HomeMy WebLinkAboutRESO7524RESOLUTION 7524
RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE TRAVEL AND EXPENSE POLICY FOR THE
REIMBURSEMENT OF EXPENSES INCURRED IN THE
PERFORMANCE OF COUNCIL MEMBERS' DUTIES
WHEREAS, Section 2.04.390 of the Palo Alto Municipal Code
and Government Code Section 36514.5 authorize the Council to
establish a travel and expense policy for reimbursable expenses
incurred in the performance of Council Members' duties; and
WHEREAS, the Council wishes to amend the travel and
expense policy in order to reflect Internal Revenue Service
authorized mileage reimbursement rate and payment for meals and
incidentals consistent with City Policy and Procedures 1-2; and
NOW, THEREFORE, the Council of the City of Palo Alto does
RESOLVE as follows:
Section 1. The City Council amends the "City of Palo
Alto City Council Travel and Expense Policy" as provided in
"Exhibit A," which is attached hereto and incorporated herein by
this reference.
Section 2. The Council finds that this is not a project
under the California Environmental Quality Act and, therefore, no
environmental impact assessment is necessary.
INTRODUCED AND PASSED: June 19, 1995
AYES: ANDERSEN, FAZZINO, HUBER, KNISS, MCCOWN, ROSENBAUM, SCHNEIDER, SIMITIAN,
WHEELER
NOES:
ABSTENTIONS:
ABSENT:
APPROVED:
or
Manager
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CITY OF PALO ALTO
CITY COUNCIL POLICY
FOR TRAVEL, CONFERENCE AND
MISCELLANEOUS EXPENSES
July 1995
GENERAL CONSIDERATIONS
This policy is set by the City Council and applies only to Council Members. In reimbursing
travel and miscellaneous expenses, the general rule of law is that a municipal purpose requiring
the expenditure of public funds must be in evidence; also, in accord with the Charter and
Municipal Code, such expenditures must be from authorized appropriations.
Beyond these limitations are the constraints of propriety that each Council sets for itself. In this
regard, the following policies represent the outlook of the City Council.
OUT-OF-TOWN CONFERENCES OR MEETINGS
Reimbursement
All General Fund payments for travel and meetings shall be on the basis of either reimbursement
of expenses advanced by the Council Member or payments made directly to travel agencies,
hotels or the organization sponsoring the meeting. All requests for payments or reimbursements
must be accompanied by supporting vouchers, invoices or paid receipts and a copy of descriptive
literature about the conference or meeting. The Mayor shall approve in advance, individual
Council Member travel requests for out-of-town meetings and conferences, e.g., Annual League
of California Cities Conference, national League of Cities Conference, etc. Local or Bay Area
activities will not require prior approval by the Mayor. The total amount shall not exceed the
budget adopted by the Council for this purpose.
Meals and Incidentals
Nothwithstanding the preceding general policy regarding reimbursement, a Council Member
may submit a payment request (supported by conference literature) for advance payment of
meals and incidentals allowance according to the Internal Revenue Service authorized mileage
reimbursement rate and payment for meals and incidentals consistent with City Policy and
Procedures 1-2. If the amount advanced is exceeded, additional reimbursement may be requested
upon return from the meeting. Requests for additional reimbursement must be supported by a
detailed report and receipts for all meals and incidentals. The Mayor shall approve additional
reimbursements, and if the expenses are determined to be excessive, they may not be approved.
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Lodging Expense
Reimbursement or payment of hotel bills will be limited to standard, non -deluxe,
accommodations and will cover only room charges for the Council Member and applicable taxes.
Reimbursement for personal calls home shall be limited to one call per day. Telephone calls to
Palo Alto City Hall may be made collect. Other charges on the bill such as room service, extra
guests and the like are not reimbursable.
Transportation
1. Air Transportation: Reimbursement or payment will be limited to economy class
commercial air carrier.
2. Private Automobiles
Private automobiles may be used for personal or group transportation on extended trips.
Reimbursement shall be made at the rate established by the Internal Revenue Service
authorized mileage reimbursement rate consistent with the City Policy and Procedures 1-
2. Mileage reimbursement for private automobiles shall not exceed the cost of round trip
air transportation (economy class).
LOCAL OR BAY AREA ACTIVITIES
Council Members who have been requested or designated to represent the City may receive the
actual cost of:
1. Meals, if they are scheduled feature of the activity, i.e., SCCCA dinner meetings.
2. Registration fees, where applicable.
3. Mileage if activity is outside the City (mileage claims should be submitted monthly, with
details re date of meeting, type of meeting, number of miles traveled to be indicated),
consistent with City Policy and Procedures 1-2..
4. Council Members may be reimbursed by the City for use of a private bicycle to attend
local or Bay Area activities outside the City of Palo Alto consistent with City Policy and
Procedures 2.9.
ACTIVITIES NOT CONSIDERED REIMBURSABLE
1. Voluntary attendance at any conference or meeting, not representing the City.
2. Meetings of social or service organizations.
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3. Meetings of voter groups or with individual citizens concerned with agenda items.
4_ Election campaign activities.
MAYOR AND VICE MAYOR EXPENSE ALLOWANCE
The Mayor shall receive $150 monthly for expenses, and the Vice Mayor $100 monthly for
expenses.
SUPPORT SERVICES
The City Clerk's Office makes travel arrangements for Council Members. This service includes
conference registration, hotel reservations, per diem advances and reimbursement of unforseen
expenses. The City Clerk's Office is required to use the travel agency selected to handle all City
travel business.
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