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6 For the purpose of this section, queuing shall mean the intermittent starting and stopping of a vehicle while the driver, in the normal course of doing business, is waiting to perform work or a service, and when shutting the vehicle engine off would impede the progress of the queue and is impracticable. Queuing does not include the time a driver may wait motionless in line in anticipation of the start of a workday or a location where work or a service will be performed.
C. Cellular Telephone Safety While Driving
1. Wireless Telephones
Employees shall not use their wireless telephone (either City issued phones or personal phones) while driving on City business or while conducting City business unless the telephone is designed and configured to allow hands free listening and talking, and is used in that manner while driving. Even when using a hands-free wireless telephone, conducting City business on a cellular telephone while driving should be kept to a minimum and only done when necessary. This section does not apply to an employee or non-City employee using a wireless telephone for emergency purposes (such as calling 911) while driving on City business.
2. Electronic Wireless Communication Devices
Employees shall not use an electronic wireless communication device to write, send, or read a text-based communication while driving on City business. “Write, send, or read a text-based communication” means using an electronic wireless communications device to manually communicate with any person using a textbased communication, including, but not limited to, communications referred to as a text message, instant message, or electronic mail.
3. Sworn Police and Fire Personnel and Volunteers
Sworn police and fire personnel and volunteers using wireless telephones and electronic wireless communication devices in the course and scope of their duties shall do so in accordance with their respective Duty Manuals and applicable policies and procedures relating to the use of wireless telephones and electronic wireless communication devices.
IV. Collision/Accident Reporting
A. Non-sworn Employees - Reporting of vehicle collisions or accidents by City employees driving a City-owned vehicle or their authorized personal vehicle on City business is required. Reporting must be prompt, accurate and complete. These reports shall be made within no less than 24 hours (or 48 hours if the accident occurs on a weekend) to the employee’s immediate supervisor. In all cases, accident reports involving city-owned equipment shall be provided to the City Manager’s Office.
Incidental damage to a vehicle or equipment, defined as damage while the vehicle is unattended or damage such as a broken windshield from a flying rock must also be reported to the employee’s immediate supervisor. In all cases, incidental damage to cityowned equipment shall be reported to the City Manager’s Office.
The reporting procedure to be followed by City employees and non-City employees who are involved in a vehicle accident while driving a City-owned or authorized personal vehicle on City 247 Agenda Item Number 10
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7 business shall be as follows:
a) Stop immediately and render aid if such is necessary. b) Call the police. Tell the police this is an accident involving a City owned vehicle or authorized private vehicle on City business.
c) Do not make or sign statements for anyone except the police. d) Obtain the Accident Report and give it to the supervisor, who is responsible for the services being provided by the City or non-City employee. The Department Director will route one copy of the accident report to the City Manager’s Office.
B. Sworn Police and Fire Personnel - Reporting of vehicle collisions or accidents by sworn Police and Fire personnel driving a City-owned vehicle or their authorized personal vehicle while in the course and scope of their duties shall do so in accordance with their respective Duty Manuals and applicable policies and procedures relating to vehicle collisions or accidents. In all cases, accident reports involving city-owned equipment shall be provided to the City Manager’s Office.
V. Traffic and Parking Citations
Traffic and/or parking citations issued to a City employee while using a City or authorized personal vehicle on City business are the sole responsibility of the employee receiving the citation.
Travel & Reimbursement Policy
The purpose of The Employee Travel Policy is to provide guidelines for authorization of travel; and reimbursement and payment of travel expenses. This policy is not intended to cover short trips during work hours made by employees in the course of their regularly assigned work duties. In all areas, not just in economy pricing, officials and employees are responsible for exercising good judgement in requesting, arranging, and making a trip. Trips should be planned in advance if possible. Personal business should not be mixed with official business if it will cost the City anything in dollars or lost time, or if it will harm the City’s interest in any way.
I. Traveler Accountability - The Travel Policy is in place to provide accountability to employees traveling for the purpose of benefiting the City. Travelers are responsible for ensuring compliance with this Policy, as may be amended from time to time.
How will you travel?
To drive a privately-owned vehicle on City business you must:
➢ Possess a valid California driver’s license.
➢ Carry liability insurance limits required by the City’s Redwood Empire Municipal Insurance Fund.
➢ Realize that any damage to your car, needed service or repair occurring on the trip will be your responsibility, as these costs are included in the City’s per mile cost reimbursement.
If a car rental is required, you shall use a City credit card or request reimbursement when you return. Car rentals must have prior approval from the City Manager or his/her designee. 248 Agenda Item Number 10
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8 When will you travel?
You should schedule your trip so that you depart at the latest reasonable hour and still arrive at your destination on time. You should also return promptly when your business is finished, thereby minimizing the time away from work and ensuring full reimbursement of all related expenses.
Where will I stay?
The City will pay for a single room (including taxes and parking) for as many nights as necessary. The accommodations used should be clean, safe, economical but and practical. For example, it is preferable to stay at the hotel where a conference is held, even if that hotel may be slightly more expensive than others in the area. Location is also important; a hotel close to where you will be conducting business may be slightly more expensive than outlying hotels, but it may be easier to achieve the City’s travel goal by staying at closer location. In general, you should stay at the most reasonably priced accommodations available consistent with the purpose and goals of your travel. If you have a question about using a particular hotel, obtain concurrence or direction from your Department Head before making a reservation.
Should you make reservation?
Whenever possible, you should make reservations. They are often required for large conferences. You shall use a City credit card to confirm reservations. Be sure to cancel any reservations you will not use. If the City is charged for an unused reservation, you will be billed for that charge unless circumstances requiring cancellation were reasonably beyond your control.
II. Travel Authorizations
Travel authorizations (TA’s) are required approval of Department Heads, and out of state travel requires the further approval of City Manager or his/her designee. Department Heads approving travel authorizations are responsible for determining that the cost is reasonable and justified by the trip’s purpose. They should be certain that:
a. The purpose cannot be accomplished by mail or telephone. b. The seminar, meeting or conference is necessary to accomplish key City goals and objectives and is unavailable locally if overnight accommodations are required. c. The minimum number of City staff members are going.
d. The itinerary ensures accomplishment of the purpose at the lowest reasonable cost. e. The traveler understands and follows these guidelines. f. There is adequate funding in the appropriate travel budget to cover the costs.
Ultimately, the responsibility for following these guidelines and exercising good judgment in the use and stewardship of the City’s resources rest with each City employee traveling on City business.
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9 Requests for Payments to Vendors
The City will pay all legitimate expenses of your trip. These include transportation, lodging, registration fees, meals and any other related expenses if they are for official business and fit within these guidelines.
In advance booking payment for transportation, e.g. airfare, City authorized credit card shall be utilized for the transaction. Each department director has been issued a credit card. Credit cards are issued pursuant to the City Purchasing Policy#89.
Direct vendor payments are made by the City to an organization to pay for specific costs related to a trip (usually registration fees) through Accounts Payable.
To obtain either direct vendor payments you must complete the appropriate sections of the TA (Exhibit B) and attach payment requests for all payments.
III. Making The Trip
There are two key “golden rules” to remember about making an official trip:
a. Keep it official.
b. Keep records for all expenses.
Keeping It Official
If you take time away from official business for personal matters, or if you delay your return after completing your business, you will not be reimbursed for expenses incurred during that time.
When combining business and personal travel in this manner, Department Head approval is required. If this extended period occurs during your regular scheduled work hours, the time will be counted as vacation, comp time (if available) or leave without pay.
Keeping Records for All Expenses
As discussed below under Accounting for Expenses, you must maintain a detailed record of all expenses incurred during your travel: meals, transportation, lodging, baggage handling, parking fees, registration fees, telephone and any other reasonable and necessary expenses. It is important to save receipts to be able to claim for reimbursement. Unless otherwise approved by the City Manager or his/her designee, payments will not be issued for reimbursement requests without receipts.
Meal Allowances:
The General Services Administration (GSA) sets per diem rate on a monthly basis for each of the 59 counties in California. Per diems are broken down county-by-county. The average 59 counties in California for meals rate is $59.81. The allowable maximum amount, unless otherwise approved by the City Manager or his/her designee, is $60.00* per day (including beverages, taxes and gratuities) for meals, which reimbursement is available on presentation of supporting receipts and conference agenda to document amounts spent while travelling and completion of an expense report upon returning from your travel. *The following break-down applies to partial day of meal allowance. ➢ If your conference is between 7:00 a.m. to 11:00 a.m. – breakfast only allowance $10.00 250 Agenda Item Number 10
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10 ➢ If your conference is between 11:00 a.m. to 4:00 p.m. – lunch only allowance $20.00 ➢ If your conference is beyond 4:00 p.m. – dinner only allowance $30.00 Breakfast $10.00
Lunch $20.00
Dinner $30.00
Total Per Diem $60.00
➢ If the event is scheduled to take place all day from 7:00 a.m. to 5:00 p.m., you are entitled to the full $60.00 meal allowance.
Alcoholic Beverages
City funds should not be used to purchase alcohol or reimburse employees for alcohol related costs. The Council or City Manager or his/her designee may approve exceptions to this policy on a case-by-case basis for special receptions or other unique circumstances. This discretion applies primarily to non-travel related expenditures such as special receptions, and not to routine travel or meetings by City employees.
Spouses and Guests
Spouses and guests may accompany you on City travel and at conferences, seminars and meetings. However, any additional costs associated with the participation of your spouse or guests are your responsibility.
IV. Accounting for Expenses
When you return from your trip or official function, a final accounting of all expenses must be approved by your Department Head and submitted to Finance within ten working days. An expense report is always required.
The final accounting is made by completing the Expense Report (Exhibit B). After completing the expense report, you should attach required receipts, sign the report attesting to its accuracy and submit it to your Department Head for review and approval.
Department Heads approving expense reports are responsible for ensuring that:
▪ All expenses are reasonable, necessary and consistent with these guidelines. ▪ Any required receipts are attached.
▪ The final disposition is correct.
▪ Final accounting of all expenses is submitted to Finance.
Upon approval by the Department Head, the expense report should be forwarded to Finance along with a claim for payment to you; the reimbursement will be processed in accordance with the Accounts Payable calendar.
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RESOLUTION NO 6220-2019
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTOPOL
APPROVING AND ADOPTING VEHICLE, TRAVEL & REIMBURSEMENT POLICY WHEREAS, the City has a responsibility to ensure it handles public funds appropriately; and
WHEREAS, the Vehicle, Travel & Reimbursement Policy describes conditions governing the required procedures when utilizing City and/or privately-owned vehicles, and overall travel reimbursements; and
WHEREAS, the auditing firm for the City has recommended that the City Council adopt a Vehicle, Travel & Reimbursement policy that promote sound financial management practices designed to meet Council’s goals and objectives of being financial prudent; and
WHEREAS, the primary objective of the Vehicle, Travel and Reimbursement Policy is to set forth the current practices and to ensure guidance on the use and care of City and/or privately owned vehicles and to set limits for all travel and reimbursements.
NOW, THEREFORE, BE IT RESOLVED, the City Council of the City of Sebastopol hereby approves the Vehicle, Travel & Reimbursement Policy #92 as submitted and attached.
IN COUNCIL DULY ADOPTED this 151h day of January, 2019.
Councilmembers Carnacchi, Glass, Gurney, Vice
Hinton
None
None
None
Approved as to Form:
Ayes:
Noes:
Absent:
Abstain:
Mayor Slayter and Mayor
APPROVED:
ATTEST:
Mary Manager / City Clerk
Larry M - ughlin, City Attorney
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EXHIBIT B
Name:
Destination:
Paid by City Paid by Employee
Account#
Must fill in account
number
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ $ -
$ - $ -
$ - $ -
$ - $ -
to City $ to employee: $
Date:
Date:
Date:
Lodging
_____Nights @ $______Per Night
(receipt must be attached for reimbursement)
Date(s) of Travel:
Department:
Purpose:
City of Sebastopol
Check where applicable:
CITY MANAGER OR DESIGNEE APPROVAL:
(OUT OF STATE TRAVEL ONLY)
TRAVEL AUTHORIZATION/EXPENSE REPORT
(Due within two weeks after travel)
EMPLOYEE SIGNATURE:
DEPT HEAD APPROVAL:
Total Difference
owed:
Please attach ALL corresponding including but not limited to conference/training agenda and/or announcement, backup/proof of payment to support reimbursement requested Registration Fees
(receipt must be attached for reimbursement)
Per Diem ______ Days
(receipt must be attached for reimbursement)
Other ____________
(receipt must be attached for reimbursement)
Airfare
(receipt must be attached for reimbursement)
Personal Auto
__________ Miles @ 0.56 per miles
(attach map with destination for reimbursement)
Car Rental
______Days @ $______Per Day
(receipt must be attached for reimbursement)
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FINANCIAL AND BUDGET TERMS
Adopted Budget - appropriations adopted by the City Council.
Adoption - formal action by the City Council, which sets the spending path for the fiscal year.
Appropriation - legal authorization given by the City Council to make expenditures and incur obligations using City funds.
Assessed Value - the valuation of real property established by the Property Appraiser as a basis for levying taxes.
Bond - a special type of “loan” that provides funding for capital projects. Local governments are prohibited from borrowing funds to cover standard operating expenses.
Debt Service Budget - the debt service budget is money used to repay bond issues.
Enterprise Fund – the funding source for city agencies that are self-supporting, such as resource recovery facilities and water and wastewater facilities.
Fiscal Year - the 12-month financial period in which funds are appropriated and accounted for by the City, which begins July 1 and ends June 30 of the following year. A fiscal year is identified by the year in which it ends.
Fund - monies set aside and accounted for separately in order to ensure that the monies are spent for a specific purpose.
Fund Balance - the balance remaining after accounting for all liabilities and revenue incurred during that year, plus the previous year’s fund balance. It is calculated at the end of each fiscal year.
Mandated Service - required by State, Federal, County law, health and safety code of California, contractual obligations, legal and tort liabilities.
MOU - Memorandum of Understanding. A labor contract pursuant to state, law, the Meyers, Millias and Brown Act, between the City and a labor union or organized group of employees under which all conditions of employment are negotiated.
Operating Budget - a plan of financial operations that provides a basis for the planning, controlling, and evaluating the operational portion of governmental activities. The operating budget supports ongoing services and programs.
Property Tax base – total value of land and property upon which a taxing authority can levy taxes.
The tax base is often different from the total property value in any area because some types of property, like schools and government facilities, are exempted from property taxes. 254 Agenda Item Number 10
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Fund Structure Chart
Transaction
Use Tax Fund
General Fund
(Major Fund)
Governmental
Funds
Internal Service
Fund
Wastewater
Fund
City of Sebastopol
Budgetary Fund
Proprietary
Funds
Successor
Agency
Insurance
Fund
Water
Fund
Gas Tax
Fund
Police Grants
Fund
Assessment
District
Special
Revenue Funds
All Others
Funds
Fiduciary
Fund
Capital Project
Fund
Debt Service
Fund
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Fund
Type
Fund # Restricted? Fund Fund Description
100
124
Unrestricted General
The General Fund is the primary operating fund of the City and is used to account for most day-to-day activities. Revenue sources include (but are not limited to) property tax, current fees for services and business registration 103 Assigned Building, Facilities &
Infrastructure
This fund should be established and maintained similar to an Internal Service fund which account for centralized service costs, charges from this fund appear as an expenditure in the user department and as a revenue in the central service department to provide for the timely replacement of the City's owned fixed assets.
104 Assigned Equipment Technology &
Vehicle
This fund should be established similar to an Internal Service fund which account for centralized service costs, charges from this fund appear as an expenditure in the user department and as a revenue in the central service department as set aside for the proper funding of equpment, technology, and vehicle replacement.
105 Assigned Pension & OPEB
This fund should be established similar to an Internal Service fund which account for centralized service costs, charges from this fund appear as an expenditure in the user department and as a revenue in the central service department for the annual funding of Pension and the City's obligation for other post-employment benefits (OPEB) 120 Restricted Tree Replacement Fund
This fund is used to remove and replace trees along City streets and City-owned properties (excluding Parks). It is primarily funded by tree deposits that have been forfeited.
121 Restricted BSA Fund-SB1473 Fee
Funds collected per SB1473 , which requires cities and counties to collect a fee on building permit applicants, in the amount of $4 per every $100,000 in valuation. The City retains 10% for administrative costs and code enforcment education, while the remainder will be available to the Building Standards Commision.
122 Restricted Building Permit Technology
Fund
Land use type permits including use permits, special events, grading, building and fire permits are collect at the issuance. Fee will be used to maintain the permitting system, property information and homeowner data website and other associated costs 123 Restricted Street Pavement Reserve
An annual transfer of residual balance from the Special Sales Tax Fund 124 to the Street Pavement Reserve Fund 123 for maintenance of a range of services including public safety, street and road maintenance and repairs, flood maintenance, park and open space maintenance, and other general community services
125 Restricted Vehicle Abatement Funds collected per County Resolution 94-1207, the funds are collected by the DMV and distributed to participating cities. The funds are to be used for the removal and dispopsal of abandoned vehicles. 500
510
Restricted Water/Sewer Operating
The Water/Sewer Fund accounts for the provision of water/sewer services to residents and businesses of the City. All activities necessary to provide such services are accounted for in this fund including, but not limited to, administration, operations, maintenance, financing, billing and collections.
Treatment services are provided by Santa Rosa Subregional Partner 501
511
Restricted Water/Sewer Capital The Capital Improvements Fund accounts for City-wide construction and improvements specifically paid for through the proprietary funds
512 Restricted Sewer Impacting Fee
200 Restricted Gas Tax
The Gas Tax Fund accounts for the construction and maintenance of the street system in Sebastopol. Financing is provided by the City’s share of state gasoline taxes allocated to cities from the State in accordance with the Streets and Highways Code
City of Sebastopol Fund Descriptions
General Enterprise
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Fund
Type
Fund # Restricted? Fund Fund Description
City of Sebastopol Fund Descriptions
201 Restricted Measure M - Road
Maintenance
The County Measure M Fund accounts for the half-cent County sales tax revenue restricted for local transportation improvement projects
202 Restricted Measure M - Park
Improvement
The County Measure M Fund accounts for the half-cent County sales tax revenue restricted for local park improvement projects
203 Restricted Art in Lieu
The Art in Lieu fund accounts for developer contributions in lieu of installation of public art on project sites and income received from art programs and events to fund public artwork, cultural programs, maintenance/conservation, and administrative costs relating to the Art in Public Places Program.
204 Restricted Housing Linkage Fund The Housing Linkage Fee Fund is used to mitigate the housing impacts caused by new, changed and expanded nonresidential development in the City and provide a source of revenue for housing affordable to person of very low and low income. 205 Restricted Inclusionary Housing Fund
The Inclusionary Housing Fund accounts for revenue received from fee payment to be used for the exclusive purpose of providing housing affordable to low and moderate income households in the City for construction of five or more new dwelling units, or for the division or subdivision of land into five or more lots for residential use. 206 Restricted Building Permit
Incremental Fee Fund
The Building Permit Incremental Fee Fund accounts for revenue received from construction inspection and plan checks to fund training, certification exams and courses.
207 Restricted Building Improvement
District
Business Improvement District was established via ordinance 666 and shall include all businesses located within the area described in Exhibit A. The revenues derived from taxes imposed upon all the businesses in the area shall be utilized for acquisition, construction or maintenance of parking facilities, decoration of any public place, promotion of public events which are to take place, furnishing of music in any public place and general promotion of retail trade activities for the benefit of the area. 208 Restricted General Plan Update Fee General Plan Update Fee Fund is assessed on Building Permits and is designed to help recover the significant long-term costs of periodically updating the General Plan and Zoning Ordinance. The Fund is typically used for consultant and other costs related to updates. 209 Restricted Supplemental Law
Enforcement Services Fund
The Supplemental Law Enforcement Services Fund receives funds from the State of California to supplement local law enforcement activities
210
211
Restricted Asset Forfeiture Fund The Police Seized Assets Fund accounts for properties seized by the Police Department during the normal course of police operation
212 Restricted Park Improvement Fund
The Park Improvement Fund receives revenue from new residential and hotel development to mitigate the impact of such new development on City park and recreational facilities. The use of revenues from the Fund is restricted to park and recreational capital improvements.
213 Restricted Traffic Impact Fee Fund
The Traffic Impact Fee Fund was established to reduce the traffic impacts caused by new development within the City limits and certain public improvements (transportation system infrastructure) and revenue collected from these fees shall be used solely to pay for the City’s future construction of facilities or services or reimburse the City for facilities constructed by the City with funds advanced by the City from other sources.
214 Restricted Underground Utilities Fee
Fund
The Underground Utilities Fee Fund is an in-lieu fee paid by development projects where the City Engineer has determined physical undergrounding of overhead utilities is not practical. The Fund is used for general City utility undergrounding projects. 215 Restricted Street Lighting Assesment
District
Funds collected per CA act 1972, funds are collected through annual parcel assesments and used for the operation and maintenance of the Citywide street light system.
216 Restricted Community Development
Block Grant
Community Development Block Grant funds communities with resources to address a wide range of unique community development needs such as affordable housing, anti-poverty programs and infrastructure development.
Special Revenue
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Fund
Type
Fund # Restricted? Fund Fund Description
City of Sebastopol Fund Descriptions
217 Restricted Road Maintenance &
Rehabilitation (SB1)
The Road Maintenance & Rehabilitation fund accounts for funds from the State of California under Road Repair and Accountability Act of 2017. The use of funds is similar but, not identical, to Gas Tax use rules and must be used for projects related to road maintenance and rehabilitation, safety projects, and traffic control devices. 218 Restricted Park Land & Development
Fee
Fees collected from development projects. This fund is used for the acquisition of land and development of new park facilities and/or to add additional amenities at the City's existing parks that increase the capacity of the park. 219 Restricted Gen Government Facilities
Fee
Fees collected from development projects. This fund is used to fund government facilites to maintain the existing level of service the City provides. As new development occurs, the City will be required to expand general facilities to maintain the existing standard. 220 Restricted Fire Facilites Fee Fees collected from development projects.Fees collected from development projects. This fund is used to fund new fire facilities that are necessary to maintain the existing level of service the City provides. 221 Restricted Stormwater Facilities Fee Fees collected from development projects. This fund is used to fund new development's fair share of stomrwater facilities that are necessary to mitigate the impacts of new development in the City. 233 Restricted Human Services &
Community Fund
Human Services & Community Fund accounts for revenue obtained by the solicitation of voluntary contributions from residents and property owners through water and sewer bills and other means of collection or fundraising activities to fund programs or activities which
240-246 Restricted Police Grants Funds
The Police Grants Fund accounts for grant activities and services paid and reimbursed by grant funding from Federal, State, County and local government agencies. These funds are designed for specific police services, activities and capital equipment. The current source of revenues is the Citizens Option
for Public Safety or COPS grant used to augment public safety expenditures 247 Restricted Supplemental Planning
Grant
Supplemental Planning Grant funds for local governments to address California’s critical housing needs. The grant awards to accelerate housing production by streamlining the approval of affordable housing and promoting development consistent with the State’s planning priorities, among other related activities.
Internal
Service
601 Unrestricted
Employee Benefits
Workers Compensation
General Liablity
The General Liability Fund covers the cost of the City’s insurance policies and payments liability claims against the City. Revenue for this fund is derived from internal service charges to City departments 400 Restricted The General Obligation Debt Service Fund accounts for the accumulation of resources to pay general obligation principal and interest
401 Restricted
Woodstone Assessment District
402 Restricted
CREBS Debt Service Fund
Debt Service
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