Item Number: 28
City Council / Board of Directors
Written Communications
Meeting of: December 17, 2024
Submitted By:
Sophie L. Smith, Deputy City Manager
Subject:
City Council Policy No. CP-24-07 – City Council Spending and Expense Reimbursement Policy
Recommendation:
That Your Honorable City Council adopt City Council Policy No. CP-24-07, the City Council Spending and Expense Reimbursement Policy
Fiscal Impact:
There is no fiscal impact associated with this item.
Strategic Plan Goal:
This item aligns with Strategic Goal ”G” - Organizational Effectiveness and Sustainability in that it demonstrates a commitment to local government best practices.
Background:
As previously mentioned in recent staff reports, staff has been working on a few housekeeping projects to better organize, bring efficiency and assist city management in the future. During the recent review of various City Council Policies, several were identified which dealt with employee matters. At the Council meeting of November 19, 2024, several Council Policies were rescinded as they were determined to be more appropriately located within Personnel Rules and Regulations or Employee Administrative Policies that fall under the purview of the City Manager.
Discussion:
A review of Council Policy CP-23-03 Expense Reimbursement Policy (Attachment B) found that the policy establishes rules and guidelines for elected officials and city employees. In an effort to bifurcate the policy into a policy specific to City Councilmembers, and another policy for city employees, Council Policy CP-24-07, City Council Spending and Expense Reimbursement Policy, (Attachment A) has been drafted. 3 9
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Furthermore, and because the City Council Policy and Procedures Manual (the ”CCPPM“) also covers this topic, CP-24-07 strives to eliminate various conflicts that exist between CP-23-03 and the CCPPM.
Below are details of the changes found within CP-24-07:
▪The policy format has been updated to comply with the recently adopted City Council Policy guidelines.
▪Section lll includes new language to extend the applicability of this policy to the various capacities in which the Council serves, i.e. Boards, Committees, etc.
▪The City Manager’s authority to disallow certain Council expenses has been revised to include language from the CCPPM that provides an appeal process to the City Council for such disallowed expenses.
▪The policy has been updated to require travel outside the state or internationally to be approved by the City Council, rather than by the City Manager. This brings the policy in line with the CCPPM.
▪The policy now includes a requirement for original, itemized receipts, invoices or other documentation to substantiate expenses.
▪The policy revises the Transportation section for Council to eliminate the reference to using city vehicles, as there are no pool cars available for Council use. ▪The policy now includes ride-share transportation such as Uber and Lyft as an option for a reimbursable mode of transportation.
▪The Transportation and Meal Allowance sections have been revised to allow for an up to 18% gratuity rather than 15%. There has been a trend post-pandemic and due to inflation to encounter 18% as the lowest default option available for transportation and meal services. The $100 meal per diem approved by the Council in 2023 remains unchanged.
▪The business attraction and business negotiations section has been removed from the policy as that is related to employees.
▪The On Duty section has been revised to include examples of policies that are in effect when officials are traveling for City business or otherwise serving in their official capacity.
▪The Credit Card Use Policy has been updated to more appropriately reflect the limited use of City credit cards by the City Council.
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Staff is recommending adoption of Council Policy CP-24-07 to supercede CP-23-03 in order to better provide a policy designed for the City Council rather than employees.
Additionally, CP-24-07 eliminates conflicts that exist between the City Council Policy and Procedures Manual and CP-23-03. Staff remains available for any questions or comments.
Attachments: A. City Council Policy CP-24-07 City Council Spending and Expense Reimbursement Policy (Proposed for Adoption)
B. City Council Policy CP-23-03 Expense Reimbursement Policy (To be Superceded)