cc 2023 AR 06/13 city council discretionary funding — Vista City Council, June 13, 2023

ACTION:
____________________________
Clerk/Secretary
Department: City Manager Item No: D2
Prepared by:

Imelda Huerta, Assistant to the City
Manager Meeting Date: June 13, 2023
Approved by: John Conley, City Manager Agenda Location: Discussion SUBJECT: CITY COUNCIL DISCRETIONARY FUNDING
RECOMMENDATION: Discuss the current policy regulating the City Council’s discretionary funds.

CORRELATION TO CITY COUNCIL GOALS: Fiscal Responsibility.

PRIOR ACTION: None.

STATEMENT ON THE SUBJECT: Councilmember Melendez requested the City Manager place a discussion item on an upcoming agenda to discuss the use of discretionary funds for City Councilmembers.

The current City Council Policy 100-17, Travel and Training Authorization and Expense Reporting Policy for City Council Members, states the following:

The City budgets each year for specified travel, training, dinners, or community events for members of the City Council. In addition, each member of the City Council may use up to $2,500 per fiscal year to attend meetings, trainings, conferences, or community events chosen at their discretion, and for the purchase of City-logo apparel to wear when representing the City. Use of funds must adhere to the procedures identified herein.

City Council Policy 100-17 is attached as Exhibit 1. Additionally, Exhibit 2 includes discretionary funding information for elected officials in various local agencies for reference and comparison. This exhibit includes various discretionary funding examples with allowable expenses.

FISCAL IMPACT: There is no direct fiscal impact associated with this discussion item.

EXHIBITS:

1.City Council Policy 100-17, Travel and Training Authorization and Expense Reporting Policy for City Council Members

2.Local Agency Discretionary Funding for Elected Officials – Research Summary AGENDA
REPORT

CITY COUNCIL

COMMUNITY DEVELOPMENT COMMISSION

SUCCESSOR AGENCY

BUENA SANITATION DISTRICT

JOINT POWERS FINANCING AUTHORITY
06/13/2023 D2 1 of 39
Discussed the current policy regulating the City Council’s discretionary funds and provided direction to staff to research communication expenses and bring back to Council at later date. Vote: 4-1 (Franklin opposed)

Vista City Council Policy
100-17 TRAVEL AND TRAINING AUTHORIZATION AND EXPENSE

REPORTING POLICY FOR CITY COUNCIL MEMBERS

PURPOSE
To establish authorization and expense reporting policy guidelines for City Council Members using City funds for travel, training and related activities.

POLICY
The City budgets each year for specified travel, training, dinners, or community events for members of the City Council. In addition, each member of the City Council may use up to $2,500 per fiscal year to attend meetings, trainings, conferences, or community events chosen at their discretion, and for the purchase of City-logo apparel to wear when representing the City. Use of funds must adhere to the procedures identified herein.

1. Authorized Expenses
a. The following types of occurrences qualify any of the City of Vista's ("City") City Council Members to receive reimbursement for expenses incurred in the performance of officials duties relating to travel, meals, lodging, and other actual and necessary expenses that constitute authorized expenses, provided the requirements of this policy are met.-
Communicating with representatives of regional, state, and national government on issues or matters affecting the City in accordance with the City Council-adopted annual Legislative Platform.
ii. Attending conferences and/or educational seminars designed to improve the member's expertise and information levels, including, but not limited to, ethics training required pursuant to Government Code.
iii. Participating in local, regional, state, and national organizations whose activities or interests may positively affect City's interests.
b. The following expenses require prior approval of the City Council:
i. International travel
ii Expenses which exceed any annual limits established for each member.
100-17 (1)
EXHIBIT 1
06/13/2023 D2 2 of 39

Vista City Council Policy
The authority for all conference, training, and travel related to City Council business is established by the adoption of the annual Operating Budget by the City Council. A Travel Authorization and Expense Form must be submitted by each City Council member to the City Manager prior to departure, outlining the purpose of the trip and estimating expenses to be incurred while traveling.

Examples of personal expenses that City will not reimburse include, but are not limited to:
a The personal portion of any trip taken at City expense b. Political contributions or events
C. Travel companion expenses, including spouse, friend, or partner expenses when accompanying a member on City-related business, as well as children or pet. related expenses.
d. Entertainment expenses, including theater, movies (either in-room or at the theater), sporting events (including gym, massage, and/or golf related expenses), or other cultural events.
e. Non-mileage automobile expenses incurred, including repairs, traffic citations, insurance, or gasoline.
f. Personal losses incurred while on City business (e.g., theft or property destruction).

Any questions regarding the propriety of a particular type of expense should be resolved before the expense is incurred.

Travel involving use of a personal vehicle shall be reimbursed at the current mileage rate allowed by the Internal Revenue Service for the total miles involved and the most direct route to and from the destination point.

Reimbursement request shall indicate the destination and number of miles driven.

2. Expense and Reimbursement Guidelines
All expenditures should comply with the expense and reimbursement guidelines published in Vista Administrative Policy "Travel and Training Authorization and Expense Reporting," unless superseded by the guidelines contained within this Policy.

In order to facilitate travel, the Finance Department is authorized to make advances of estimated expenditures, if the request is made on a Travel 100-17 (2)
06/13/2023 D2 3 of 39

Vista City Council Policy
Authorization Form at least one week in advance. All advances shall be submitted for verification of funding availability by the City Manager prior to submission to the Finance Department. Within five working days of return from the trip, an Expense Report form shall be filled out and accompanied by receipts for all expenses. The City will reimburse the Councilmember for actual expenses. Money advanced in excess of actual expenditures shall be refunded to the City at the time the Expense Report form is submitted.

The following general guidelines shall apply to all Councilmembers traveling at City expense:
a. The City will reimburse approved reasonable expenses which are documented by receipts.

I. Reasonable expenses included registration, transportation, and lodging.

II. Councilmember will be expected to exercise good judgement in the nature of expenses incurred.
lil. The City will not reimburse for meals included in registration fees.

IV. All documentation for expense reporting required in this policy shall be submitted to the Finance Director with reimbursement Payment Authorization or with refund of advanced monies. b. For overnight travel, Councilmembers will receive the same per diem allowances as are authorized for regular City employees. c. Councilmembers shall use government and group rates offered by a provider of transportation or lodging services for travel and lodging when available.

3. Brief Reports to City Council
At the following meeting of the City Council, members shall briefly report on any meetings attended at City's expense as required by Government Code section 53232.3(d). If multiple members attended the meeting at City expense, a joint report may be made to the City Council.

4. Compliance with Laws
Members should keep in mind that some expenditures may be subject to reporting under the Political Reform Act and other laws. All documents related to reimbursable agency expenditures, including, but not limited to, expense reports, receipts, and written evidence of direct City advances or payments for expenses, are public records subject to disclosure under the Public Records Act.
100-17 (3)
06/13/2023 D2 4 of 39

Vista City Council Policy

5. Event Absences
Councilmembers will be allowed two excused absences for events, meetings, conferences, dinners or functions that are paid for by the City during a fiscal year. A third absence or more in which a fee has been paid for the Councilmember to attend, the absent Councilmember will reimburse the City any and all fees paid on behalf of the Councilmember. A cancellation to a paid function is allowed if done prior to the noticed cancellation date, and if the City is not charged for the function.

HISTORY
Adopted August 15, 2015, City Council Resolution No. 2015-143.

Amended December 8, 2015, City Council Resolution No. 2015-181.

Amended August 9, 2016, City Council Resolution No. 2016-115.

Amended June 13, 2017, City Council Resolution No. 2017-83.

Amended December 12, 2017, City Council Resolution No. 2017-156.

Amended August 13, 2019, City Council Resolution No. 2019-95. 100-17 (4)
06/13/2023 D2 5 of 39

AGENCY SUMMARY FORMAL POLICY(Y/N)
Board Policy B-58 allows the Board to allocate funds for Board Policy B-58-Funding the the Community Enhancement Program-these funds shall Community Enhancement Program Attached be allocated to cultural activities,job creation, museums, visitor and convention bureaus,economic development Board Policy B-72-Neighborhood Attached councils,other similar institutions and organizations, Reinvestment Program including County programs and projects,which promote
County of San Diego and generate tourism,economic development and/or a Board of Supervisors better quality of life both at the regional and community levels throughout San Diego County;and Policy B-72, Follows"County Budget Act"when allows the Board to provide County grant funds to County compiling County's Operational departments, public agencies,and to non-profit budget community organizations for one-time community,social,
environmental,educational,cultural or recreational needs according to certain criteria.

On an annual basis,the City budgets$500,000 for City
Council contingencies;and on a quarterly basis,they
report out on the status of the appropriation amount and City of Carlsbad N
its uses year-to-date.Any expenditures from the$500,000 Council Contingency Fund is directed by majority vote of the City Council.

City Council does not have a budgeted fiscal year amount City of Lemon Grove N
for discretionary funding
This policy is intended to establish spending guidelines for City Council Discretionary Funds and to provide clarity in Policy#3.07 Spending Guidelines for
determining what expenses are reimbursed to City Elected City Council Discretionary Funds and
City of Moreno Valley Officials by the City of Moreno Valley in order to enhance Attached Travel Related Business Expenses
public confidence in the oversight of expenses incurred by City Elected Officials.This policy applies to the members of (Elected Officials) the City of Moreno Valley City Council.

Generic accounts(City Clerk, PIO budget,etc.)pay for
items typically requested by councilmembers,such as
City of Moorpark N
proclamation frames,supplies, promotional items,
flowers, plaques,etc.

City Council determines how to spend their budgeted
funds each fiscal year through the Budget Workshop and
Budget adoption process.Additionally,each
City of Oceanside Councilmember has a set amount of Maintenance& N Operation(M&O) budget to spend each year on items,
such as postage, membership fees,subscriptions,
telephone,conferences.

EXHIBIT 2
06/13/2023 D2 6 of 39

AGENCY SUMMARY FORMAL POLICY(Y/N)
Each Councilmember is provided for a reimbursement up
to$300 per month for general expenses.This can cover
just about anything.They also receive up to$150 per
month for telecommunication reimbursement. Lastly,they
City of Pasadena get one-time allocations of$5,000 for equipment and$300 PENDING RESPONSE for a cellphone per 4-year term.

The Mayor is eligible for$500 per month in general
expenses and$300 per month for telecommunication.The
one-time amounts are the same.

City Councilmembers have some discretion related to
City of Poway N
conference/training attendance.

The City of San Marcos does not have"Councilmember
discretionary accounts", however,they do have a City
Council approved budget,similar to many cities,that San Marcos 2022-2023 Budget (page City of San Marcos includes salaries,auto allowance, benefits, memberships L51 Attached
and subscriptions,travel and training,and$2,575 in
intergovernmetnal support accounting for Council special events.

The Special Event Sponsorship Program provides the
Mayor and Council the opportunity each to allocate
sponsorship funding up to$10,000 per fiscal year
(contingent upon annual City budget approval)for special events conducted by qualified nonprofit organizations or City-recognized neighborhood associations.To qualify,
City Council Special Event Sponsorship
City of Santa Ana organizations must be incorporated as a nonprofit Policy;step by step guidance online Attached charitable organization that is tax exempt under section 501(c)(3)of the Internal Revenue Code. These funds can
be expended two ways:(1)a one-time cash payment to a
qualifying nonprofit(qualifying per the policy);or(2)City services credit for a qualifying event(qualifying per the policy).

Separately,each councilmember has a$5,000 allocation
for supplies.All purchases for supplies must follow the City's Purchasing Policy—and the supplies must be
justified by the City Manager's Office as a need for the councilmember to use in their official capacity as a
councilmember. Examples include food/meal purchases
for events,office supplies that supplement existing
supplies,and other necessary expenditures.

City Councilmembers do not have discretionary accounts; City of Santee everything is budgeted/pre-determined;approx.$2,000 is N undesignated for unforeseen items that may come up.
06/13/2023 D2 7 of 39

COUNTY OF SAN DIEGO, CALIFORNIA

BOARD OF SUPERVISORS POLICY
Subject Policy
Number Page
Funding of the Community Enhancement Program
B-58 1 of 6
Purpose
It is the purpose of this policy to establish guidelines and criteria for allocating the appropriations for the Community Enhancement Program.

Background
Prior to the 1979-80 fiscal year,these activities were budgeted in the Department of Parks and Recreation under the Other Recreational and Cultural Program. In 1980-81 and the 1981-82 fiscal years, these activities were budgeted in the CAO-Special Projects. During the 1982-83 fiscal year, the Board established a new separate program designated Community Enhancement and on January 29, 1985, the Board directed that funding for the Community Enhancement Program should come from the County General Fund based on revenue projections forwarded to the Board as part of the proposed Program Budget. The Board made specific allocations during the final Program Budget deliberations process. On June 25, 1996, the Board of Supervisors established 1996-97 as a base year for distribution of County Community Enhancement funds. A category of programs that serve the region, entitled General Regionwide Economic Development and Tourism Promotion,totaling $450,000 was established. The remaining $1,850,000 of 1996- 97 Community Enhancement funding was allocated among the 5 Supervisorial districts. In future years, each category was to grow or diminish at the rate of collection for that particular year.

Beginning with 1998-99,the region-wide allocation was increased to $700,000. In 2002-03 the district allocations were adjusted to the following: $50,000 to districts 2 and 5, with the remainder of the funds allocated evenly among the five districts. Beginning with 2003-04, the region-wide allocation category was removed and each district was allocated 20% of the total program amount for purposes of recommending grant awards to community organizations. On June 8, 2021, the Board directed that Community Enhancement funding be augmented with $5,000,000 in one-time funds made available to the County under the American Rescue Plan Act (ARPA) to provide funding for organizations adversely impacted by the COVID-19 pandemic.

Entities and activities currently funded with County funds are cultural activities, museums, visitor and convention bureaus, economic development councils,and other similar institutions/organizations,including County programs and projects,which promote and generate tourism and/or economic development within San Diego County. ARPA funds will be used to help organizations in San Diego County to address the negative economic impacts of the COVID-19 pandemic from March 3, 2021 through December 31, 2024. ARPA funding will be made available subject to applicable federal law, regulation, and requirements and this Policy.

When the ARPA funding is exhausted, this portion of the Policy will sunset.

The following policy will establish the method and criteria for determining the qualified entities for Community Enhancement funds using both County funds and allocated ARPA. 06/13/2023 D2 8 of 39

COUNTY OF SAN DIEGO, CALIFORNIA

BOARD OF SUPERVISORS POLICY
Subject Policy
Number Page
Funding of the Community Enhancement Program
B-58 2 of 6
Policy
It is the policy of the Board of Supervisors that:

1. Applicants shall return all paperwork required to be submitted by Board Policy B-58, Board Policy B-72 (Neighborhood Reinvestment Program), or a grant agreement entered into pursuant to these policies in a timely fashion. If an applicant has overdue/past due documentation from either a Neighborhood Reinvestment or Community Enhancement Program grant, an applicant may not apply for additional funding until the applicant has submitted all required documentation for the prior grant.

2. Community Enhancement Program funds shall be allocated to cultural activities,job creation, museums, visitor and convention bureaus, economic development councils, other similar institutions/organizations, including County programs and projects, which promote and generate tourism, economic development and/or a better quality of life both at the regional and community levels throughout San Diego County.

Community Enhancement Program funds using ARPA shall be allocated to address the negative economic impacts of the COVID-19 pandemic on the entities. ARPA funding shall be made available subject to applicable federal law, regulation and requirements for costs incurred by eligible entities from March 3, 2021 to December 31, 2024.

3. The amount of funding from the General Purpose Revenues proposed by the CAO for the Community Enhancement Program shall be the same as the amount of Transient Occupancy Tax(TOT)revenues estimated and proposed to be budgeted;however,the Board has the discretion to allocate a greater or lesser amount of General Purpose Revenues for Community Enhancement. ARPA funding shall,unless modified by the Board, be limited to $5,000,000 in accordance with the Board's action on June 8, 2021.

4. The total amount of funding shall be distributed evenly among the five Supervisorial Districts for purposes of recommending grant awards.

5. The goal of Community Enhancement Program funding shall be to stimulate tourism, promote the economy, create jobs, and/or a better quality of life. The goal of the Community Enhancement Program using ARPA funding shall be to address the negative economic impacts of the COVID-19 pandemic on organizations in San Diego County.

6. Funded organizations must present annual documentation of grant expenditures to the 06/13/2023 D2 9 of 39

COUNTY OF SAN DIEGO, CALIFORNIA

BOARD OF SUPERVISORS POLICY
Subject Policy
Number Page
Funding of the Community Enhancement Program
B-58 3 of 6
Director of the Office of Economic Development and Government Affairs to be reviewed for compliance. This review will ensure that the Community Enhancement Program dollars are being spent in accordance with the proposal presented on the application.

7. The County Board of Supervisors may rescind an award made to an organization if the organization is not in compliance with the requirements of this Policy, applicable State or federal law and regulations, or a grant agreement entered into with the organization to provide Community Enhancement Program funds.

8. The County's contribution is not to exceed fifty percent (50%) of the recipient's current fiscal year operating budget.

9. Appropriations not spent by the funded organizations or spent by funded organizations in a manner contrary to applicable State, federal, and local laws and regulations, or the terms of a grant agreement with the County will be returned or refunded to the County.

10. To be eligible for County funding from the Community Enhancement Program, each organization
shall:
a. For all Community Enhancement Program funding, hold a legally tax exempt/not for profit status and be located or functioning within the County of San Diego. b. Demonstrate a positive need for County support and show how County funds would be used to address the applicable goals by funding source as defined above.
c. Use County funding for promotion for tourism or economic development or for services which attract tourists, or for services which create jobs and/or promote a better quality of life. Use ARPA funding in accordance with applicable federal law, regulations and requirements to address the negative economic impacts of the COVID-19 pandemic.
d. Maintain a governing body, or employ an administrator or staff that will be responsible for the expenditure of allocated funds.
e. Applicants must submit a completed application to each of the individual Supervisorial offices to which they are applying and notify each office in writing if they have submitted multiple requests, even if the requests are for different 06/13/2023 D2 10 of 39

COUNTY OF SAN DIEGO, CALIFORNIA

BOARD OF SUPERVISORS POLICY
Subject Policy
Number Page
Funding of the Community Enhancement Program
B-58 4 of 6
activities.
f. Demonstrate an effort to increase the amount of non-County support. g. Submit full disclosure financial statements as part of the funding request.

Statements must be submitted for the prior fiscal year, the estimated current fiscal year and the proposed fiscal year. They must cover all operating expenditures, capital acquisitions, revenues, and other sources of funding. h. Submit Performance Indicators as part of the funding request. These reports must be submitted for the prior fiscal year, the estimated current fiscal year and the proposed fiscal year and focus on how well the organization is meeting its stated mission. Indicators of efficiency and effectiveness are encouraged as well as information on the number of people served from both distant(out of County) and local areas.
i. Adhere to all State and federal laws, regulations, and requirements, this Policy, and the grant agreement with the County regulating the use of provided funds.

11. There shall be a single standardized Community Enhancement Program application for the Supervisorial offices to provide to applicants. a. The standardized application will be made available on the County's web site, and the web sites of each Supervisorial office. The application page shall include a hyperlink at the top of the page that directs the applicant back to the CE grant instruction webpage.
b. Each Supervisorial office is required to publicly post on its website that District's priorities that guide funding recommendations and include information about requirements and cite specific examples of activities funded. c. Applicant must be prepared for follow-up phone calls or e-mails from the Supervisorial office asking questions, seeking additional information, or requesting a site visit.

12. Grant recommendations shall appear on the public agenda according to legal noticing rules and should not be docketed later than the first docketing deadline set forth in the Board of Supervisors Rules of Procedure. The Board would only consider a grant recommendation that is docketed after that deadline if the individual recommendation satisfies the Rules of Procedures requirements for immediate action. 06/13/2023 D2 11 of 39

COUNTY OF SAN DIEGO, CALIFORNIA

BOARD OF SUPERVISORS POLICY
Subject Policy
Number Page
Funding of the Community Enhancement Program
B-58 5 of 6

13. Grants must be approved by the Board of Supervisors in public session. Members of the public may speak in support or opposition to a recommendation prior to the public vote.

14. Board offices shall maintain the applications for a period of not less than the later of three years; or until December 31, 2026 in the case of ARPA funded projects.

15. Certain standards and characteristics of organizations may be waived, unless, in the case of ARPA funded projects, inconsistent with any applicable federal requirements, so as not to discourage smaller organizations from seeking funding.

16. The County shall have the right to audit each financial record submitted to the Director of the Office of Economic Development and Government Affairs.

17. In order to facilitate and expedite the Community Enhancement Program grant administration process,the Board of Supervisors authorizes the Director of the Office of Economic Development and Government Affairs to execute amendments and extensions of the Community Enhancement grants which do not materially impact or alter the grant purpose or funding level.

Sunset Date
This policy will be reviewed for continuance by 12-31-2028. All ARPA related provisions will automatically sunset by December 31, 2026.

Board Action
07-02-85 (80)
06-30-86 (65)
06-30-86 (66)
07-05-88 (50)
06-20-89 (63)
08-14-95 (118B)
06-25-96 (46131), 47131), &48131))
09-17-96 (47)
05-7-2002 (10)
06-12-07 (14)
12-09-08 (33)
10-28-14 (21)
11-17-15 (26)
06/13/2023 D2 12 of 39

COUNTY OF SAN DIEGO, CALIFORNIA

BOARD OF SUPERVISORS POLICY
Subject Policy
Number Page
Funding of the Community Enhancement Program
B-58 6 of 6
10-29-19 (26)
10-19-21 (19)
11-15-22 (22)

REVISION DATE
CAO Reference
Office of Economic Development and Government Affairs
Deputy Chief Administrative Officer/Chief Financial Officer 06/13/2023 D2 13 of 39

COUNTY OF SAN DIEGO, CALIFORNIA

BOARD OF SUPERVISORS POLICY
Subject
Policy Page
Neighborhood Reinvestment Program Number
B-72 1 of 8
Purpose
It is the purpose of this policy to establish guidelines and criteria for allocating the appropriations for the Neighborhood Reinvestment Program.

Backiround
The Neighborhood Reinvestment Program provides grant funds to County departments,public agencies, and to non-profit community organizations for one-time community, social, environmental, educational, cultural or recreational needs that serve public purposes, as authorized pursuant to Government Code 26227.

The Neighborhood Reinvestment Program(formerly known as the Community Projects Program)began in Fiscal Year 1998-99 with a total budget of$5.0 million. Beginning with Fiscal Year 1999-00, the allocation was increased from $5.0 million to $10.0 million. Resources available for the Program are subject to budget priorities as established by the Board of Supervisors. The total amount of funding is distributed evenly among the five Supervisorial Districts for the purpose of recommending grant awards.

This policy establishes the Program's funding cycle as well as uniform eligibility requirements, and a standard application process. In addition, it defines Grantee and staff responsibilities under the Program.

Policy
It is the policy of the Board of Supervisors that:

1. The Neighborhood Reinvestment Program provides grant funds to County departments,public agencies, and to non-profit community organizations for one-time community, social, environmental, educational, cultural or recreational needs according to the following criteria:
a. The underlying purpose of the Neighborhood Reinvestment Program is to benefit the County's neighborhoods and communities.
b. All grants awarded pursuant to this program must serve lawful public purposes. c. Grant funds shall not be used for any purposes prohibited by laws governing the use of public funds, including but not limited to, religious,political campaigning, or purely private purposes or activities.

2. Grants to County departments and to other public agencies may be designated to be used for any lawful purpose or activity that satisfies the requirements of paragraph 1 above.

3. Grants to non-profit community organizations shall be awarded according to the following requirements,provided they satisfy the requirements of paragraph 1 above:
a. Capital Improvements—grants may be awarded to pay for items or services needed to design,process and build capital improvements, including materials; contracted labor; contracted consultant and professional services. Capital improvements are defined to include the construction or acquisition of buildings and recreational facilities, or other community betterments, such as landscaping or the refurbishment,preventive 06/13/2023 D2 14 of 39

COUNTY OF SAN DIEGO, CALIFORNIA

BOARD OF SUPERVISORS POLICY
Subject
Policy Page
Neighborhood Reinvestment Program Number
B-72 2 of 8
maintenance or other work designed to improve, enhance or extend the useful life of a facility.
b. Equipment, Materials, Goods, or Supplies—grants may be awarded to create, purchase, install, remove, maintain and repair these tangible items. c. Food and/or Beverages—grants may be awarded to pay for food and/or beverages only if the food and/or beverages will be provided to individuals in need through organizations such as food banks or community organizations that provide meals to needy individuals or families.
d. Animal Feed—grants may be used to pay for feed for animal shelters to support the rehabilitation of animals.
e. One-Time Technology Services—grants may be awarded to pay for one-time website, software and related information and technology development services.

With respect to funding availability and the application timeline:

4. All appropriations available for the Neighborhood Reinvestment Program are included annually in the County's Operational Plan. Resources available may vary and may range up to $10.0 million.

5. The total amount of funding shall be distributed evenly among the five Supervisorial Districts for purposes of recommending grant awards.

6. Grant awards may be recommended throughout the fiscal year.

7. Amounts unallocated at the end of a fiscal year may not be carried forward to the following year.

8. Appropriations not spent according to the grant agreement by the funded organizations will be returned to the County. These unspent and returned grant funds may be reallocated to other projects throughout the fiscal year.

9. A grant request may not be less than$3,500.

10. Applicants shall return all paperwork on time as required by the individual Board office and the Office of Economic Development and Government Affairs (EDGA). If an applicant has overdue/past due documentation from either a Neighborhood Reinvestment or Community Enhancement Program grant, an applicant may not apply for funding until the applicant has returned papers and receipts from the prior agreement.
06/13/2023 D2 15 of 39

COUNTY OF SAN DIEGO, CALIFORNIA

BOARD OF SUPERVISORS POLICY
Subject
Policy Page
Neighborhood Reinvestment Program Number
B-72 3 of 8

11. If an applicant has not returned required receipts and paperwork on time from a previous agreement, the applicants name will appear on a `Delinquency List' provided to the Board offices.

With respect to eligibility to apply for grant funding:

12. To be eligible for Neighborhood Reinvestment Program grants, each organization must:
a. Provide services in one or more of the following areas; educational/recreational projects; local business and tourism promotional activities; arts and cultural programs; environmental awareness programs or projects, including maintaining and increasing open space holdings; public safety programs including fire protection projects; health and social service initiatives and programs; or County programs and projects which benefit the community and enhance the region's quality of life. b. Hold a legally tax exempt and/or not for profit status or be a public agency located or functioning within the County of San Diego.
c. Maintain a governing body, or employ an administrator or staff that will be responsible for the expenditure of allocated funds.
d. Be financially solvent and provide full disclosure with previous year financial statements at the time of application. All sources of funding must be revealed; including a list of all funding for the specific project request(public agencies must reveal all sources of funding only as it relates to the funding request).
e. Enter into a written agreement with the County that specifies the responsibilities of the organization with respect to use of the Neighborhood Reinvestment Program funds, stipulating that the expenses will be documented and that the organization must provide a full accounting for the expenses. Examples include invoices,bank statements, copies of checks,purchase orders, or other supporting documents as required by EDGA. f. Acknowledge that all documents related to the grant process, including the cover letter, application, supporting documentation for the application, grant agreement, and grant expenditure documentation are a matter of public record and as such, may be provided to the public upon request.
g. Understand that submission of an application for funds in no way guarantees that an organization will receive funding.
h. An organization may only recognize the County of San Diego, and not individual Board members, on items funded with the grant funds.
06/13/2023 D2 16 of 39

COUNTY OF SAN DIEGO, CALIFORNIA

BOARD OF SUPERVISORS POLICY
Subject
Policy Page
Neighborhood Reinvestment Program Number
B-72 4 of 8
With respect to the application process:

13. There shall be a single standardized Neighborhood Reinvestment Program application for the Board offices to provide to applicants.
a. The standardized application will be made available on the County's web site, and the web sites of each Supervisorial office. The application page shall include a hyperlink at the top of the page and that directs the applicant back to the NRP grant instruction webpage.
b. Each Supervisorial office is required to publicly post on its website that district's priorities that guide funding recommendations for projects and include information about requirements and cite specific examples of projects funded. c. Applicants must submit the completed application and cover letter to each of the individual Supervisorial offices to which they are applying and notify each office in writing if they have submitted multiple requests, even if the requests are for different projects.
d. The applicant must disclose in the cover letter any prior funding received from the County of San Diego within the past three years and provide not less than a one sentence description of each project funded.
e. Applicant must be prepared for follow-up phone calls or a-mails from the Supervisorial office asking questions, seeking additional information, or requesting a site visit. f. All grant recommendations must be reviewed and approved only as to legality by County Counsel prior to appearing on a public agenda for a public meeting. g. Grants are based on the review of the application materials by and recommendations from individual members of the Board of Supervisors.
h. Grant recommendations appear on the public agenda according to legal noticing rules and should not be docketed later than the first docketing deadline set forth in the Board of Supervisors Rules of Procedure. The Board would only consider a grant recommendation that is docketed after that deadline if the individual recommendation satisfies the Rules of Procedures requirements for immediate action.
i. Grants must be approved by the Board of Supervisors in public session. Members of the public may speak in support or opposition to a recommendation prior to the public vote. j. Board offices shall maintain the applications for a period of not less than three years. 06/13/2023 D2 17 of 39

COUNTY OF SAN DIEGO, CALIFORNIA

BOARD OF SUPERVISORS POLICY
Subject
Policy Page
Neighborhood Reinvestment Program Number
B-72 5 of 8
With respect to the information to be supplied in or with the application:

14. To apply for Neighborhood Reinvestment funding, an applicant will submit an application and cover letter. The cover letter and standardized application will include the following information:
a. Name and address of the non-profit organization or public agency, and the name and phone number of two contact persons who will sign all required County documents and be responsible for the expenditure of allocated funds.
b. Official name of the organization as it appears in the IRS letter establishing the organization's tax exempt/non-profit status along with a copy of that letter and a statement acknowledging the organization will commit to maintaining a governing body or an administrator or staff that will be responsible for the expenditure of allocated funds. c. Brief description/history of the organization and of the project. d. Summary of the operating budget of the organization and other financial information as described in paragraph 12c.
e. Specific dollar amount requested(include itemized priority list if request encompasses multiple needs).
f. Estimated date of completion of the project.
g. A list of funding partners, if any.
h. Submit verifiable cost estimates for the project at the time of application and agree that the County may audit financial records submitted to EDGA. Agree that any audit conducted may be provided to the public upon request.
i. Board offices are to encourage applicants to seek matching funds,where appropriate, outside the County of San Diego Neighborhood Reinvestment Program grants. The availability of matching funds is to be weighed when considering an application. j. A description of how the project will benefit the community, including how many people will be served.
k. An understanding by the applicant that a Supervisor's office may not ask for less information than required by the application process,but may ask for more information at its discretion.

1. Additional information, as requested by the County to comply with the requirements of this Policy.
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Subject
Policy Page
Neighborhood Reinvestment Program Number
B-72 6 of 8
With respect to the execution of agreements:

15. The following rules apply to the execution of an agreement for all Grantees:
a. Funds must be spent within one year of execution of the agreement on the agreed project, unless an extended time period for completing the project is approved by the Board of Supervisors. Documentation of grant expenditures must be submitted within thirteen months of the effective date of the agreement to EDGA to be reviewed for compliance.

This review ensures that the Neighborhood Reinvestment Program funds are spent in accordance with the recommendations of each Supervisor and the vote of the Board of Supervisors.
b. EDGA is authorized to execute grant agreements, amendments, and extensions of the Neighborhood Reinvestment Program grants which do not materially impact or alter the grant purpose or funding level as established by the Board's action with respect to the grant awards.
c. If a Grantee has not spent the grant money or provided documentation according to the requirements of the grant agreement,the County shall require the Grantee to return any of the funds not spent or documented per the agreement. The County may choose to seek the return of the funds through legal means if necessary.

16. The roles and responsibilities of EDGA are to:
a. Work closely with the Board Offices to ensure that timely payment of grant awards occurs by gathering necessary information, executing grant agreements, and determining whether provisions and business terms are fulfilled.
b. Request additional information from the sponsoring Board Office if the recommendation is not clear.
c. Ensure that Grantees understand agreement provisions by providing general guidance to them on how grant funds are to be accounted for and the required filing deadlines. d. Determine whether the Grantee has any prior year grant expenditure documentation due/outstanding for Neighborhood Reinvestment or Community Enhancement grant programs. Enforce paragraph 10 of this Policy.
e. Review and follow up on grant expenditure documentation submitted by Grantee to ensure grant funds were spent in accordance with the terms of the agreement. 06/13/2023 D2 19 of 39

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Subject
Policy Page
Neighborhood Reinvestment Program Number
B-72 7 of 8
f. Mail a reminder notice to Grantee approximately eleven months from the agreement date to remind it that it has one more month in which to spend the funds followed by a thirty day period in which to submit documentation.
g. Contact Grantee if grant expenditure documentation is not received by the due date. Request assistance from the sponsoring Board Office if Grantee fails to comply with the terms of the agreement. Continue to follow-up until the documentation is completed.
h. If Grantee fails to perform its obligations under the agreement regarding timely and complete submittal of grant expenditure documentation, EDGA shall take steps to enforce paragraph 15c of this Policy, which may include seeking the return of the funds through legal means.
i. Prepare and execute amendments to the purpose of the grant as approved by the Board of Supervisors.
j. Provide monthly updates to Board Offices regarding year to date allocations and remaining funds available.
k. Provide a monthly"Delinquency List"to Board offices to report organizations with overdue documentation.

1. Provide ad hoc reports to the Board Offices and executive management as requested. in. Create and maintain a one-stop annual list of the Board approved recipients for public review on the County of San Diego's web site.
n. Post the recipient organization's name within ten(10) working days from award of funds on the County of San Diego's Web site. The name of the organization, description of the project to be funded, the dollar amount and the sponsoring Board Office will be included. o. Post and maintain up-to-date information on the County of San Diego website about those organizations that are more than sixty (60) days delinquent in submitting documentation that County grant money was spent according to contract, including the district that made the recommendation, organization name, purpose of the grant, total award and board meeting date that the recommendation was approved.

17. The County shall have the right to audit each financial record submitted to EDGA.

18. No Supervisor or their district staff may publicly present actual or mocked up large checks to the recipients of NRP grants, nor post such presentations of the awarding of grants on any Supervisor's social media sites like Facebook and Twitter. Additionally, if organizations post on 06/13/2023 D2 20 of 39

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Subject
Policy Page
Neighborhood Reinvestment Program Number
B-72 8 of 8
social media that they received grant funding from the County of San Diego and attribute that allocation to any individual Supervisor, then no Supervisor or their district staff may re-post or retweet that particular posting.

With respect to the organizations that have received a Neighborhood Reinvestment Program grant after the September 28, 2010 effective date of this item no. 19:

19. Organizations receiving grants shall not offer, and individual members of the Board of Supervisors shall not accept, for a period of twelve (12) months following the final receipt of funds from the County, any gift from an organization receiving a grant. This prohibition shall not apply to admission to or for participation in a nonprofit fundraising activity that is allowed under the California Political Reform Act and associated regulations (the Act), or to anything received that is defined as neither a gift nor income under the Act.

Responsible Departments
Office of Economic Development and Government Affairs
Deputy Chief Administrative Officer/Chief Financial Officer Sunset Date
This policy will be reviewed for continuance by 12-31-2024.

References
Last Board Action
09-15-09 (6)
10-20-09 (14)
09-28-10 (10)
12-07-10 (27)
10-21-14 (15)
11-14-17 (27)
10-29-19 (26)
11-15-22 (22)

REVISION DATE
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PURPOSE: This policy is intended to establish spending guidelines for City Council Discretionary Funds and to provide clarity in determining what expenses are reimbursed to City Elected Officials by the City of Moreno Valley ("The City") in order to enhance public confidence in the oversight of expenses incurred by City Elected Officials.

This policy applies to the members of the City of Moreno Valley City Council.

BACKGROUND: Each year with the adoption of the budget, City Council members are appropriated travel and training budgets along with an equal amount of discretionary funds to be used for allowable city business expenses.

The Mayor receives an additional amount,referred to as the"Mayor's Differential." The purpose of these guidelines is to clarify the allowable and unallowable use of such funds. These guidelines are not intended to supersede, but rather coexist with provisions of the City's Procurement Policy(Policy#3.18).

POLICY:

1. General
A. California Assembly Bill 1234 requires the adoption of reimbursement policies that specify necessary and reasonable expenses that demonstrate a substantial benefit to the City.

1. Some of these necessary and reasonable expenses that would be beneficial to the City include:
i. Discussing community concerns with regional,state and national government representatives;
ii. Participating in regional, state and national organizations whose activities affect the City;
iii. Attending educational seminars designed to improve the skills and information levels of officials;and
iv. Promoting public service and morale by recognizing such service.

B. This policy establishes business expense guidelines for members of the City Council subject to the Ralph M.Brown Act and California Constitution provisions governing open meetings, including the City Council,pursuant to the requirements of AB 1234.

C. This policy specifies the kinds of activities that will be reimbursable for expenses incurred in the performance of the official duties of the City Council.

1. The City will pay for legitimate and reasonable travel-related business expenses,including transportation,lodging,registration fees,meals,and any other related expenses if they are for official business and fit within these guidelines and the guidelines established in Fiscal Policy 43.03 -Travel and Related Business Expenses.

D. This policy is not intended to address every issue,exception or contingency that may arise in the course of City travel or attendance at meetings. Accordingly,the basic standard that should always prevail is to use good judgment and economy in the use and stewardship of City funds.

E. This policy also applies to any charges made to a City credit card(Cal-Card),cash advances or other line of credit.

F. If an official wish to seek reimbursement for something that has not been adopted by this policy, then the official has the option of seeking prior approval for such reimbursement by action of the City Council.

Approved by: City Council
July 11,2006;January 21,2020
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II. Determination of Amounts and Approval of Council's Annual Discretionary Funds A. At the beginning of each fiscal year, each Council member will receive an identical amount of discretionary funds as part of the City Manager's recommended budget.

B. In addition to receiving his/her share of discretionary funds, the Mayor shall receive an additional amount referred to as the"Mayor's Differential",as recommended by the City Manager.

D. The amounts of the discretionary funds and Mayor's differential shall be officially approved by City Council action through the adoption of the final budget.

III. Acknowledgement of Regular City Council Program Budget and Allowable Expenses A. In addition to the Council discretionary funds,the City Council is appropriated funds for its regular City operations,including salaries and benefits of staff,contractual and other services,materials and supplies, and fixed assets. The difference between the discretionary funds and the regular department budget is the manner in which the funds are to be used. The regular City Council budget is considered"pooled"funds for all Council members,whereas the discretionary funds are for use by individual Council members for City purposes.

B. Certain expenses,which are considered unallowable for discretionary fund purposes,are approved for use in the regular Council budget. These include flowers, plants, thank-you cards and similar items to acknowledge certain individuals. As a guideline,these expenses should be limited to$100 per occurrence.

IV. Allowable and Unallowable Uses of Council Discretionary Funds A. Allowable Uses. As a general overriding principle, allowable uses include expenses that are necessary for the conduct of City business within the framework of established City policies.

Specific allowable expenses include the following:

1. Travel costs related to City business, including transportation, lodging, meals, and conference registration,in accordance with the City Travel Policy.

2. Special community events, such as recognition dinners and business functions. The cost for spouses or others are not allowable.

3. Purchase of equipment and other tangible property,but generally limited to$250 per item, and in accordance with the City Procurement Policy. Software purchases must be coordinated with the Technology Services Division to ensure compatibility with City equipment and policy.

4. Small promotional items, including City pins to be used as gifts for visiting dignitaries, such as Sister City officials. Distributing candy to spectators while participating in a City- sponsored parade is considered a small promotional item.

5. Support of non-City programs that benefit the community as a whole,such as child reading programs.

6. Any tangible property with intrinsic value and purchased with discretionary funds shall remain property of the City of Moreno Valley.

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July 11,2006;January 21,2020
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B. Unallowable Uses:

1. The California Constitution prohibits gifts of public funds. Charitable contributions are gifts,and this prohibition has implications for charitable giving by public agencies.

2. A State Attorney General opinion prohibits public officials from using public funds to purchase meals of third parties.

3. Flowers and plants to commemorate the passing of an important community leader or citizen,are not an allowable use of discretionary funds,but are considered an appropriate expense from the Regular City Council budget.

4. Memorial donations to not-for-profit, social justice, and religious organizations, are not allowable. Memorial donations in cash to charitable agencies are prohibited by law.

5. Personal gifts, including gifts to City staff, other council members, constituents or other private parties.

6. Personal,non-City goods or services,even if the intent was to reimburse the City.

7. Expenditures which are inconsistent with Council policy,unless specifically authorized by City Council vote.

8. Political fundraisers or events.

C. Council Approval of Discretionary Fund Spending

1. At any time, a City Council member may ask for specific City Council approval to use discretionary funds. Such requests will be handled as agenda items at regular City Council meetings.

D. Preparation of Expense Reports

1. Each Council member is responsible for accurate reporting and documentation of allowable expenses claimed and such reporting shall comply with the legal requirements of AB 1234.

V. Travel Authorization&Expense Reporting("Travel Form") A. The"Travel Form"is a mandatory document whether or not one expects to receive a travel advance or reimbursement for business related travel expenses.

1. Note: Always use the most up-to-date Travel Form located on the City's Intranet under the "Forms Library"Tab 4 Financial Forms.

B. Travel Form-Part I"Travel Authorization"

1. Prior to any travel,the City Official must complete Part 1 "Travel Authorization"of the Travel Form.
i. Part I of the Travel Form requires the official to estimate the total cost of the requested Approved by: City Council
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travel and provide documentation of cash advances, vendor payments and credit card purchases.
ii. Equally important,Part 1 serves as documented authorization to travel on City business and helps identify when the official is traveling on behalf of the City in case of an accident or other incident.

C. Authorized Expenses

1. Expenses incurred in connection with the following types of activities generally constitute authorized expenses,as long as the other requirements of this policy are met:
i. Communicating with representatives of regional,state and national government on City adopted policy positions;
ii. Attending educational seminars designed to improve the skill and information levels of officials;
iii. Participating in regional, state and national organizations whose activities affect the City's interests;
iv. Recognizing service to the City (for example, thanking a longtime employee with a retirement gift or celebration of nominal value and cost); V. Attending City and community events as a representative of the City; vi. Implementing a City approved strategy for attracting or retaining businesses to the City, which will typically involve at least one staff member;and vii. Attending meetings such as those listed above for which a meeting stipend is expressly authorized under this policy.

2. All other expenditures require prior approval by the City Council. The following expenses also require prior City Council approval:
i. International travel;
ii. Expenses which exceed the annual limits established for each office holder; iii. Expenses exceeding$6,000 per trip.
iv. Note:Travel with a total cost of$100 or less does not require the submission of a Travel Form.
1)A Petty Cash Request may be submitted for reimbursement and will be reimbursed per the Petty Cash Policy(Fiscal Policy#3.01).

3. City funds, equipment, supplies (including letterhead), and staff time must only be used for authorized City business.

Approved by: City Council
July 11,2006;January 21,2020
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D. Travel Form-Part II"Expense Reporting"

1. Upon returning from a trip, a final accounting of the travel is made by completing Part II "Expense Reporting"of the Travel Form;with the completed form being submitted to the Financial and Management Services Department within 15 workdays.

2. Expense reporting is required in all cases.
i. This is mandatory whether or not the advance received is equal to the expenses incurred,whether the official is eligible for additional reimbursement,or whether money is owed to the City.

3. If the official owes the City for the unused balance of a cash advance(other than per diem), they should pay the amount due to the Financial and Management Services Department cashier and attach the receipt to their Travel Form.

4. If the City owes the official money, they may request reimbursement by forwarding the Travel Form to the Financial and Management Services Department along with a Request for Direct Pay.
i. Requests for reimbursement by direct pay will be processed on the next available Accounts Payable check run, if submitted by the normal Accounts Payable deadline,but no later than ten workdays following receipt. ii. If the amount requested is $100 or less, a Petty Cash Request may be submitted for reimbursement.
a) Requests for reimbursement by petty cash will be reimbursed per the Petty Cash Policy(Fiscal Policy#3.01).

5. A final accounting of all expenses related to the trip must be submitted and approved by the City Clerk.
i. The official must complete Part II of the Travel form and sign the report attesting to its accuracy.
ii. The official must then submit the form, including all required receipts and supporting documentation of expenses,to the City Clerk for approval. iii. The City Clerk is responsible for ensuring that:
a) All expenses are reasonable, necessary and consistent with these guidelines.
b) Any required receipts are attached.
c) The final disposition is correct(balance due City Official or City). d) Any amounts due to the City are fully reimbursed.

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July 11,2006;January 21,2020
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e) Final accounting of all expenses related to the trip is submitted to the Financial and Management Services Department within fifteen workdays following the officials completed travel.

E. Unauthorized Expenses

1. Examples of personal expenses that the City will not reimburse include,but are not limited to:
i. The personal portion of any trip;
ii. Political or charitable contributions or events;
iii. Family expenses, including partners' expenses when accompanying official on agency related business,as well as children or pet related expenses; iv. Entertainment expenses, including theater, movies (either in-room or at the theater), sporting events (including gym, massage and/or golf related expenses), or other cultural events;
V. Non-mileage personal automobile expenses, including repairs, traffic citations, insurance or gasoline;and
vi. Personal losses incurred while on City business.

2. No reimbursement shall be made for personal expenses not provided by this policy or the approved City administrative travel policy.(Fiscal Policy#3.03) F. Cash Advance Policy

1. On occasion, it may be necessary for an official to request a cash advance to cover anticipated expenses while traveling or doing business on the City's behalf. i. Such request for an advance should be submitted to the Financial &Management Services Department no later than 7 working days prior to the need for the advance with the following information:
a) The purpose of the expenditure(s);
b) The benefits of such expenditure to the residents of the City; c) The anticipated amount of the expenditure(s) (for example: hotel rates, meal costs and transportation expenses) ;and
d) The dates of the expenditure(s).

2. Any unused advance must be returned to the City Treasury within two business days of the official's return,along with an expense report and receipts documenting how the advance was used in compliance with this expense policy.

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July 11,2006;January 21,2020
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3. In the event the Financial&Management Services Department is uncertain as to whether a request complies with this policy, such individual must seek resolution from the City Council.

VI. Travel
A. The City will pay for legitimate and reasonable travel-related business expenses, including transportation, lodging, registration fees, meals, and any other related expenses if they are for official business and fit within these guidelines and those established in Fiscal Policy#3.03.

B. Transportation

1. The most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements must be used, using the most direct and time-efficient route.
i. Government and group rates must be used when available.

2. Airfare—Airfares that are equal to or less than those available through the Enhanced Local Government Airfare Program offered through the League of California Cities ( www.cacities.org/travel) , California State Association of Counties http://www.counties.org/discount-travel-program)and State of California are presumed to be the most economical and reasonable for purposes of reimbursement under this policy.

3. Automobile—The reimbursed mileage rate for use of a private vehicle for City travel will be at the current Standard Federal Mileage Rate set by the IRS. i. These rates are designed to compensate the driver for gasoline, insurance, maintenance,and other expenses associated with operating the vehicle. ii. This amount does not include bridge and road tolls,which are also reimbursable. iii. The Internal Revenue Service rates will not be paid for rental vehicles; only receipted fuel expenses will be reimbursed.
iv. If an official already receives a monthly vehicle allowance, a total of 50 miles must be deducted for each one-way travel to or from the authorized City business travel destination.

4. Car Rental—Rental rates that are equal or less than those available through the State of California's website ( http://www.caltravelstore.com/) shall be considered the most economical and reasonable for purposes of reimbursement under this policy.

5. Taxis/Shuttles/Ride Share Services — Taxis, shuttles or ride sharing fares may be reimbursed, including up to a 15 percent gratuity per fare, when the cost of such fares is equal or less than the cost of car rentals, gasoline and parking combined, or when such transportation is necessary for time-efficiency.

6. Reasonable incidental travel costs such as parking,tips,gratuities,etc.shall be reimbursed.

7. Expenses for which City officials receive reimbursement from another agency are neither reimbursable nor reportable through the City.

Approved by: City Council
July 11,2006;January 21,2020
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C. Lodging

1. Lodging expenses will be reimbursed or paid for when travel on official City business reasonably requires an overnight stay.
i. Conferences/Meetings — If such lodging is in connection with a conference, lodging expenses shall not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking.If the group rate is not available,see next section. ii. Other Lodging — Travelers must request government rates, when available.

Lodging rates that are equal or less to government rates are presumed to be reasonable and hence reimbursable for purposes of this policy. iii. In the event that government rates are not available at a given time or in a given area,lodging rates that do not exceed the IRS per diem rates for a given area are presumed reasonable and hence reimbursable,when available.

D. Meals

1. This policy recognizes that legislative and other regional,state and federal agency business is frequently conducted over meals;sharing a meal with regional,state and federal officials is frequently the best opportunity for a more extensive, focused and uninterrupted communication about the City's policy concerns.

2. Each meal expenditure must comply with the limits and reporting requirements of local, state and federal law.

3. Reimbursable meal expenses and associated gratuities will not exceed the following rates:
a. Breakfast: $15.71
b. Lunch: $23.56
c. Dinner: $44.50

4. Such amounts will be annually adjusted to reflect changes in the cost of living in accordance with statistics published by the United States Department of Labor,Bureau of Labor Statistics Consumer Price Index, all urban consumers for the Southern California area.(The annual adjustment will be based on this area whether travel is within the area or not.)

5. The City will not pay for alcohol/personal bar expenses.

Vii. Communications
A. Telephone/Fax/Cellular

1. Officials will be reimbursed for actual telephone and fax expenses incurred on City business.

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i. Telephone bills should identify which calls were made on City business.

2. For cellular calls when the official has a particular number of minutes included in the official's plan,the official can identify the percentage of calls made on public business.

B. Internet

1. Officials will be reimbursed for reasonable Internet access connection and/or usage fees away from home,if Internet access is necessary for City-related business.

VIII. Expense Reporting Requirements
A. Officials must submit their expense reports within 15 workdays of an expense being incurred, accompanied by receipts documenting each expense.

4. Inability to provide such documentation in a timely fashion may result in the expense being borne by the official.

5. All expenses are subject to verification that they comply with this policy.

B. Reports to Legislative Bodies

1. At the following meeting of the City Council,each official shall briefly report on meetings attended at City expense.

2. The report may be either a written or oral report.The report should be agendized to comply with Brown Act requirements.

3. The report need not disclose details of confidential conversations, but shall disclose the date and place of the meeting and its general subject matter.

4. If multiple officials attended the same event,a joint report may be made.

C. Compliance with Laws

1. City officials should keep in mind that some expenditures may be subject to reporting under the Political Reform Act and other laws.
i. For example, meals are considered"gifts"to legislators that must be reported by them if the total value of gifts given from the City exceeds$50 in a year;there also is an annual gift limit.

2. All agency expenditures are public records subject to disclosure under the Public Records Act.
ix. Cal Card
A. In lieu of seeking reimbursement for use of discretionary funds or travel and training funds,City Council members may be authorized to use a City issued Procurement Card (CAL-Card). The acceptance of and use of such CAL-Card must be in compliance with Procurement Policy#3.18, with certain modifications:

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1. Any transaction or expenditure through the CAL-Card must be eligible through either discretionary or travel and training funds available for each Council Member.

2. All expenditures must comply with all applicable policies, including but not limited to, Procurement Policy#3.18 and Spending Guidelines for City Council Discretionary Funds and Travel Related Business Expenses(Elected Officials)Policy#3.21

3. Annual mandatory procurement card training may be provided through the City Clerk's office.

4. Single Purchase Limits and Monthly Purchase Limits shall be set at Level 2 ($1,5001$2,500).

5. The City Clerk shall act as the Transaction Approver and Approving Official for purposes of processing and monitoring the CAL-Card activities and required documentation required for compliance with City's policies and financial reporting.

6. Noncompliance with the City's policies may require either suspension or termination of the CAL-Card usage.

Approved by: City Council
July 11,2006;January 21,2020
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City of San Marcos General Fund 35
CITY COUNCIL - #101212
Expenditure Detail
FY Account Number/Name Budget,
Department
-
uested Recommended Approved
511000 Salary&Wages(Full-Time) $ 58,660 $ 58,660 $ 58,660 511007 Auto Allowance 14,400 14,400 14,400 512001 Medicare 850 850 850
512004 Health Insurance 78,954 78,954 78,954 512010 PIERS 4,939 4,939 4,939 512023 EBAP 10,500 10,500 10,500
532001 Memberships&Subscriptions 109,841 109,841 109,841 SAN DAG 42,848
League of CA cities San Diego 1,310
Cal Cities 26,358
National League of Cities 8,755
LAFCO 30,570
581000 Travel&Training 2,575 2,575 2,575 581001 Intergovernmental Support Accounting 2,575 2,575 2,575 Council special events
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City of Santa Ana
_- Original City Council Adoption
Administrative August 4, 2015
Policies and Procedures
City Council Special Event Sponsorship Adopted as Revised:

Policy February 5, 2019

PURPOSE
To establish a City Council Special Event Sponsorship Policy and guidelines for disbursement of discretionary funds approved by City Councilmembers to sponsor city programs, services, and special events produced by qualified nonprofit organizations and/or City recognized neighborhood associations.

BACKGROUND
In August 2015, the City Council approved the Special Event Sponsorship fund providing the Mayor and Councilmembers with the opportunity to allocate sponsorship, up to $10,000 per fiscal year (contingent upon annual City Budget approval), for special events conducted by qualified nonprofit organizations or City-recognized neighborhood associations. The resolution, as adopted in August 2015, specifies that, "during an election year, each Councilmember may spend no more than half of the allocated amount prior to December 31 st "
POLICY
This policy governs the approval of sponsorships by the City of Santa Ana ("City") of special events, programs and services conducted by external local entities. Pursuant to this policy, and as approved by the respective Councilmember, the City will consider entering into sponsorship agreements that further the City's mission by providing monetary or in-kind benefits for special events conducted by external groups in the City.

However, the City recognizes that the public trust and perception of its integrity and impartiality may be damaged by sponsorships that:
a) establish, or are perceived as establishing an inappropriate association; City Council Special Event Sponsorship Policy 1
EXHIBIT 2
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b) are perceived to be politically oriented;
c) are offensive to segments of its citizenry; or
d) are aesthetically displeasing.

Therefore, the City will only consider sponsorships in limited circumstances as outlined in this policy.

L Sponsorship Opportunities
A. Available Funds - Each Councilmember will be allotted $10,000 per fiscal year (contingent upon annual City Budget approval), to sponsor Special Events for eligible applicants whose events and programs support the City's mission and provide a community benefit. The respective Councilmember will have the authority to approve sponsorship requests and staff will process the sponsorship request(s) accordingly. Applicants (nonprofit organizations or city recognized neighborhood associations) may request sponsorship funds via Direct Payment or City Service Credit by submitting a Donation Request Form ("DRF") to the City Council, a sample of which is attached to this policy. All sponsorships are subject to the terms and conditions appearing on the reverse of the DRF.

B. Eligible Applicants

1. Nonprofit Organizations: Qualifying nonprofit organizations that are incorporated as a nonprofit charitable organization that is tax exempt under section 501(c)(3) of the Internal Revenue Code are eligible for sponsorship funds via direct payment or City Service Credit.
a. If not a non-profit organization, applicants may qualify for City Service Credit. City Service Credit varies and if approved, credit may or may not cover full cost of requested City services.

2. Neighborhood Associations: In the absence of 501(c)(3) status, City- recognized neighborhood associations may be eligible for sponsorship funds via City Service Credit or in the form of a direct payment to a 501(c)(3) entity acting as a fiscal sponsor for the association.

C. Ineligible Applicants:

1. Entities that promote the sale or consumption of tobacco products;

2. Entities that promote the sale or consumption of illegal drugs;

3. Entities that promote gambling;
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4. Entities that promote the sale or consumption of alcoholic beverages, or that primarily sell alcoholic beverages such as bars, but not including restaurants;

5. Sexually oriented businesses as defined in Chapter 41, Article XVII of the City Code, and entities that promote the sale or dissemination of erotic materials or services;

6. Political parties or political advocacy groups;

7. Inappropriate expenditures such as professional sporting events, alcohol or jewelry.

D. Use of Sponsorship Funds-The sponsorship Direct Payment or City Service credit may be applied towards the following:

1. Special Event expenses;

2. On-going program costs/expenses;

3. Special Events Application or Permit fee;

4. Reservation fees for facilities and equipment owned by the City;

5. City staff time, if required, including Police Department staff services;

6. Liability Insurance Fee (if acquired from the City).

E. Donation Request Form — A DRF may be accessed via the City of Santa Ana website or the CMO. When submitted, a DRF must include the following information:

1. Contact Information;

2. Organization Information, must indicate valid Tax ID #;

3. Must select City Service Credit or Direct Payment Amount a. City Service Credit Amount; or
b. Direct Payment Amount;
c. Event Location;
d. Description of Event/Purpose;
e. Community Benefit (identify how the event, program, service will benefit the community and/or the event participants, briefly describe the positive impact to the community).

4. Applicant Signature & Date;

5. Applicants must submit a current W-9 Form with pertinent information and signature.

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H. Eligibility Criteria
The City shall consider the following non-exclusive criteria:

1. Whether the expenditure is normal and customary;

2. The relationship and importance of the event to the City's mission;

3. Whether, and the extent to which, the event furthers one or more of the City Council's adopted focus areas;

4. Whether and the extent to which the event will create financial or administrative burdens on the City or require additional personnel;

5. The extent and prominence of communications to the public regarding the event;

6. The aesthetic characteristics of communications to the public regarding the event;

7. Whether the sponsorship will establish, or will be perceived as establishing an inappropriate association;

8. Whether the event is, or will be perceived to be politically oriented;

9. Whether the event is, or will be perceived to be religiously oriented;

10.Whether the event is, or will be perceived to be offensive to segments of the City's citizenry;

11.Whether the persons or organizations affiliated with the event manufacture products, take positions, or otherwise engage in activity that is/are inconsistent with local, state, of federal law, or city policies, city mission, or council's focus areas;

12.Other factors that might undermine public confidence in the city's impartiality or interfere with the efficient delivery of city services or operations.

PROCEDURE

1. Initial Review & Eligibility — Applicants must submit a Donation Request Form to the CMO at City Hall 8t" floor or via email at donation reguest(a�santa-ana.org.

DRFs are available on the City of Santa Ana's webpage and at the CMO located at 20 Civic Center Plaza, Santa Ana, CA 92701 or may be emailed by calling (714) 647-5200.
a. City Manager's staff will review the DRF for eligibility and verify that the non- profit organization is listed and in good standing with the IRS. b. CMO will forward DRFs to the City Councilmember(s) from whom the donation was requested to obtain pre-approval of donation amount.

2. Pre-Approval — DRF must be pre-approved by the City Councilmember via email in order to grant the donation request.

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3. Approval — Once the CMO staff verifies that the Donation Request Form meets the eligibility criteria and the respective Councilmember approves the request, then the CMO will contact the Applicant via email to notify them of the approval and explain the payment process.

4. Direct Payment Voucher(DPV)—The CMO will fill out the "City Use Only" section of the DRF, obtain City Manager's signature on the Donation Form, then process the Donation Request Form via the City's Direct Payment Voucher process through the City's Finance Department.
a. Journal Entry for City Service Credit — DRFs that indicate City Service Credit will be processed through Journal Entry Forms with the Finance Department in order to transfer the funds from the City Manager's Office to the department ensuring the costs/fees/staff time for the Applicant's event as outlined in the DRF.

5. Payment Confirmation — CMO will confirm that the Applicant has received the sponsorship payment, update the tracking spreadsheet, and inform the respective Councilmembers of their available balance for that fiscal year.

6. Election Years — CMO will be responsible for sending a reminder, in July, to Councilmembers that, "during an election year, each Councilmember may spend no more than half of the allocated amount prior to December 31st," as outlined in the resolution.

7. Oversight — CMO is responsible for providing the City Council with quarterly updates of approved sponsorships, using a Receive & File agenda item to the City Council. CMO staff will manage and track each Councilmember's allocation per fiscal year and obtain review by the Finance Department for each approved DRF and on the Council quarterly update.

8. Questions/Concerns — should be directed to the CMO staff.

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City oFSanta Ana CiryManager's OfToe-M-3f
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TERMS AND CD-N DTTII)N5
Use of Funds_ The City has chosen to prcnide Recknent with fund as noted on the Donation Request Form for an es-�-jot to be held in the community because the City has determined that there is a public purpose to be served is supporting the Community Benefit �:A Genf". In executing this Agreen ent and receiving the funds, Recipient agrees to use the fimds only for the ptirpere described and subject to the terms and conditions pr-sided for in this ,'agreement. Should Recipient fail to use the funds bar such purpose or otbarmue comply fully with the terms of this Agreement.City shall have the right to terminate this ftreement and demand the return of the fiends pursuant to Section

3.'MUM
Term Termination of Agreement. This Agreement shall take E iect on the date fir-it abov-e uTrtten and remain is effect tigaugh Recipient's full ecpendAuxe of the funds. The City has the right to terminate this Agreement upoe ore day:s notice,with or without cause. Should the City terminate this AgL�2ement,it shall also have the right tv demmn the immediate return of all fcmds pmided to Recipienr pursuant to this AgF =sat, as vrell as interest at the rate of ter percent<1 Or o)per aimum. Notwithstanding the fcregomg,the indeninifim6 m pro'Vni s of this Agreement shall survive my expiration ortprmina Gnof this Ae7eeiner.t.

Waivers,Insurance or Other Obhgatio s_ For purposes of the Cit}rs probmiioa if the City determines that the funds will be used for a purpose niuch may cause a significant risk of injury,the City may,in its sale discretion,require Recipient to pim-ide certain mzurance and participant vn ik er!releaseprotectioms. This right shall be ml-going and may be implemented by the City at any time,and all insurance and nsiver�release farms shall be prova&d on farms,in amounts and with provisions acceptable to City.

No Oversight by Crty. Nothing in this agreement sbrall be implied or interpreted as City establishing or piw iding over ight:control or approval afthe Community Ben fit OF any acti%Tties conducted by the Recipient.

Indemnification- Recipient understands, acknowledges and agrees that Recipient shall arssnme all risks associated Rich the Community Benefit:including,but not limited to,the possibility of death or serious trauma or injury.

Tor this end,therefore,Recipient shall defend,indemnify and hold City and its officials,officers,employees, agents and mhmteers free and harmless from and against any and all claims, demands,causes of action costs,expenses,liabilities:
lasses,damages or injuries,in law or equity,to property or persons,including nTangU death.,in any manner arising ffnt of or incident to aury and all ac13,omiLssiaos,Wd ful miscomdu,at or other actin-sties of the Recipiea-or its officiaL officers:
employees: agents, guests_participants attpnrlees,and contractors,including the pert=ante of the Community Benefit or thus Agreement mcladmff without hmitation the payment of all consequential damages and attorneys fees and other r lated costs and expenses_ The only exception to the Recipi,ait's obligations bam nder shall be for claim : demands, causes of action, oasts, expenses, liabilities, lasses, damages or injuries caused by the sole negligence, sole nillfil misconduct or sole actin-e negligence of the City_ Recipient shall defend,at Recipient's-own cast,expense and risk,any and all such aforesaid suit;,actions or other legal proceedings of ev ery kind that may be brought or iastituted against the City, its officials, officers: employees, agents, or vvlunteem. Recipient shall pay and satisfy any judgment, assard ai decree that may be rendered against the City or its ofsceah,cflicars: employees,agents: or volunteers,in any such suit, action-or other legal praceedmg. Recipient shall reimburse City and its officials, afficer2, employees, agents, and.`or vohinteers,fine any and all legal,expenses and co=imcurred by each of them in connection therewith ar in enforcing the indemnity herein provided_ Recipient's obligation to indemnify shall not be restricted-Dr limited by insurance proceeds,if any_received by the City,its officials,officers,employers: agents or volunteers. The indemnification pr visiGns of the Agreement shall survive any expiration ar tex inatiem of Ibis Agreement Entire Cantract/Modificabom Thin agreement c ntum the enture agreement Df the Parties m-A respect tv the subject matter hereof,and supersedes all pairs negotiations,understandings or agreements. The terms and conditions of this Agreement maybe altered.modified or amended aalg by vmitten agreement signed by both Parties.

Authority to Enter Agreement. The person executing on behalf of Recipient represents and warrants that the Reripient has all requisite power and authority to cooduct iE busmess and to execute, deln-ef and perform this Agreement. Each Party warrant that the in -.-iduals who have signed this Agreement have the legal power_night and authorityto make this Agreement band each respective Party.

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Vista City CouncilJune 13, 2023

Vista City Council
June 13, 2023