Attachment M - Council Travel Resolution — Santa Monica City Council, June 24, 2025

ATTACHMENT M
1 City Council Meeting: June 24, 2025 Santa Monica, California RESOLUTION NUMBER 11314 (CCS)
(City Council Series)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA REGARDING

TRAVEL BY COUNCIL MEMBERS TO INCLUDE CITY COUNCIL GUIDELINES AND

STANDARDS REGARDING COUNCIL TRAVEL, STAFF ASSISTANCE FOR, CITY ISSUED

TECHNOLOGY EQUIPMENT AND ACCEPTED USE, AND OTHER RESOURCES

AVAILABLE TO COUNCILMEMBERS
WHEREAS, Section 602 of the City Charter of the City of Santa Monica provides that members of the City Council shall receive reimbursement for necessary travel and other expenses when on official duty out of the City on order of the City Council upon the same terms and conditions applicable to City departmental directors; and
WHEREAS, Councilmembers require certain technology equipment and services to review Council agenda packet materials, conduct constituent outreach and policy research, and perform other tasks necessary to their duties as Councilmembers in an optimal manner; and
WHEREAS, on March 25, 1980, the City Council adopted Resolution No. 5532, which clarified Section 602 of the City Charter by establishing a policy regarding travel by Councilmembers; and
WHEREAS, on May 19, 1998, the City Council adopted Resolution No. 9270, which amended and expanded Resolution No. 5532 to include City Council guidelines and standards regarding Council travel, staff assistance for, and other resources available to Council members; and
WHEREAS, on October 7, 2005, California adopted Assembly Bill 1234, which,

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2 among other things, implemented statewide rules governing travel reimbursement for City Council members; and
WHEREAS, on March 1, 2023, the City adopted revised Administrative Instruction 11-4-10, Employee Access and Use of Computer Networks, Retention and Destruction of Electronic Communications, a copy of which is attached as Exhibit A and incorporated herein by reference, which sets policies and procedures for use of the City's computer equipment, networks (wired and wireless), cloud computing environments, internet, and intranet and for the use, ownership, retention and destruction of all electronic data stored and managed by the City's electronic communications systems, and which applies to all City employees, officers, consultants, contractors, and temporary agency employees authorized to use the City's electronic communications systems or networks while conducting City business as regular or temporary users; and
WHEREAS, on October 16, 2017, the City adopted revised Administrative Instruction 11-4- 12, Employee Access of City and Personal Telecommunications Equipment, a copy of which is attached as Exhibit B and incorporated herein by reference, which sets policies and procedures for the use of City- and employeeowned telecommunications equipment, including telephones, cellular phones, smartphones, tablets, laptops, personal computers, and mobile data devices, by City staff for conducting City business, and which applies to all employees who are issued or authorized to use City-owned telecommunications equipment or are authorized to use their personal devices for conducting City business on a regular or temporary basis; and

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3 WHEREAS, on May 1, 2019, the City adopted revised Administrative Instruction IV-2-1, Travel and Meeting Expenses and Mileage Reimbursements, a copy of which is attached as Exhibit C and incorporated herein by reference, which sets policy and establishes procedures for travel, meeting, and mileage reimbursements for any individual that conducts business on behalf of the City of Santa Monica, including Councilmembers (pursuant to City Charter Section 602(c)), members of City Boards and Commissions, City staff members, and contractors; and WHEREAS, on January 26, 2021, the City Council adopted Resolution No. 11314 (“Resolution No. 11314”), which updated and revised the guidelines and standards regarding council travel, staff assistance for City Councilmembers, city issued technology equipment and accepted use, and other resources available to Councilmembers; and
WHEREAS, Resolution No. 11314 established a travel budget that was divided equally among all Councilmembers to support travel-related expenses to attend conferences or fulfill responsibilities assigned by the City Council; and WHEREAS, in light of rising costs for lodging, conference registration fees, and other travel-related costs, it is becoming more difficult for Councilmembers to attend conferences or fulfill responsibilities assigned by the City Council within the current allocation; and
WHEREAS, On May 27, 2025, the City Council provided direction to staff to modify the overall travel budget allocations without increasing the existing travel budget. The City Council’s direction acknowledged the Mayor’s unique travel obligations, particularly with respect to national and regional policy bodies, and the

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4 need to support assigned Councilmembers’ attendance at key regional and state events.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS:

SECTION I. Council Travel and Expense. In accordance with Government Code Sections 36514.5, 53232.2 it is the policy of the City to pay actual and necessary expenses incurred by Council members when they travel while conducting official City business. In furtherance of this policy, the following guidelines are established:

A. Councilmembers' attendance at conferences and meetings.

Councilmembers are authorized to attend conferences, conventions, meetings, educational seminars and other events sponsored by those organizations in which the City holds membership or sponsored by the City.

Examples of such organizations are National League of Cities, League of California, Cities, Local Government Commission, Independent Cities Associations and the Southern California Association of Governments. Any other travel by Councilmembers and all travel by outgoing (post-election) Councilmembers must be approved at a duly noticed Council meeting, by a simple majority of the members in attendance.

B. Travel Budget. A total of $10,150 of the travel budget shall be set aside to support attendance at the events identified below. The Mayor shall be allocated an annual travel set-aside of $6,150 to attend: (1) the United States Conference of Mayors Winter Meeting ($2950); (2) the United States Conference of Mayors Annual Meeting ($2950); and (3) the Southern California Association of

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5 Governments General Assembly ($250). In addition, $4,000 shall be reserved for appointed Councilmembers to represent the City at: (1) the Independent Cities Association Winter Meeting ($1500); (2) the Independent Cities Association Summer Meeting ($1500); and the Cal Cities Annual Conference ($1000). In the event these allocations are insufficient fully cover the cost of attending these events, Councilmembers must use a portion of their individual travel budgets. After taking into account the $10,150 travel budget set-aside described above, the remaining travel budget shall be referred to as the “Travel Budget Remainder.” Each Councilmember shall receive budget authority for an equal amount of the Travel Budget Remainder at the beginning of each fiscal year. The total amount of travel budget authority is revised each year based on the Consumer Price Index (CPI) applied to the City's Supplies and Expenses accounts. For outgoing Councilmembers and those standing for re- election, five-twelfths of the Travel Budget Remainder will be allocated at the beginning of the fiscal year; for incoming Councilmembers and those re-elected, seven-twelfths of the annual Travel Budget Remainder will be allocated when the Councilmember is installed. Travel expenditures by each Councilmember are limited to the amount of funds in his or her individual "trips and meetings" account. One Councilmember may authorize use of a portion of his or her allocation by another Councilmember if authorization is made in writing to the Council Office staff with a copy to the City Manager.

C. Expenses Reimbursed. Guidance regarding reimbursable expenses is included in City Administrative Instruction IV-2-1, Travel and Meeting

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6 Expenses and Mileage Reimbursements, which must be adhered to by all Councilmembers. This guidance, and the procedures for reimbursement set forth in this guidance, are intended to comply with Government Code Sections 53232.2 and 53232.3.

D. Reports on Travel. In accordance with Government Code Section 53232.3{d), Council members who attend conferences or other meetings and request reimbursement of expenses by the City must provide a brief report on the meeting(s) attended at the expense of the City at the next regular meeting of the City Council.

SECTION II. Hosting Events for Visiting Dignitaries. The City may host social events intended to welcome dignitaries visiting the City in their official capacity as an elected or appointed official of a governmental entity, foreign or domestic. Within the constraints of the Council Office budget (public entertainment line item), the following procedures and policies apply:

A. A Councilmember shall place an item on the City Council agenda to request advance approval for hosting and paying for the event. The request should include identification of the guests to be invited, a "not to exceed" cost of the event, the official purpose of the visit and any written itinerary from the visiting dignitaries.

B. All Councilmembers shall be invited to attend any approved event for visiting dignitaries.

C. All guests invited to attend an approved event shall have an official purpose

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7 for attending the event or shall be the spouse or companion of a City official or visiting dignitary.

SECTION Ill. Resources Available for Conducting City Business. Certain resources are required by Councilmembers to conduct City business. Within the constraints of the budget and upon request from the Councilmember, the following resources will be made available:

A. A key or access card to City Hall and the Council Office to be returned when a Councilmember leaves office.

B. A reasonable amount of office supplies (including stationary), photographic portraits of the Councilmember and business cards for official City use.

C. Publications, professional journals and other written, audio or video materials required by a Councilmember to conduct City business, as long as all materials are paid for from a Councilmember's budget allocation.

D. Information Retrieval/Research by City Staff. A Councilmember may directly request routine, easily retrievable information from a staff member regarding an issue pending before the Council, an issue which the Councilmember intends to bring to the Council, or an issue previously established as Council policy. Such direct requests should be made through the City Manager, City Clerk, or City Attorney as appropriate and within departmental or administrative policies.

E. Responses to Citizen's Complaints by City Staff. Complaints about the administrative affairs of the City should be directed by the Councilmember to

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8 the City Manager or to the Council Office for a response through the City's incident response system. Councilmembers may request that staff respond directly to the constituent or back to the inquiring Councilmember so that he or she may personally contact the complainant.

F. Assistance of Staff in Speech and Correspondence Preparation.

Councilmembers are entitled to a reasonable amount of staff assistance for speech and correspondence preparation related to City business. The City Manager will evaluate the request and assign appropriate staff resources.

When available, an outline of issues to be covered as well as available supporting material is to be provided by the requesting Councilmember.

Requests should be limited to a speech or correspondence that reflects adopted Council policy or relates to matters that have been or will be considered by the Council
G. Intergovernmental Assignments. Reasonable staff assistance will be provided to Councilmembers serving on or seeking appointment to a nonpartisan intergovernmental body when the Council has approved appointment of a member to that body or, in the case when the Council is not the approving body, if the Council has consented to that member sitting on that body. For purposes of this policy, intergovernmental bodies are broadly defined to include committees of intergovernmental agencies or organizations. Use of staff shall be consistent with the following guidelines:

1. If the intergovernmental body has its own professional staff, such staff should be used to the greatest practical extent, rather than City staff.

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9 2. City staff may attend the intergovernmental meeting if the Councilmember requests such attendance with the approval of departmental and City management.

3. The primary responsibility of staff is to review issues before the intergovernmental body as they may affect the City and advise and assist the Councilmember in presenting issues before the full Council or representing Council's position before the body.

H. Routine Support Services. The Council Office staff provides routine support services to Councilmembers including the following:

1. Preparation of correspondence relating to official City business within the resource restraints of the adopted budget and the limitations noted above.

Each of the Councilmembers will be given equal consideration. City resources will not be made available for correspondence to or for political organizations, in support of a Councilmember's pursuit of an elective or partisan office, in support of or opposition to a ballot measure, or in support of someone else's pursuit of an elective or partisan office.

2. Assistance in scheduling meetings concerning City business and making logistical and travel arrangements for official meetings. This includes but is not limited to arranging for meeting rooms. The fee for the room shall be consistent with the fees charged to City staff and may be charged to the City Council Office budget.

3. Assistance in securing single copies of official records.

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10 4. Unless otherwise requested by a Councilmember, Council mail will be opened daily and if of a non-urgent nature, distributed with the agenda on Thursday and before Council meetings on Tuesday evening. If there is no council meeting scheduled during a two-week period, then mail will be delivered to the Councilmember's home at least once weekly.

Councilmembers may pick up mail at City Hall at any time.

5. Response, at a Councilmember's request, to telephone inquiries.

SECTION IV. City issued Technology Equipment and Accepted Use. To support the Council in constituent outreach, policy research, and other uses necessary to their services as Councilmembers, the City will provide each Council member with technology equipment as described below:

A. Each Councilmember will be provided with one laptop, one smartphone, and one tablet device. The City will issue equipment in accordance with City standards as described below. In selecting equipment, each Councilmember will have the option to select a laptop, smartphone, and tablet from the following two options:

Device Option 1 Option 2
City Provided
Service Plan
Service Plan
Estimated
Cost
City Provided
Internet Access?
Laptop City's current
standard user
Windows
Laptop, with
docking station,
external monitor,
keyboard, and
mouse.

City's current
standard user
Mac Laptop,
with docking
station, external
monitor,
keyboard, and
mouse.

N/A N/A Yes, via smart
phone hotspot
using smart
phone data
plan.

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11 Smart
Phone
City's current
standard
Android phone.

City's current
standard Apple
phone.

Unlimited plan:
includes
unlimited data,
texts, calls, and
hotspot. Does
not include
international
services when
used outside of
the U.S.
$50.70/month Yes, via data
plan.

Tablet City's current
standard
android tablet.

City's current
standard Apple
tablet.

N/A N/A Yes, via smart
phone hotspot
using smart
phone data
plan.

B. All equipment must be returned to the City when the Councilmember leaves office. All services paid for by the City will be discontinued when the Councilmember leaves office.

C. Each Councilmember will be provided with a smart phone and service through the City's standard service plan. The service plan will include unlimited data, texts, and calls. The plan will also include hotspot service for enabling internet access connection for a tablet and laptop. The service plan will be paid for by the City through the City's service contract with the service provider. The City will only be responsible for paying for the service plan as outlined above.

The City will not pay for or reimburse Councilmembers for any other services outside of what is described above, such as in-home internet access or television/cable service.

D. When travelling outside of the U.S. for official City business, Councilmembers may request for the City to temporarily activate an international data and voice service plan for their smart phone. Such service

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12 will be paid for by the City when used specifically for the purposes of conducting official City business. Requests to activate international data and voice service must be communicated to the City at least two weeks in advance of the scheduled travel date.

E. As with all City technology, the Information Services Department will provide technical support and training to Councilmembers on the use of City issued technology equipment as needed.

F. On a routine basis, the City will require that any "end-of-life" equipment be returned to the City, to be replaced with new equipment in order to keep current with City standards. This equipment will be replaced as follows: laptops every four years and smartphones every three years.

G. Councilmembers may elect to purchase their City issued end-of-life laptops, tablets, or cellphones (including device accessories) after they have been retired as per the terms above. The fair market value of the device will be determined by the Information Services Department through benchmarking of third-party technology resellers. If a councilmember chooses to purchase the device, it will be provided "as is" with a standard operating system and, where applicable, the standard software productivity suite. No warranty support or service will be provided for these devices by the Information Services Department.

H. Any Councilmember who is currently receiving a subsidy for home Internet Service will continue to receive this subsidy until such time as they are no longer part of the Council.

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13 I. Councilmembers will use City issued technology equipment in accordance with the policies and procedures set forth in City Administrative Instruction 11- 4-10, Employee Access and Use of Computer Networks, Retention and Destruction of Electronic Communications, and City Administrative Instruction 11-4-12, Employee Access of City and Personal Telecommunications Equipment, as amended from time to time.

SECTION V. Resolution No. 11314 is repealed in its entirety.

SECTION VI. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect.

APPROVED AS TO FORM:
___________________________
Douglas Sloan, City Attorney
Adopted and approved this 24th ___ day of June _______ 2025. ________________________
Lana Negrete, Mayor
I, Nikima Newsome, City Clerk of the City of Santa Monica, do hereby certify that Resolution No. _______ (CCS) was duly adopted at a meeting of the Santa Monica City Council held on the 10th day of June 2025, by the following vote:

AYES:

NOES:

ABSENT:

ATTEST:
_________________________
Nikima Newsome, City Clerk

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access and Use of
Computer Networks, Retention and
Destruction of Electronic
Communications
NUMBER: II-4-10
EFFECTIVE DATE: March 1, 2023 (Revised) PAGE: 1 of 12
I. PURPOSE
The purpose of this Administrative Instruction is to set forth policies and procedures for City employees’ use of the City's computer equipment, networks (wired and wireless), Cloud computing environments, Internet, and Intranet and for the use, ownership, retention and destruction of all electronic data stored and managed by the City's electronic communications systems. Adherence to this Administrative Instruction is necessary to comply with local, state, and federal laws and regulations relating to records retention and destruction.

II. SCOPE
This Administrative Instruction pertains to all City employees, officers, consultants, contractors, and temporary agency employees authorized to use the City's electronic communications systems or networks while conducting City business as regular or temporary users (collectively “Authorized Users”). User authorizations may be limited and are to be obtained in advance as outlined in this Administrative Instruction.

III. DEFINITIONS
A. City’s Records Retention Schedule – Citywide comprehensive retention schedule that categorizes record series by business function, as adopted by the City Council.

B. Computer Equipment – Electronic hardware that stores, processes, or sends data and information. Electronic hardware includes servers, desktop computers, portable computers, tablet computers, switches, routers, printers, scanners, copiers, plotters, digital cameras, cellular telephones, and similar devices.

C. Computer Network – A wired or wireless (Wi-Fi) communications system comprised of network servers, web servers, relational databases, desktop computers, switches, routers, hubs, storage area networks (SAN’s), printers, networked scanners, copiers, plotters, reference information storage systems (RISS), interactive voice response (IVR) systems, voice over internet protocol (VoIP) systems, and software and applications licensed by the City.

D. Electronic Communications Systems – Computer applications used to create, receive, store, and transmit electronic communications, documents, and calendar entries, and electronic communications, which include electronic mail messages, voicemail messages, and instant messages.

EXHIBIT A

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access and Use of
Computer Networks, Retention and
Destruction of Electronic
Communications
NUMBER: II-4-10
EFFECTIVE DATE: March 1, 2023 (Revised) PAGE: 2 of 12
E. Electronic Mail Message - A record created or received on an electronic mail system including e-mail, instant messages, tasks, brief notes, more formal or substantive narrative records, appointments, calendar entries and any attachments, such as word processing text, data, photos, audio, video and other electronic records, which may be transmitted with the message to an internal or external address.

F. Electronic Nonrecord – A digitized record that is not required to be retained in the ordinary course of City business or is a temporary aid, does not appear in the City’s Record Retention Schedule, is not subject to a Legal Hold, or is not subject to retention pursuant to local, state or federal laws. (Please refer to the nonrecord definition for a list of items classified as nonrecords) G. Instant Message – An immediate, limited, and temporary electronic message sent via an instant messaging program that appears on the recipient’s screen as soon as it is transmitted.

H. Intranet - A private network that is contained within an organization and can only be accessed by Authorized Users. The main purpose of an Intranet is to share company information and computing resources among employees.

I. Internet – A cooperative content hosting and forwarding system that links computers together in a network where any computer can communicate with any other computer. Users of the Internet can view information on the World Wide Web, exchange electronic mail messages, participate in electronic discussion forums, send files from any connected computer to any other connected computer and remotely access and manage data and other computers using a variety of languages known as protocols.

J. Legal Hold – A communication issued by the City as a result of current or anticipated litigation, a notice of audit, or a government investigation. Legal Holds are issued by the City Attorney’s Office, City Manager’s Office, or a Department Director, to departments that may possess evidence that must be preserved for legal reasons regardless of the applicable retention period. Records subject to a Legal Hold must be secured and maintained separately from a system that uses an automatic process to delete data.

EXHIBIT A

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access and Use of
Computer Networks, Retention and
Destruction of Electronic
Communications
NUMBER: II-4-10
EFFECTIVE DATE: March 1, 2023 (Revised) PAGE: 3 of 12
K. Malicious Programs – Unauthorized programs such as viruses, worms, spyware, malware, ransomware or any unsolicited programs that can cause damage to a computer or information on a computer or network. They have the ability to use one computer to attack or spread themselves to other computers.

They can attack or spread in many ways including using external media such as CD’s or portable drives, downloading information and software programs off the Internet, browsing infected Internet sites, instant messaging, and opening email attachments.

L. Nonrecord - A record which is not required to be retained in the ordinary course of City business or is a temporary aid, does not appear in the City’s Record Retention Schedule, is not subject to a Legal Hold, or is not subject to retention pursuant to local, state or federal laws. Nonrecords include, but are not limited to, the following:

1. Brochures, catalogs, pamphlets, and other records received by mail or electronically that have no substantive value to the City.

2. Electronic mail and instant messages that are not created for the purpose of preserving documentary or informational content for future use by the City.

3. Information received by the City from electronic mailing lists, services, third parties, and news groups.

4. Notes, drafts, and worksheets used as temporary aids by Authorized Users for their convenience and not retained in the ordinary course of business. Unless a Department Director determines otherwise, these types of records should be destroyed after the final record is developed.

5. Blank or obsolete copies of purchase requisitions, travel reimbursement requests, and other forms that would be considered public records subject to the Act when completed for a specific business purpose.

6. Materials and publications, such as copies of books or periodicals, that are acquired and maintained solely for general reference purposes rather than to support a specific City operation.

7. Extra copies of records already maintained in an official file.

M. OneDrive – Provides cloud storage that allows Authorized Users to securely store, share and access records from anywhere on any device.

N. Personal Electronic Device (“PED”) – Any computer equipment owned by a City employee or official and not provided or owned by the City.

EXHIBIT A

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access and Use of
Computer Networks, Retention and
Destruction of Electronic
Communications
NUMBER: II-4-10
EFFECTIVE DATE: March 1, 2023 (Revised) PAGE: 4 of 12
O. Record - Recorded information of any kind and in any form, created, or received by the City, that is evidence of its operations. Records include paper and electronic records, electronic databases, electronic communications, including electronic mail messages, voicemail messages, and instant messages, photographs, film, sound recordings, maps and other records that have administrative, legal, operational, fiscal, or historical value. Whether records pertaining to City business are subject to the City’s Records Retention Schedule or must be retained for a specified period of time pursuant to local, state, or federal laws or a Legal Hold will depend on the content of the records. Some records may need to be disclosed to the public under the California Public Records Act (“Act”) unless an exemption applies that permits the City to withhold or redact the records. Please refer to the City’s Records Retention Schedule for a list of records subject to retention and to Administrative Instruction No. II- 2-2 entitled “Compliance with the Public Records Act” for guidance concerning records subject to disclosure under the Act.

P. Retention Period – The length of time a record must be kept to meet administrative, legal, operational, fiscal, or historical requirements in accordance with the City’s Record Retention Schedule, applicable local, state, or federal records retention statutes, or Legal Hold.

Q. SharePoint – Designed to allow departments and teams to share and manage content, to empower teamwork, readily locate, process, and collaborate information seamlessly across the City.

R. Teams – Unified communication and collaboration (i.e. instant messaging, audio/video conferencing and document sharing)
S. Voicemail Message – A digital audio recording contained in voicemail or email communications systems.

EXHIBIT A

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access and Use of
Computer Networks, Retention and
Destruction of Electronic
Communications
NUMBER: II-4-10
EFFECTIVE DATE: March 1, 2023 (Revised) PAGE: 5 of 12
IV. POLICY
A. The City's computer network shall be used solely for City business purposes and not for personal use. Personal use of the City’s computer network may result in termination of system access and disciplinary action up to and including termination. De minimis and occasional use of the City’s computer network conducted during an employee's break periods is permitted (such as, reading a news outlet during lunch).

B. The City's electronic communications systems are meant to facilitate City business communication among Authorized Users, the public, and any other individuals contacted in the course of City business. The intended use of the City’s computer equipment and networks, Internet, or Intranet is to allow Authorized Users to create, manage, locate, retrieve, and disseminate information for City business purposes.

C. Access to the City’s computer networks, Internet, or Intranet may, at the request of the employee's Department Head, be restricted for employees who do not require such access in the regular course of their duties.

D. Acceptable use of the City's computer network and electronic communications systems is the responsibility of every Authorized User whether they use City computer equipment or personal devices.

E. Electronic communications sent or received using the City’s electronic communications systems are not private and are subject to viewing and review by appropriate City employees and may be subject to disclosure under the Public Records Act. The author of each electronic communication must be aware at all times that he or she loses all control over that communication once it is sent, and all such messages are capable of being forwarded without the express permission of the original author. Authorized Users must use caution in the transmission and dissemination of messages and must comply with all local, state, and federal laws.

EXHIBIT A

1. The City’s data storage systems (such as OneDrive, SharePoint, and file servers), including email systems, are not intended, designed, or maintained to be used as the official records management or storage system. Records, including electronic records, that are subject to the City’s Records Retention Schedule or which must be retained for a specified period of time pursuant to local, state or federal laws must be stored in a trusted system as defined in California Government Code section 12168.7 and discussed in the City Records & Information Management Manual of the City’s Clerk’s guidelines entitled CSM Records & Information Manual.doc (sharepoint.com). Persons subject to this Administrative Instruction may not rely on the Information Services Department to back up systems for record retention purposes. Such systems are for disaster recovery only.

2. Authorized Users may store, or transfer files and data related to City business only on the City approved cloud storage systems (such as SharePoint and OneDrive), Laserfiche archive system, and computer equipment approved by the Information Services Department.

3. The use of portable USB storage devices is restricted; exceptions will need to be approved by the Chief Information Officer or designee.

G. Inappropriate Use
Use of electronic communications systems or computer networks shall be consistent with normal City business activities and in a way that is appropriate and non-offensive. Inappropriate or offensive use by anyone will be subject to disciplinary action, up to and including possible criminal or civil prosecution.

Inappropriate or offensive use includes, but is not limited to, the following examples:

1. Illegal activities;

2. Sending or posting threats or encouragement of bodily harm, the destruction of property; discriminatory messages; harassment, sexual or otherwise, as defined in any of the City’s anti-harassment or anti-discrimination policies City policies or other applicable law;

3. Use of electronic communications systems with malicious intent, to compromise the integrity of the City and its business in any way;

4. Libel or defamation;

5. Obscene messages;

6. Posting anonymous messages;

7. Political endorsements;

EXHIBIT A

8. Commercial activities, solicitation of funds for personal financial gain, or fraud;

9. Participating in any type of financial fraud such as "pyramid schemes," "Ponzi schemes," or "chain letters";

10. Adding, removing, modifying network header and machine access code information in an effort to deceive or mislead;

11. Unauthorized use of another person’s account ID, password;

12. Unauthorized sharing of passwords with other Authorized Users or members of the public;

13. Accessing, or attempting to access, the accounts of others, or to penetrate, or attempt to penetrate, security measures of the City’s network, Internet, Intranet or another entity's computer software or hardware, electronic communications system, or telecommunications system without permission or authority;

14. Transmitting SPAM (irrelevant or inappropriate messages to a large number of recipients);

15. Intentionally disrupting network traffic or causing the City’s computer network or connected systems to malfunction, including the transmission of viruses, worms, bots or other malicious electronic code or documents;

16. Unauthorized installation or alteration of computer hardware or software;

17. Unauthorized destruction, removal, or deletion of any official City files or data before its data retention maturity date including but not limited to any files located on the network, desktop computers, or any City-owned computer equipment;

18. Use of portable media including flash drives, SD drives, DVD’s, and CD’s to store and copy data, files, content from any City computers and from the City network, unless approved by the Chief Information Officer or designee;

19. Downloading or installation of audio, video, data or executable files for personal use, including, but not limited to photos, screen savers, music and movies;

20. Invading the privacy of individuals except in the course of conducting City business;

21. Reselling, extending, bridging, or otherwise misusing the Intranet and Intranet connections and or services;

22. Use of electronic communications systems which violates any City policies or practices that address appropriate behavior, outline rights, and set expectations for employees’ conduct and behavior while at work; and

23. Use of third-party electronic communications system(s) on City equipment without prior authorization by the Chief Information Officer or designee; and Use of online file storage services other than the City’s OneDrive for Business or exceptions approved by ISD for business purposes.

EXHIBIT A

1. Electronic communications systems are the property of the City, and all uses, content stored, and messages processed and sent are subject to audit, review, and possible disclosure.

2. The City, through its managers and supervisors, reserves the right to review the contents of an Authorized User’s electronic files and electronic communications when necessary for City business purposes.

3. If abuse is suspected, and with approval from the Director of Human Resources and the Department Head, supervisors shall have the authority to inspect the content of any electronic communications possessed by a subordinate on City-owned devices.

4. If an Authorized User creates, receives, or stores electronic records related to City business on a PED, the Authorized User must forward a copy of any such records to the City computer network as soon as practicable by sending or copying their City email address, if any. Further, the City may ask Authorized Users to review PEDs for such records to respond to requests for public records. For additional details on the adequate use of PEDs, please review Administrative Instruction II-4-12 on Employee Use of City and Personal Telecommunications Equipment.

5. Information Services staff will at all times maintain the confidentiality of electronic communications residing on the computer network, except as necessary to comply with this Administrative Instruction. Such items will not be casually examined or disclosed by any Information Services staff, regardless of access capability.

6. Designated Information Services staff authorized by the Chief Information Officer may, in the course of their duties, monitor activities in the electronic communications systems regarding suspected violations or security breaches whenever they may occur, and perform appropriate follow up.

7. Designated Information Services staff may access and review electronic records and files only when authorized by the Chief Information Officer, Director of Human Resources, and the employee's Department Head.

8. Former employees have no right to the contents of electronic communications created during their time of employment with the City.

9. Former employees shall not access or attempt to access the City's computer network or electronic communications systems.

EXHIBIT A

10. Upon leaving employment with the City, an Authorized User’s electronic communications may be accessed for the purpose of saving those messages that pertain to City business. Rights to these records may be reassigned to another employee, if necessary, to conduct City business.

11. The City will monitor and may disclose any electronic communications stored on the electronic communications systems under the following circumstances:
a) If required by law to do so such as, but not limited to, subpoena and public records requests;
b) In the course of an investigation triggered by indications of impropriety or as necessary to locate substantive information for business purposes; c) When necessary to investigate a possible violation of a City policy or a breach of the security of the electronic communications system; d) In the event there is reasonable suspicion that a user has committed or is committing a crime against the City or for which the City could be held liable.

I. Security and Access Violations

1. Information Services staff will make every effort to secure access to the electronic communications systems to Authorized Users only, and to permit "mailbox" and calendar usage only to those users authorized by the City.

2. All Authorized Users are to keep their user logins and passwords private.

3. While Authorized Users may set a confidential password, they should be aware that this does not suggest that the system is for personal use or confidential communication.

4. Authorized Users must not disclose their passwords to any other person for any reason.

5. Authorized Users have the ability to change their password at will and are required todo so on a regular basis, as outlined by Information Services staff.

6. Any Authorized User found to have engaged in access violations will be subject to termination of computer network access, disciplinary action, and criminal prosecution.

7. Employees will be required to complete an annual City information security training as approved by the Chief Information Officer. Failure to complete the training successfully may result in the suspension of access to the City’s networks.

EXHIBIT A

1. Persons subject to this Administrative Instruction are responsible for determining whether records under their control are records subject to retention pursuant to City’s Record Retention Schedule, a Legal Hold, or applicable law, and ensuring such records are retained for the applicable retention period prior to the scheduled destruction of the records.

2. Authorized Users are responsible for preserving records that are subject to a Legal Hold.

3. City employees are responsible for purging records in accordance with the City’s Records Retention Schedule.

4. Email communications and Teams instant messages are retained on the City’s cloud systems for two years. Following two years from the date of their creation, such records are automatically destroyed.

5. Microsoft Teams meetings recordings will be retained for one hundred days.

Following one hundred days from their creation date, recordings are automatically destroyed.

6. Voicemail messages are automatically destroyed after 100 days from the date of their creation.

7. OneDrive, SharePoint and Teams records that are not identified in the City’s Records Retention Schedule are retained for seven years. The Information Systems Department will notify persons subject to this Administrative Instruction of the electronic records or data that is scheduled to be destroyed within thirty days from the date of the Information Systems Department notification.

8. Text and SMS messages created or received on City issued cellular phones may be records that are subject to disclosure under the Public Records Act. If an Authorized User uses text or SMS messages to conduct City business, the Authorized User must capture the message using a means which ensures the entirety of the communication is preserved and forward that communication to the Authorized User’s City email address, if any, with a subject line enabling subsequent search for the subject of the communication.

9. Email communications and/or their attachments, including attached voicemails, Teams instant messages, voicemails, Text and SMS messages on the City's electronic communications systems may be records that are subject to a longer retention than provided in this Administrative Instruction and/or subject to disclosure under the Public Records Act.

EXHIBIT A

10. Social media and tools that facilitate conversation, including but not limited to, Instant Messaging, Twitter, Facebook, YouTube, LinkedIn, and blogs may create a record subject to the City’s Record Retention Schedule, the Act, the Ralph M. Brown Act, and to the First Amendment of the United States Constitution. Social media and tools are subject to the same rules as apply to emails and voicemail messages.

11. Electronic nonrecords may be deleted from the City's electronic communications systems prior to the scheduled destruction of such records.

12. No Authorized User shall knowingly or corruptly alter, destroy, mutilate, or conceal a record, document or other object with the intent to impair the object's integrity or availability for use in an official proceeding.

EXHIBIT A

PROCEDURE RESPONSIBLE PERSON(S)

1. Add/Remove License and Service
Requests for adding employees to the City's
electronic messaging systems are submitted
through the New Hire Software Request Form in
ServiceNow(Compass) by the appropriate Division
Manager.

Staff Assistant
Administrative Assistant
Division Manager
Department Head
City Manager

2. Add Network Access or Transfer an Existing
Account
Requests for adding or transferring employee
access to the City's network are submitted through
the New User Account or Transfer Request Form in
ServiceNow (Compass) by the Division Manager.

Division Manager

3. Termination/Suspension Network Access
Employees are removed from the City's network
when requested by the appropriate Division
Manager (or designee) and approved by Human
Resources Director (or designee) and Chief
Information Officer (or designee).

Human Resources must approve all requests for
termination or suspension of employee email and/or
network access due to termination or administrative
leave.

Division Manager
Human Resources
Chief Information Officer
VI. Authorized By
___________________
David White
City Manager

EXHIBIT A

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 1 of 19 I. PURPOSE
The purpose of this Administrative Instruction is to set forth policies and procedures for the use of City- and employee-owned telecommunications equipment by City staff for conducting City business. This equipment includes telephones, cellular phones, smartphones, tablets, laptops, personal computers, and mobile data devices.

This policy is intended to protect the security and integrity of the City’s data and technology infrastructure, and to ensure retention of public records which may be created or stored on City- and employee-owned telecommunications equipment.

Limited exceptions to the policy may occur due to variations in devices and platforms.

The City of Santa Monica allows its employees to use personally-owned telecommunications equipment at work for conducting City business or accessing City e-mail and the City internal website (eDesk) to receive City-related information.

The City reserves the right to revoke this privilege if users do not abide by the policies and procedures outlined below.

II. SCOPE
This Administrative Instruction applies to all employees who are issued or authorized to use City-owned telecommunications equipment or are authorized to use their personal devices for conducting City business on a regular or temporary basis. Authorizations must be obtained in advance as outlined in this procedure.

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 2 of 19 III. DEFINITIONS
a) Telecommunications Equipment: Any type of device which can access the internet or other telecommunications system, including telephones, cellular phones, smart phones, tablets, laptops or mobile data devices. b) Telephones: Landline phones located in each department and City facility.

Telephones are most commonly located at each desk or workstation, and have the capability for local and long-distance calling.
c) Cellular Phones: Portable telephones that communicate over wireless networks. d) Smartphones: Cellular phones that perform many of the functions of a computer, typically having a touchscreen interface, Internet access, and an operating system capable of running downloaded applications.
e) Tablets: Portable computers that generally accept input directly onto an LCD screen rather than via an external keyboard or mouse.
f) Mobile Data Device: A type of computer laptop, or device that enables another device to receive Internet access over a cellular data connection instead of using telephone landlines or a wired connection and capable of running automated software applications.
g) Jailbroken: A device which has had software restrictions imposed by the manufacturer removed using a series of software exploits. Jailbreaking permits root access to the operating system, allowing the downloading and installation of additional applications, extensions, and themes that are otherwise unavailable.

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 3 of 19 IV. POLICY
A. Assignment of City-owned Telecommunications Equipment

1. Any City-owned Telecommunications Equipment issued to an employee is entirely at the discretion of the City and the Employee’s Department Head and the Chief Information Officer. The device is not considered a benefit, or part of the employee’s compensation.

2. All requests for City-owned telecommunications equipment must be approved by the employee's Department Head and the Chief Information Officer or his or her designee.

3. Basis for approvals. The type of telecommunications equipment assigned to an employee will vary based upon the employee’s job duties. Departments will be advised by Information Services staff on the most cost-effective device for the employee’s work-related telecommunications needs. Periodic reviews and adjustments will be made by Information Services staff and departments.

The following criteria will be applied to determine the type of equipment to be assigned:
a) Telephones may be approved and issued to employees in City offices when there is a need for public or inter-office communications. Cellular phones should not be a replacement for standard City radio communications equipment. Cellular phones may be approved and issued to employees when there is a critical need for immediately-accessible communications at all hours of the day, or for an employee who is not often at a desk where a wired telephone would be available. Cellular phones may also be approved and issued to employees responsible for emergency response situations and emergency preparedness activities and employees who are frequently called upon to make administrative decisions off-site or during off-hours. They should only be issued to employees with radio equipment when the duties and responsibilities require them to leave their vehicles for extended periods of time or to communicate directly with outside vendors or agencies in the usual course of their field work.

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 4 of 19 b) Smartphones should not be a replacement for cellular phones or standard City radio communications equipment. They should only be issued to employees who meet the following criteria. Smartphones may be approved and issued to employees with a critical need for immediately-accessible internet, email, or computer access at all hours of the day, or for an employee who is not often at a desk where a standard computer would be available. Smartphones may also be approved and issued to employees responsible for emergency response situations and emergency preparedness activities and employees who are frequently called upon to make administrative decisions off- site or during off-hours or have a need to use cameras for documentation or to access data, e-mail or mobile business applications when away from their primary computer or when working in the field.
c) Tablet devices should not be a replacement for cellular phones or smartphones. Tablets may be approved and issued to employees with a critical need for immediately-accessible internet, email, or computer access at all hours of the day, or for an employee who is not often at a desk where a standard computer would be available and these functions would require more screen space than is possible on a smartphone. d) Mobile data devices should not be a replacement for cellular phones or standard City radio communications equipment. Mobile data devices may be approved and issued to employees who are responsible for managing critical public safety operations, division managers and Department Heads who are frequently called upon to make administrative decisions off-site or during off-hours and supervisory staff responsible for managing large capital improvement projects or community programs who are regularly away from the office and require Internet access.

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 5 of 19

4. All telecommunications equipment and service costs will be charged to the City Utility- Telephone account of the corresponding division and should be budgeted for in advance.

5. The employee will be issued City-owned equipment solely by Information Services Staff and only from a service provider currently under contract with the City.

6. Employee access to the City’s computer network and data must be approved by the employee’s Department Head or his or her designee and is limited based on user profiles defined and managed by ISD.

7. Upon termination of employment, all City-owned telecommunications equipment issued to the terminated employee must be immediately returned to the employee's Supervisor.
a) The Supervisor is responsible for receiving all of the equipment, verifying that it is in working order, and for documenting missing or inoperable components of the assigned equipment.
b) The Supervisor shall report problems with the equipment and any equipment reassignments to the ISD Help Desk immediately.

8. Lost or stolen City-owned equipment must be reported to the Supervisor of the employee to whom the equipment was issued, Risk Management, and the ISD Help Desk as soon as possible.

Employees who lose equipment shall be subject to the following policy:
a) The first equipment loss will be paid for by the City from the UtilityTelephone account of the division in which the employee works. b) Any subsequent equipment losses by the same employee will be paid for by the employee.

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 6 of 19 B. Use of City-owned Telecommunications Equipment

1. The City may block or otherwise prevent employees from accessing certain websites or categories of websites.

2. Employees shall not accept or make collect calls unless the call is approved in advance by the employee’s Supervisor or Division Manager or is in response to an emergency or other matter related to critical City services.

Information Services Staff will report collect call acceptances to the employee's Supervisor or Division Manager.

3. Employees shall not make international calls without prior approval from a Supervisor or Division Manager.

4. Employees must maintain all telecommunications equipment and related accessories in proper working order, secure them from being lost, damaged, or stolen, and ensure they are used properly according to manufacturer specifications.

5. Each employee should notify his or her Supervisor or Division Manager immediately if his or her equipment is damaged or in need of repair.

6. The City may audit all records of use of City-owned telecommunications equipment. An employee’s misuse, loss, damage, or destruction of the equipment may result in disciplinary action, up to and including termination.

7. Employees with City-owned telecommunications equipment are expected to be available to receive City business communications during normal business hours, as workload requires, or as agreed upon with their Supervisors or Division Managers and in compliance with the appropriate Memorandum of Understanding (MOU).

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 7 of 19

8. Employees may be required to carry or use City-owned telecommunications equipment outside of regularly scheduled work hours.

9. Employees are required to exercise good judgment in the use of City-assigned telecommunications equipment. This includes avoiding websites, telephone numbers, cellular phone numbers, or sending e-mail messages that would bring discredit upon the City or are offensive or obscene. Employees are responsible for notifying their Supervisors or Division Managers about any unwanted information or communication received.

10.Reimbursement for usages charges related to personal use of all City telecommunications equipment is the responsibility of every City employee and his or her Supervisor or Division Manager. Detailed and summary reports of calls made on City telecommunications equipment are generated each month for department review. These reports detail calling usage and charges for each call made. Department Heads or designees must review these reports to ensure compliance with these guidelines. Designated division staff will be able to report all personal use of City equipment to the employee's Supervisor or Division Manager who will verify the usage, remind the employee of the intended purpose of the equipment, coordinate any reimbursements due to the City, and initiate disciplinary action, if appropriate.

11.The employee’s City-owned device may be remotely wiped and all data removed if:
a) The device is lost or stolen;
b) The employment is terminated;
c) ISD detects a data breach, a virus, or similar threat to the security of the City’s data and technology infrastructure.

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 8 of 19 C. Personal Electronic Devices (PEDs) enrolled in the City’s Mobile Device Management service (MDM), also known as the Bring Your Own Device (BYOD) program.

1. Employees may voluntarily use their personal electronic devices (PEDs) to perform official City business or when accessing City business applications, e-mail and the City internal website (eDesk) to receive City-related information through enrollment of their personal devices in the City’s MDM service.

2. Employees who choose to enroll their PEDs in the City’s MDM service should contact the ISD Help Desk, submit a Bring Your Own Device (BYOD) request and bring the devices to ISD for proper provisioning and configuration of standard apps, such as browsers, office productivity software and security tools, before they can access the City’s network, data or applications. a) Smartphones and tablets using the following operating systems are supported:
i. iOS
ii. Android
iii. Windows Phone
b) Network connectivity is supported by ISD. Please contact the ISD Help Desk with any issues related to accessing the following:
i. City e-mail
ii. City Websites
iii. Applications managed by ISD’s MDM system
c) Employees should contact the device manufacturer or their carrier for any other issues on their PED, including operating system or hardware-related issues.

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 9 of 19

3. The City will not reimburse the employee for any costs associated with purchasing or using PEDs for City business purposes or while accessing City business applications, e-mail or the City internal website (eDesk) to receive City-related information.

4. The City will not be responsible for an employee’s loss of any personal data or damage to his or her PED while using it for City business.

5. While ISD will take every precaution to prevent the employee’s personal data from being lost in the event that ISD must remote wipe the data on the MDM controlled applications on the PED, it is the employee’s responsibility, not the City’s, to take additional precautions to protect his or her personal data, such as backing up e-mail, text messages, contacts information, photos, etc.

6. The City reserves the right to disconnect a PED or disable City-provided services without notification.

7. Lost or stolen PEDs must be reported to the ISD Help Desk as soon as possible for remote wipe of data on the MDM controlled applications.

8. By enrolling in the BYOD program, the employee assumes full liability for risks including, but not limited to: the partial or complete loss of City and personal data due to an operating system crash, errors, bugs, viruses, malware, or other software or hardware failures, or programming errors that render the PED unusable.

9. The City reserves the right to take appropriate disciplinary action for noncompliance with this policy.

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 10 of 19 D. Voicemail Messages

1. Voicemail may be used to improve internal communications within the City as well as enhance employees’ ability to serve the public.

2. Employees will keep their outgoing message(s) and announcements professional, timely and accurate. Outgoing messages should not contain jokes, jargon, offensive language, music, etc., in their announcements.

3. During periods of extended absence (vacations, conferences, trips, illness, etc.) employees should arrange to have mailbox coverage and an appropriate announcement directing the caller elsewhere.

4. Employees shall check messages regularly and attempt to promptly return calls.

5. The voice messaging system is part of the unified messaging system, which includes electronic mail, and is therefore subject to the Employee Access, Use, Retention and Destruction of Electronic Communications policy.

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 11 of 19 E. Security for City-owned telecommunications equipment and City-approved PEDs

1. To prevent unauthorized access, all approved devices must be password protected using the features of the device and a PIN code, or fingerprint security that is required to access the data contained in the MDM software on the device. Attachment A details the required security settings.

2. Employees may not use smartphones or tablets to connect to the network unless the device is on the City’s list of supported devices.

3. MDM managed data on City-approved personal devices may be remotely wiped and all data removed if:
a) The device is lost or stolen;
b) The person’s employment is terminated;
c) ISD detects a data breach, a virus or similar threat to the security of the City’s data and technology infrastructure;
d) Devices that are “jailbroken” or “rooted” may not be enrolled in the BYOD program.

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 12 of 19 F. Inappropriate Use
Use of electronic communications systems or computer networks shall be consistent with normal City business activities and in a way that is appropriate and non-offensive. Inappropriate or offensive use by City staff will be subject to disciplinary action. Inappropriate or offensive use includes, but is not limited to, the following examples:

1. Illegal activities

2. Sending or posting threats or encouragement of bodily harm, the destruction of property or harasses another individual; discriminatory messages; harassment, sexual or otherwise, as defined in any of the City’s antiharassment or anti-discrimination policies City policies or other applicable law;

3. Use of electronic communications systems with malicious intent, to compromise the integrity of the City and its business in any way;

4. Libel or defamation;

5. Obscene messages;

6. Posting anonymous messages;

7. Political endorsements;

8. Commercial activities, Solicitation of funds for personal financial gain, or fraud;

9. Participating in any type of financial fraud such as "pyramid schemes," "Ponzi schemes," or "chain letters"

10.Adding, removing, modifying, or identifying network header information in an effort to deceive or mislead;

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 13 of 19

11.Unauthorized use of another person’s account ID, password or other identifying information;

12.Unauthorized sharing of passwords with other employees or members of the public;

13.Accessing, or attempting to access, the accounts of others, or to penetrate, or attempt to penetrate, security measures of the City’s network, Internet, Intranet or another entity's computer software or hardware, electronic communications system, or telecommunications system with permission or authority;

14.Transmitting SPAM (Irrelevant or inappropriate messages sent on the Internet to a large number of recipients);

15.Intentionally disrupting network traffic or causing the city’s computer network or connected systems to malfunction, including by transmitting viruses, worms, bots or other malicious electronic code or documents;

16.Unauthorized installation or alteration of computer hardware or software;

17.The unauthorized destruction, removal, or deletion of any City files or data including but not limited to any files located on the network, desktop computers or any city provided equipment (i.e. external hard drives, laptops, flash drives, etc.);

18.Use of portable media including flash drives, sd drives, DVD’s, and CD’s to store and copy data, files, content from any City computers and from the City network;

19.Downloading or installation of audio, video, data or executable files for personal use, including, but not limited to photos, screen savers, music and movies;

20.Invading the privacy of individuals except in the course of conducting City business;

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 14 of 19

21.Reselling, extending, bridging or otherwise misusing the Intranet and Intranet connections and or services;

22.Use of electronic communications systems which violates any City policies or practices that address appropriate behavior, outline rights, and set expectations for employees’ conduct and behavior while at work;

23.Use of third party electronic communications system(s) on City equipment without prior authorization by the Chief Information Officer or his or her designee.

24.Use of online file storage services other than the City’s OneDrive for Business.

G. Ownership, Confidentiality, and Disclosure

1. City-issued telecommunications equipment and accessories are the property of the City.

2. The City, through its managers and supervisors, reserves the right to review voice and data usage reports and any data created or managed on Cityassigned telecommunications equipment or in City e-mail or software loaded on a City-approved PED when necessary for City business purposes.

3. City staff found to be using City-assigned telecommunications equipment or City- approved personal devices in an unauthorized manner while conducting City business will be reported to their supervisor and may be subject to disciplinary action up to and including termination.

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 15 of 19 H. Safety Concerns with Using Telecommunications Equipment

1. Safety is the first concern. Employees must not use any mobile telecommunications equipment while operating any machinery, vehicles, or other device which requires concentration and attention to operate. If there is a risk of creating a hazard or danger to coworkers or members of the public while operating a device, all steps to avoid that danger should be taken.

2. Employees are expected to obey all laws applicable to the use of mobile telecommunications equipment. The use of mobile equipment while driving is not permitted. Vehicle Code Sections 23123 and 23123.5 require the use of a hands-free device in order to use a mobile phone while driving. The City will provide employees with approved hands-free devices for use with City-issued mobile devices. Regardless of the situation, even if driving in slow or stopped traffic, the employee should pull off to the side of the road and safely stop the vehicle before operating any electronic device.

3. Employees who are charged with traffic violations resulting from the use of a mobile telecommunications device while driving in the course of employment by the City may be subject to disciplinary action resulting from such traffic violations.

I. Departmental Policies
Each department may create and implement additional policies regarding the acceptable use of telecommunications equipment for employees within that department. Employees should follow the policies in their department regarding use of telecommunications equipment and services. In the event of a conflict between this policy and a department policy, this policy shall control.

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 16 of 19 V. PROCEDURES AND RESPONSIBILITIES
Procedure Responsible Person(s)
Lost or Stolen Equipment

1. If City-owned equipment is lost, a City Property
Damage/Loss Report Form must be completed
and filed with the Risk Management Division
and a copy of the form must be submitted to the
ISD Help Desk. A copy of the City Property
Damage/Loss Report Form can be obtained
from the Risk Management website or by
contacting Risk Management. The City is not
responsible for lost personal equipment.

Employee’s Immediate
Supervisor

2. If City-owned equipment is stolen, a Police Petty
Theft Report Form must be completed and filed
with the Police Department, a City Property
Damage/Loss Report Form must be completed
and filed with the Risk Management Division
and a copy of both reports must be submitted to
the ISD Help Desk. A copy of the Police Petty
Theft Report Form can be obtained from the
Police Department website or by contacting the
Police Department. The City is not
responsible for stolen personal equipment.

Employee’s Immediate
Supervisor

3. Once the Petty Theft Form and/or the City
Property Damage/Loss Report Forms have
been completed, the vendor of the
telecommunications equipment or service shall
be notified to discontinue service.

ISD Help Desk

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Employee Access of City and
Personal Telecommunications
Equipment
NUMBER: II-4-12
EFFECTIVE DATE: October 16, 2017 (Revised) PAGE: 17 of 19 Procedure Responsible Person(s)
Equipment Service and Repairs

1. All damaged City-owned equipment should be
reported to the ISD Help Desk who will work
with the equipment vendor to service or repair
the damaged equipment.

Employee’s Immediate
Supervisor
Reimbursing the City for Use of City Equipment

1. Monthly telecommunications statements must
be distributed to the designated division staff
that is responsible for managing
telecommunications bills.

Information Services Staff

2. The designated division staff must audit the
monthly statements and report all personal use
of the equipment to the employee's Supervisor
or Division Manager.

Designated Division Staff

3. Upon the discovery of personal use of City
issued equipment, the employee's Supervisor or
Division Manager must remind the employee of
the intended purpose of the telecommunications
equipment, coordinate any appropriate
reimbursements to the City in a timely manner,
and initiate disciplinary action if appropriate.

Employee’s Immediate
Supervisor and/or Division
Manager
VI. AUTHORIZED BY
________________
Rick Cole
City Manager

EXHIBIT B
II-4-12

Page 18 of 19 ends

ATTACHMENT A
Security for City-owned devices

1. In order to prevent unauthorized access, all City-owned devices:
a. Must be protected with a four-digit PIN code or fingerprint unlock security, which is required to access the data contained in the MDM software on the device. b. PINs must be changed every 90 days.
c. A new PIN cannot be one of 10 previous PINs.

2. The device must lock itself with a PIN if it’s idle for 5 minutes.

3. After 10 failed login attempts, the device will lock. Contact ISD to regain access.

Security for City-approved Personal Electronic Devices

1. In order to prevent unauthorized access, all City approved Personal Electronic Devices:
a. Must be protected with a five-digit alphanumeric PIN code or fingerprint unlock security, which is required to access the data contained in the MDM software on the device.
b. PINs must be changed every 90 days.
c. A new PIN cannot be one of 10 previous PINs.

2. The device must lock itself with a PIN if it’s idle for 5 minutes.

3. After 10 failed login attempts, the device will lock. Contact ISD to regain access.

EXHIBIT B
II-4-12

Page 19 of 19 ends

ATTACHMENT B
E-mail, Intranet and Bring Your Own Device (BYOD) Enrollment Complete this form to:
1) Opt-in to receive a City of Santa Monica employee email account. 2) Enroll in the City of Santa Monica Bring Your Own Device (BYOD) program.

Once completed and approved, submit this form through the ISD Helpdesk ticketingsystem.

NOTE: If you are not requesting City e-mail access on your mobile devices, you can skip section B.

Section A
Employee Information
(Required)
Date Employee Name Position Title Employee ID
Bargaining Unit Department/Division Work Location
How can we contact you when your account has been set up? Personal Phone Personal E-mail Preferred Contact
( ) -  Phone  E-mail
 I opt-in to the following:
 To receive a City issued email account through a web browser.  To use my personal device to access my City issued email account, the City’s Intranet and connectto the City's network (BYOD program) using a downloadable smart phone app.

Section B
Personal Mobile Device
Information (Optional)
Complete this section only if you would like to access your City e-mail account and the Intranet on your personal device(s).

Installation of the City's secure productivity suite application is required on each device that is connecting to the City's network. Complete the following information for each device to ensure that it is compatible and properly configured to meet the City's network requirements. Attach additional pages if needed.

Mobile Device
Type:  Smart Phone  Tablet  Other:

Mobile
OS
 Apple iOS (version 4.0 or newer)  Android (version 2.2 or newer)  Windows Phone (version 8.0 or newer)
Device Make
/ Model: Mobile Phone Number (if Applicable):

Intended Use (be as descriptive as possible):
 I have read and understand the Administrative Instructions regarding Employee Access and, Use of Computer Networks, Retention and Destruction of Electronic Communications (AI II-4-10) and Employee Use of City and Personal Telecommunications Equipment (AI II-4-12).  I understand and agree to comply with the policies in the administrative instructions referencedabove.

Employee Signature Printed Name Date
Management
Approvals(Required)
Supervisor Signature Printed Name Date
Department Head Signature Printed Name Date
Section C
Employee Acceptance
(Required)

EXHIBIT B

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 1 of 13
I. Purpose
The purpose of this administrative instruction is to set policy and establish procedures for travel, meeting, and mileage reimbursements. The policy ensures that travel expenses are reasonable and appropriate and reimbursements are not reported as taxable income to the individual. The procedures establish paperless reimbursement processing and retention.

II. Scope
This administrative instruction relates to costs incurred while traveling on City business or attending meetings and for costs associated with the use of a private vehicle for work-related transportation. The policy applies to any individual that conducts business on behalf of the City of Santa Monica including Council members (pursuant to Santa Monica Charter section 602(c)), members of City Boards and Commissions, City staff members, and contractors.

III. Policy Overview
The City reimburses for attendance at professional conferences, seminars, trainings, and meetings contingent on approval. Staff members must receive preapproval from their Department Head or Division Manager.

The reimbursement procedures in this AI conform to the IRS Accountable Plan rules for business travel related expenses, and require that: expenses have a business connection, expenses are adequately accounted for within a reasonable amount of time, and any excess advance is returned to the City. If reimbursements do not follow the requirements in this document, the IRS may consider such payments as wages subject to payroll tax withholding.

Other policies or agreements contain travel reimbursement requirements, including, but not limited to bargaining unit agreements, grant agreements, and specific contracts. When requirements conflict, staff members must abide by those that are most restrictive. Departments may establish internal policies consistent with this AI.

EXHIBIT C

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 2 of 13
Reimbursable costs are limited to the following general classifications of costs:

Type of Cost Reimbursement method
A. Meals and incidentals Based on per diem rate, receipts not required
B. Lodging Submit an itemized receipt
C. Transportation (air, bus, taxi,
Uber/Lyft or similar services,
rental vehicles)
Submit an itemized receipt
D. Mileage Reimbursement
Submit Mileage Reimbursement
Claim Form for use of a personal
vehicle
E. Other Expenses (registration
fee, parking, internet and
phone charges)
Submit an itemized receipt
F. Peace Officers Standards and
Training (P.O.S.T)
Submit a Training Expense
Advance Request Form
More information on reimbursable costs is found in Section IV.

The City purchasing card is the preferred method for advanced payment of airfare, lodging and registration. Staff members must adhere to the Purchasing Card Administrative Instruction as guidelines for all advance purchases.

In the event that travel plans are cancelled, the staff member should make every effort to receive a full refund for all travel expenses and deposits. If a travel voucher is provided in lieu of a refund, it must be used for City-related travel.

EXHIBIT C

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 3 of 13
IV. Travel Costs/Eligible Expenses
A. Meals and Incidentals
The City will reimburse staff members for meal and incidental (M&IE) costs not to exceed the Federal Government per diem allowance rates (see below).

Receipts are not required if the federal per diem amount is not exceeded for each day of travel.
• Travel within the United States: Domestic Per Diem Rates established by the General Services Administration (GSA) for meal and incidental reimbursements. The rates vary by destination and are available on the GSA website (www.gsa.gov).
• International travel: Foreign Per Diem Rates established by the U.S.

Department of State. See the U.S. Department of State for Foreign Per Diem Rates (www.state.gov).

When claiming the per diem amount:
• Purchasing cards cannot be used
• Proof of time, place and business purpose must be clearly documented on the cover of the Travel and Meeting Expense Report and attached itineraries, registrations and travel documentation must support this purpose
• Meals, tips, tax, beverages (no alcohol) and incidentals are included in these per diem amounts and should not be itemized on the Expense Report. Incidentals are fees and tips given to baggage carriers, bellhops, hotel staff and for transportation between places of lodging or meetings and places where meals are taken.
• The GSA Meals & Incidental Total amount should be printed from the website and attached to the Expense Report

EXHIBIT C

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 4 of 13
Paying for Another Staff Member’s Meal
If a staff member incurs a meal cost for themselves and other City staff members, the staff member incurring the cost will receive the portion of the per diem rate relating to the particular meal for each staff member they paid for. All attendees must be documented on the expense reimbursement documentation.

Meal Allowance for the First and Last day of Travel
Per IRS and GSA guidelines, staff members are eligible for 75% of the total M&IE rate on the first and last day of travel, regardless of the time of departure or return.

Conference Provided Meals
If the conference host provides meals to attendees for no additional charge, staff members must pro-rate the per diem to exclude the meal provided as follows:
• 20% of per diem for breakfast
• 30% for lunch
• 50% for dinner
Meal Allowance for Local Travel Outside of City limits
If a staff member is scheduled to begin travel after the start of his or her regular work day, no allowance may be claimed for breakfast. If a staff member is scheduled to begin travel after their regular lunch break, no allowance may be claimed for lunch.

EXHIBIT C

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 5 of 13
Exceptions to the Meal Per Diem
Business meetings at which City staff and external parties meet to discuss City business and where City staff have no control over the choice of location and associated cost are considered an exception to the per diem policy. In such cases, the City reimburses business meal expenses at the actual cost, subject to Department Director approval. The itemized business meal reimbursement receipt must be included in the Travel and Meeting Expense Report and backup must clearly document:
• The amount of the expenditure;
• The date and place of the expenditure;
• The business purpose of the expenditure;
• Brief justification for the cost above established per diem; and • The name(s) of the individuals participating in the expense.

EXHIBIT C

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 6 of 13
B. Lodgings
The City reimburses for a standard single room (including taxes) for as many nights as necessary. If travel is related to a professional conference, it is often preferable to stay at the hotel hosting the conference.

Hotel costs shall not exceed the maximum group rate published by the conference or activity sponsor. If the conference-designated lodging location is unavailable, travelers are expected to use the most economical alternative.

Staff members shall use a City purchasing card or a personal credit card to hold a reservation. The City will not reimburse a staff member for unused reservations unless the staff member’s supervisor determines that circumstances requiring the cancellation were beyond the staff member’s control.

Staff members should identify themselves as City staff members when making reservations and ask if they are exempt from local transient occupancy taxes.

Staff members must submit an itemized hotel receipt for reimbursement. The City will not reimburse a staff member for lodging if the Staff member chooses to stay with a friend or relative while attending an out of town meeting or conference.

EXHIBIT C

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 7 of 13
C. Transportation
Staff members are encouraged to take the most direct routes; and staff members traveling to the same event are encouraged to carpool.

Any travel outside the Southern California area will be by air at coach fares.

First class and Business class travel is prohibited. Amenities not required for travel shall not be reimbursed.

The City reimburses staff members for reasonable ground transportation (taxi, Uber/Lyft or similar service, train, bus or personal vehicle) between the airport and office or home. When using a personal vehicle, long-term airport parking must be used for travel exceeding 24 hours.

Individuals must obtain prior approval for use of a rental vehicle from the Department Director or Division Manager and it must be justified as an economical business necessity. Staff members are encouraged to select the vehicle that represents the most cost-effective option. Optional insurance offered by the rental agency is not a reimbursable expense. Staff members should work with Risk Management for questions regarding insurance.

For reimbursement, staff members must submit itemized parking and rental car receipts with the Travel and Meeting Expense reimbursement form.

The City offers staff members access to City-owned vehicles to attend local conferences, meetings and workshops.
• Staff members who use City-owned vehicles must comply with the vehicles reservation rules before reserving a car (available on the City’s intranet).
• All City-owned vehicles must be refueled at City Yards (2500 Michigan Avenue) or behind Big Blue Bus (5th and Olympic). If emergency gasoline is required while traveling on City business, the expense reimbursement will require a gas station receipt.

EXHIBIT C

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 8 of 13
D. Mileage Reimbursement
The City will reimburse the owner of a personal vehicle at the current per mile rate established by the IRS (IRS rate). To drive a personal vehicle on City business, staff members must possess a valid California driver’s license and meet the minimum financial responsibility requirements as prescribed by the State Vehicle Code (CVC 16058). Mileage reimbursements shall constitute full payment by the City for all costs associated with vehicle operation, including fuel, lubricants, repairs, depreciation and insurance. Mileage is calculated from the staff member’s residence or work to the destination, whichever is less. The City also reimburses individuals for reasonable parking costs associated with the use of private vehicles while conducting City business.

City staff must submit reimbursement requests associated with the use of private vehicles using the Mileage Reimbursement Claim form (available on the City’s intranet) with the following backup:
• description of the business purpose of vehicle use.
• map printout supporting the total miles driven for which reimbursement is sought, and
• scanned copy of parking receipts (if applicable)
E. Other Expenses
Other costs incurred by a staff member that may be eligible for reimbursement include, but are not limited to, registration fees, printed materials, training materials, costs associated with local meetings as either host or participant.

The City will reimburse staff members for reasonable business internet costs.

The business purpose must be clearly documented on the expense reimbursement documentation.

EXHIBIT C

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 9 of 13
F. Peace Officers Standards and Training (POST)
Police personnel participate in Peace Officers Standards and Training. The City advances the daily per diems established by the Commission on Peace Officers Standards and Training for lodging and meals. Request for advances must be submitted on a Training Expense Advance Request form, approved by the Division Lieutenant or Captain, and submitted to Accounts Payable within 14 days of the departure date. A copy of the vendor reservation confirmation must be attached to the request. Unused funds from an advance or for cancelled trainings must be returned to the City within ten working days.

G. Non-reimbursable expenses
Non-reimbursable expenses include, but are not limited, to:
1) Traffic violations or private auto repair;
2) In-room movie and mini-bar charges;
3) Alcohol purchases;
4) Entertainment, or health club fees;
5) Cost of personal trip insurance, optional liability insurance and medical and hospital services;
6) Meals that the City otherwise reimburses the staff member for as included in the cost of conference/meeting fees; and
7) Clothing or other personal items.

EXHIBIT C

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 10 of 13
V. Required Documentation
Staff members shall prepare a Travel and Meeting Expense Report using the template posted on eDesk even if the staff member used a City purchasing card for all travel costs which results in no reimbursement to the staff member. All purchasing card charges associated with travel and meetings must be included on the Travel and Meeting Expense Report.

In the event that the staff member owes the City a refund, the staff member must scan the approved report and receipts electronically and send a check made payable to the City of Santa Monica to the Accounts Payable Supervisor.

The approved Travel and Meeting Expense Report along with documented per diem rates, itemized receipts for lodging, airfare, parking, conference expenses and itinerary, and other supporting documentation must be submitted electronically to the Accounts Payable unit no later than 10 business days after completion of the trip. Scanned copies are sufficient for receipts and other supporting documentation. The scanned copy must exhibit a high degree of legibility and readability. Departments should retain the original of receipts and other documentation until A/P has approved the reimbursement.

EXHIBIT C

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 11 of 13
VI. Procedures and Responsibilities

PROCEDURE RESPONSIBLE PERSON(S)

1. Obtain approval for travel or attendance at
meeting
Staff member

2. Approve staff member request for travel or
attendance at meeting after confirming sufficient
budget is available
Department Director or
Division Manager

3. Accumulate records of all travel costs incurred:
documented per diem rates for meals and
incidentals and required itemized receipts for all
other travel expenses
Staff member

4. Prepare a Travel and Meeting Expense Report
and attach all required supporting
documentation
Staff member

5. Review and approve the staff member Travel
and Meeting Expense Report
Department Director or
Division Manager

6. Submit electronic copy using Tyler Content
Manager (TCM) of approved Travel and
Meeting Expense Report and all supporting
documents for reimbursement to Accounts
Payable unit within 10 working days of last
travel day
Staff member/Department staff
responsible for Accounts
Payable

7. Retain electronic copy of approved Travel and
Meeting Expense Report and all supporting
documents per the City’s retention policy
Department and Staff member

EXHIBIT C

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 12 of 13
VII. Sources of Additional Information
The Travel and Meeting FAQ on eDesk provides additional information related to travel. Finance staff will update the FAQ and travel and meeting mileage rate information as necessary, and will maintain the information on the Finance intranet (desktop.private/finance).

VIII. Exceptions
Exception to this policy must be pre-approved by the Finance Director. Department Directors may request an exception by sending an email request to the Finance Director, with justification for the exception. Department staff shall attach a copy of the Finance Director’s email approving the exception to the Expense Report.

IX. Compliance
Individuals that travel or attend meetings on official City business, or supervise someone who does, are responsible for knowing and following this administrative instruction. Failure to comply with the requirements in this Administrative Instruction or Federal Government guidelines could result in corrective action, suspension of travel, and/or taxation of reimbursements.

X. Forms
A. Travel and Meeting Expense Report
B. Mileage Reimbursement Claim Form
C. Training Expense Advance Request Form (PD only)
D. Vehicle Accident Report Form

EXHIBIT C

ADMINISTRATIVE INSTRUCTION
SUBJECT: Travel and Meeting Expenses
and Mileage Reimbursements
NUMBER: IV-2-1
EFFECTIVE DATE: May 1, 2019 (R) PAGE: 13 of 13
XI. Related Policies and Procedures
A. Purchasing Card Administrative Instruction
B. Travel and Meeting FAQ (coming soon)
C. Petty Cash Administrative Instruction
D. Vehicle Accident Reporting Procedures Administrative Instruction XII. Authorized By
_____________________________
Rick Cole
City Manager

EXHIBIT C

Santa Monica City CouncilJune 24, 2025

Santa Monica City Council
June 24, 2025