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RESOLUTION NO. 23-16
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CLEMENTE, CALIFORNIA, AMENDING CITY COUNCIL POLICY AND PROCEDURE 1201-8 (LEGISLATIVE BODY REIMBURSEMENT) TO INCLUDE AGENDIZING TRAVEL ON
THE CONSENT CALENDAR, REIMBURSEABLE EXPENDITURES AND APPROVALS FOR USE OF THE CITY CREDIT CARD.
WHEREAS, City Council Policy and Procedure 1201-8 (the “Policy”) contains the policies and procedures for Legislative Body Reimbursement; and WHEREAS, the City Council wishes to adopt clear, concise, and simple rules of procedure for these elections and appointments.
NOW, THEREFORE, the City Council of the City of San Clemente does hereby resolve as follows:
Section 1. Subsection 4.1, 4.1.5, 4.2.3, 4.3.1-4.3.4, 6.1, 6.3 and 6.6 are added or amended to read as shown in Exhibit “A” hereto.
.
Section 2. The City Clerk Shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.
PASSED AND ADOPTED this _____ day of ____________________, _______.
ATTEST:
___________________________ __________________________
City Clerk of the City of Mayor of the City of San
San Clemente, California Clemente, California
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STATE OF CALIFORNIA )
COUNTY OF ORANGE ) §
CITY OF SAN CLEMENTE )
I, LAURA CAMPAGNOLO, City Clerk of the City of San Clemente, California, do hereby certify that Resolution No. _________ was adopted at a regular meeting of the City Council of the City of San Clemente held on the _______ day of _______________________, _________, by the following vote:
AYES:
NOES:
ABSENT:
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Clemente, California, this _____ day of _________________, ________. __________________________
CITY CLERK of the City of
San Clemente, California
Approved as to form:
_________________________
City Attorney
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Attachment A
(Amendments to Policy 1201-8)
6.0 PROCEDURE:
4.0 POLICY:
4.1 Reimbursement – Members of the legislative body will be reimbursed for all business expenses incurred while conducting City business provided that all required documentation is presented to substantiate the expenses.
Reimbursements will be made for:
1. Communicating with representatives of regional, state and national government on City adopted policy positions.
2. Attending educational seminars designed to improve skills and knowledge. Miscellaneous expenses for registration, tuition, parking, and phone are reimbursable for City authorized business.
Miscellaneous expenses must be supported with original itemized receipts.
3. Participating in regional, state and national organizations whose activities affect the City’s interests.
4. Any costs associated with attending City events.
5. Implementing a City-approved strategy for attracting or retaining businesses to the City which will typically involve at least one staff member.
4.1.5 Councilmembers are expected to conduct City business within Orange County through attendance at meetings of
Boards and Commissions, as appointed by the City Council, as well as meetings with City staff, constituents, attendance at events, etc., during various hours of the day or night. It is determined by the City Council that their effectiveness in representing the City is dependent on frequent and availability of adequate and reliable vehicles. Therefore, the City Council is eligible to use vehicles purchased and maintained by the City when appropriate.
4.2.3 Meal expenses and associated gratuities should be moderate, considering community standards and the prevailing
restaurant costs of the area. The City will not pay for or reimburse for alcohol/personal bar expenses. The City will use the IRS per diem rates as a guide for reimbursement.
4.3 Transportation –
4.3.1 The City of San Clemente will not reimburse Councilmembers for personal travel (or the personal portion of any travel); political or charitable contributions or events; family expenses including partner, children or pet expenses when
accompanying a member on City business; entertainment
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expenses, including theater, movies (either in-room or at the theater), sporting events (including gym, massage and/or golf related expenses), or other cultural events; personal
automobile expenses, including repairs, traffic citations, insurance or gasoline; and personal losses incurred while on City business.
4.3.2 When traveling, Councilmembers will use the most economical mode and class of transportation reasonably consistent with scheduling needs and space requirements. This includes the use of the most direct and time efficient route. In the event that a more expensive transportation form or route is used, the cost borne by City will be limited to the cost of the most economical, direct, efficient, and reasonable transportation form. Government and group rates must be used when available.
4.3.3 Reasonable and necessary charges for public transportation, taxi, or shuttle service are reimbursable at actual cost with receipts. Car rental is allowed when it is determined it is the most economical and reasonable mode of transportation during travel. Itemized original receipts must be submitted with vehicle rental reimbursement claims.
4.3.4 Airfares that are equal to those available through the Enhanced Local Government Airfare Program offered through the League of California Cities (www.cacities.org/travel), the California State Association of Counties (http://www.csac.counties.org) and the State of California are presumed to be the most economical and reasonable for purposes of reimbursement under this policy. When reimbursement for parking is requested, any airport parking more than 24 hours must be in long term parking or private economy lots.
Reasonable and standard baggage handling fees will be reimbursed.
If a Councilmember uses a personal car for travel, the
Councilmember can seek reimbursement for mileage at the Internal Revenue Service (IRS) rates presently in effect.
6.1 The City of San Clemente travel and expense policy is intended to be consistent with all provisions of State law. Where and if discrepancies between State law and these policies exist, the provisions of State law will prevail. All Councilmember travel expenditures in excess of $250 require prior approval by the City Council. The estimated travel expenses will be placed on the consent agenda of a City Council meeting prior to travel whenever possible. If travel is more urgent and justified, the travel expenses will be placed on the consent agenda of a City Council meeting immediately following the travel.
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6.3 Travel Expense Report - Requests for reimbursement of authorized expenses must be made on a Travel Expense Report. All requests must be submitted within 60 days of the original transaction or the completion of travel to be reimbursed. Documentation of all original receipts or bank card charge slips detailing the amount paid, the items/services received and the date must be submitted with the Travel Expense Report. Requests for reimbursement will be processed within the normal Accounts Payable schedule. Travel expense reports are located in Microsoft Word under the general templates, and general tab. The time calculations for per diem starts when the Councilmember begins travel. Receipts are not required to claim the meal and incidental expenses per diem. However, a travel expense report indicating time, date, place, and business purpose must be completed upon return.
6.6 Approvals – Travel expenses and travel reimbursements must be first approved by the City Manager before reports are sent to the Finance Department for the processing of payment. In the event the City Manager is uncertain whether use of a credit card or a request for cash advancement complies with this Policy, the City Manager will ask the Councilmember to seek authorization from the City Council.