fifty (50) mile radius shall not exceed the cost of coach airline fare to the same destination.
This mileage allowance applies to authorized use of an employee's personal vehicle while on duty.
6. SPOUSE TRAVEL
The City shall not pay for the travel expenses of a spouse. If a spouse accompanies an individual on City -paid travel, arrangements must be made for separate billing of spouse's travel expenses.
7. SETTLEMENT OF TRAVEL ADVANCES
Within thirty (30) calendar days following completion of City -paid travel, settlement of cash advances must be made.
8. REPORTS FOLLOWING CONFERENCE
Any City official, except Members of the Council and the City Administrator, who attends a conference or meeting shall furnish the members of the City Council and the City Administrator, with a report summarizing the topics discussed and the conclusions reached, within thirty (30) days immediately subsequent to the conclusion of the conference or meeting, provided that this condition shall not be applicable to local meetings involving limited agendas. The City Administrator and Councilmembers may present a verbal report at a Council meeting.
CATEGORIES OF TRAVEL
In addition to the general requirements set forth above, specific requirements apply to these categories of travel:
1. ELECTED OFFICIALS:
A. Advance Approval Required
All requests for travel or conference expenses shall be submitted to the Mayor. The Mayor will determine whether the request has necessary Council approval. If so, he may approve the request and submit it to the City Administrator for advance of funds.
If the conference has not been approved by the City Council, it may be placed on the next Council agenda for consideration. If approved by the
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Council, the Mayor may sign the expense request and submit it to the City Administrator for advance of funds.
B. Travel Expenses
To defray costs for necessary and reasonable expenses other than those listed in Paragraph D, elected officials shall be allocated $100 for conference in the Southern California area, $250 for Northern California, and $500 for national conferences outside of the State of California.
Sums listed above may be adjusted for extenuating circumstances if approved by the City Council.
As an alternative to the specific lump sum cash advance described above, elected officials may request payment of travel expenses in accordance with the per diem policy established for commissioners and management staff.
C. Travel Arrangements
The City Administrator's Office shall arrange for lodging, travel arrangements, and conference registration for elected officials. Lodging, travel, and registration expenses shall be paid directly by the City. If a hotel will not accept payment by the City at a later date, the elected official may receive money to cover hotel accommodations.
D. Spouse's Travel Arrangements
The City Administrator's Office will, if requested by an elected official, arrange for identical travel accommodations for the spouse. Each elected official shall be billed directly by the travel agency, airline, etc.
E. Settlement of Travel Advances
Within thirty (30) calendar days after returning from a conference, each elected official shall complete, sign, and submit to the City Administrator the meeting and/or expense voucher form (previously approved by the Mayor) along with all monies not expended. If the meeting and/or expense voucher form is not submitted within the thirty -day period, no monies shall be advanced or approval given by the Mayor for the next conference requested by the delinquent elected official until the form has been completed, signed, and returned along with all monies not expended.
F. Travel with City Administrator
The provisions of this elected officials' section shall apply to the City Administrator when traveling with members of the City Council.
2. COMMISSIONERS
A. Advance Approval Required
Attendance at conferences shall be subject to prior City Council approval.
B. Eligibility to Attend
The chairman and vice-chairman shall be permitted to attend conferences.
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An additional commissioner shall also be permitted to attend conferences. The commissioner with the highest seniority shall have the first opportunity to attend a conference; the commissioner with the second highest seniority shall attend the second conference, and so on until all have attended a conference. The process then starts over again with the person of highest seniority.
In the event any of the three members should be unable to attend a conference, another commissioner shall be afforded the opportunity, again, based on seniority.
Notwithstanding the above, a commissioner must have attended 75 percent of the regular commission meetings during the six months prior to the conference in order to attend.
C. Travel Limited to State
Conferences shall be limited to those held within the State of California.
D. Travel Expenses
Travel expenses will be paid on the same basis as management staff.
3. MANAGEMENT STAFF
This category includes the City Administrator, department heads and staff members.
A. Advance Approval
The following approvals are required:
(i) A written request to travel on City business, providing an explanation of travel and justification must have prior approval of department head and City Administrator. If the subject of an approved request is a conference or meeting to be held outside of the State of California, the City Administrator shall furnish each member of the City Council, at least five (5) days prior to a regularly scheduled Council meeting, a report listing all pertinent information on said conference or meeting and the reason(s) for approval. Any member of the City Council may call for Council review and action concerning the request and/or approval at the said scheduled Council meeting. If the request and/or approval are not reviewed at said meeting, the approval shall be final.
(ii) A standard Travel and Meeting Expenses form is to be completed by the employee and approved by the department head and City Administrator.
B. Per Diem
The per diem is a daily allowance that covers the cost of all meals, incidental living expenses, and any ground transportation (i.e., taxis)
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after arriving at the destination. Itemization of individual expenses covered by the per diem is not required. The per diem at the point of destination is $60. (Exception: No per diem will be paid for conferences held within fifty (50) miles of City Hall unless authorized by the City Administrator for exceptional circumstances).
C. Travel During Working Hours
Travel during working hours will be authorized for the time necessary to complete authorized City business and travel in both directions.
4. OTHER EMPLOYEES
A. Advance Approval
The following approvals are required:
(i) A written request to travel on City business, providing an explanation of travel and justification must have prior approval of department head and City Administrator.
(ii) A standard Travel and Meeting Expenses form is to be completed by the employee and approved by the department head and City Administrator.
B. Expenses
Funds estimated to be adequate to cover actual cost of food, incidental expenses, and ground transportation will be advanced. The employee is required to keep an itemized record of expenses. Upon return from travel, a settlement of the cash advance will be made. The unused portion is to be returned. If necessary, the claim for additional funds may be submitted with itemization of expenses and justification for additional expenditures.
C. Travel During Working Hours
Travel during working hours will be authorized for the time necessary to complete authorized City business and travel in both directions.
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TRAVEL: CONFERENCE ATTENDANCE (APPOINTED OFFICIALS)
The purpose of this policy is to designate which appointed staff members are eligible to request authorization to attend State and National professional conferences.
Members of the management staff may submit a request to the City Administrator to attend one State and one National conference during each fiscal year.
Staff members, other than department heads, may submit a request to the City Administrator, through appropriate channels via their Department Head, to attend one State Conference during each fiscal year.
GENERAL REQUIREMENTS
All conference requests must be submitted to the City Administrator during the annual preparation of the budget. A written explanation that completely justifies the expenditure of City funds, must accompany the request. If the City Administrator concurs with the request, he will include the conference expenditures within his budget recommendation to the City Council.
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CITY OF
PLACENTIA
TRAVEL POLICY
UPDATE
March 7, 2023
ittuu ' _•• 'V"Z,`,"",
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• It is necessary for City's elected, appointed officials and employees to be well informed regarding current
developments in local government.
• Policy needed to establish procedures to ensure uniform and fair payment of expenses while traveling on City business. • Confirms responsibility of each employeE and representative of the City of Placentia to be fiscally respDnsik le and consider the financial impact of their choices while attending training or traveling on behalf of the City.
Policy No. 344
• Last updated 1984
• Limits per diem to $60/ day
regardless of destination
• Silent on toll roads, ride -sharing
Vague or outdated language
Policy No. 346
• Last updated 1984
• Authorizes management staff to
attend one State and one
National conference per fiscal
year
• Combines Policies 344 & 346 into one policy covering all City employees, elected and/ or appointed officials
• Changes per diem amount from flat $60/ day to IRS daily per diem based on destination
• Updates language to address specific situations that have arisen in recent years
• Toll road use reimbursed if in best interest of the 2ity to save staff time or mileage reimbursement
• Amount of gratuity City will reimburse
• Meals allowable for reimbursement based on travel time
• Clarifies expenses that will not be reimbursed by City • Spouse travel and/or expenses
• Optional tours or events sponsored by conferences that do not relate to professional development
• Elected official purchase of meals for third parties, such as constituents, legislators or private business owners
• Political or charitable contributions
• Damage to or maintenance of personal vehicles-esulting from use of personal vehicle while traveling for City related lousiness • Entertainment, alcoho is beverages, excess- baggage costs, dry- cleaning are all unauthorized expenses
• Review the proposed updates to Policy 344, including the incorporation of Policy 346 into Policy 344; and
• Following discussion, adopt the updated Policy 344