HomeMy WebLinkAboutRESO 6946• Cn<iGINAL -
6j46 RESOLUTION NO. __
RESOLUTION o~· THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE TRAVEL ANO EXPENSE POLICY FOR THE
H.E!MBURSEMr.NT OF EXPENSES INCURPEO IN THE PERFOR-
MANCE OF COUNCIL MEMBERS' DUTIES
WHEREAS, Section 2.04.390 o! th• Palo Alto Municipal Code
and Government Code section 36514 ~ 5 authorize the council to
esea~lish a travel and expense policy for reimbursable expenses
incurred in the performance of Council Members' duties; and
WHEREAS •. the Ci~unc.il wishes to amend tha i:l'.'avel tlr.d expen::;e
pol.icy in order to encour.a3e f:i.rst~jre~r council 1Cell'".bers to
p~~ticipate in tb~~e conferuncas and activities ~esigned t~ ~4Ke
1?:.hem ~c.ro effect,;,¥~r to encm.a·aqf' ~h~ c~uncil to reqi¢ter :or
<.~i..,~1:fsr~nce.s ~ n -?.dv&ncf' .. ~ut. to alla~·i that. i.iddi t.~icnal SU]Jl~ f-.Jr :! ate
~egiHt ~at.i,_:m :".lay t.'-?. paid wi tb the ~ayr..;t"':;; at'Pt"Cr/;~J.: and to
e:::t...:~t>l. i.sil t.h~ counf:ll 1 s t:;:avel budget at $LO, ooo.
NOW,. ';!HEN~f-CRE 1. the Ccuncil .,;~ t~.e Cit.y :if P":;_l 0 :~lt..,) doe:;:;
MSOf .. 'rB as f.:-.llo~r; ~
~Ql.L.l. Th . .:: City Cr>\.:m.c.il ~ends {:he ;.:City of ?.:ai}:;j Alto
.::~~:i ~oo.:u-.c.il 7rav~l anct. ;::..._.~ns;;, Fol:.i.c!f·~· <i~ t-LOV.id..:.~ in ~:E~.hibit A,:·
111h.ich is att&che~ :hereto and incorporated h~rE.iii"• k'iy this i:·efert:n<.:.:e.
~.:."ttQ_~l-2.· The Council finds that this is not .o. proj<i~t
l.mder thC>! California Environ::n~ntal. Oui!i:lH;.y .\ct i'.nd, therefore, ~10
·~mviro.r.meont:al imp~ct assessment i~ :"l.ecf'i:oeary.
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CITY OF PALO AL'l'O
'l'P-4\VEL AND EXPENSE POLICY FOR TR!: REIMBURSEMENT
OF EY.PEtlSBS .INCURRED !H nm ;;:::vo~CE
OP COUNCI~ MUIBErui' DUTIES
NOVEMBER, l.990
yl'.NJRAL CQMSIDIBATIONS
Thia policy ia aet !>y the City Council and applies only to
~-::~~::!! :!=:-;;. :u r8illbursing travel and •iscellaneous expenses,
the ~•na:al rul~ of l~v im ·that a aunicipal purpose requiring the
~~?Ut·lt--..~"! ~~ ~"~!: . .: !;.;..--;,; ;-..ot. ::,.. .i.n evidence; also, in acco?:"d
vith t.h.i Charter a.r&e ~nicipal Ct.>de, S'>tch expanditures • ..._at be frcm
~ai:hori1;.0 &ppr.·.-,;;r!eti~.. :Pirst-y4i'll" council Jfewbers are
enccnu:a';!aol t.o pM"tici~u in t:h.o~".! ~c:n:terenca and activities
dG1:Jicj?l1td t~ 19'.f'l.A~ th~~ liUr& eff~i!iv~ ~
f.£.~~
All ~.m~al. :tU.ri!!i pa~ !or ~4Vsl &nd meetirtgs shall be on
fi:~e ~ia: of ad.t.:..~~r. r~~.r.s~-"t ot· ~JSs adv:anced by the
w~,oil ~~ o:.:.· ~y~-ttt& ~4~ 4-i:tsctly to t.l:av·e1 Cll~iec, hotelz
or t!\4 Ol!'9aaitiat.i~ ~~:riny t.h$ zeetinq.. Tbe C-:m"::il aball ca
~"2'Yra~ct t(1 :u~~d~x (~; cofif.!«~• in 6'&'i'cu'u:..""1il iWd -c.nat. tiH!
a.WU i;_i¢Ml Em&: ~~1r. -.Ut-4 ~~!a'it::n:~ion bes paid _tor ?:>y t'.lw COut!Cil
~n, w!."Gh t:.h~ ~l'nr ~.~vb%' t.hs tin.sl 41-eretion~, -All r~este
tor p~~~ts ~ N:h11-'m~e~9rl::rt 3IQSt. ~ ~ied-~ m;pportintJ
vc~~~" J.~vaielMJ or pi!'i:id rftCEaipt.a am .a t;;.0py of dssc:ripti-vs
11 tti'ctu.."'."~ RWi.l't. t.'hs OQ2'lf.er~• Cir lt4e<ting. 'l'he Mayor &ball
a;.;prov'9, ii'i 8;ivaiK."~~ i~ivi«ml.l eou..~..eJ.l !IUlber travel requ.asts for
t.::'.At-of-tovn "~~tinqii or~ ~.rfi:.~, o .. q. • ~l L&-:ique of
calif{1rnia Cit~.afi conf&r-.ncoH Hat.ion.ai Le&gu.r.? of Citie& Conferen~e ..
etc. Tha Coun'--~il a::ua11 -~~·j;~ !:t('f trltval outside of the United
ztat."'8. ~l or. Bay Arn aot.i\l"iti.u-~ will not requll'e p~iol'"
iAPP!:'oval bY the Mayor. 'l"h• tut.al uount ~~ll T.lo,}t mt:r:eed Slii. coo
ln any fi~G{?l yGar..
i-:ot;Yitbat~.uadl~ tl:.$ p:t:·ut::tlding 9~1#r~i. _ polic-.1 ragardir:q
raimb\.ll-~r,;t, a counnil_ M~ ~Y-z-~it ~ I>!l.i~t requaet
(su~~r-t~ :uy cont1Jr~c• lit:~:ral:.ure: !~_ ~.!!~~ iJA"fl!W42t \lf Mals
nnd jm;1~tala -ll11~~..:~ll ct: ~30 per. Jt;Mtt~ rusy pl~~ $35 for
a~.Lt i ·i..-~o or cab fan~ it llppli~a~lc., l'f tM-~•i5Uri~ -l .. O.Va.nced is
eXc.'8·tld.ad, ad.di t!.,Hi11l · · 2.'wi~u:raasent · ~y -. be r~•te:ej µpon return
fro:m t.ha aeetinq.. ~~ fer additlonul . r.aiimbtt~liu<u.~ent u;ust M
support*4 i;.y a · c~tiiil~ r~x-t and -r~i~ta f6r all •ala <S>nd
incidsntal11• Th.a Moyer shall .approve ~ddit.ior.a.1 r.-ii:Wmrse-me.ntRr
and it th~ e~'\S"e.s Uil C!~t.~'411i:Ktd t.o bs U~fii Y40, they ~•7 not ~
Gpp~a -
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Il meal• are provia-4 aa part of conferenc• reqiatration, the
$30 per day allOW&l'lce will ~ reduced by:
$6.00 -hr~akf~at
L9dgina £xpense
$9.00 -lunch $15.00 -dinner
R•Ull.bUr•..ant or paYllant of hotel bills will be limited to
staM8-rd, r~n·,.d•lu"!!o aci;omaodations and will cover only room
char•1u tor the Council lleaber and applicable taxes. ReiJRbur-sement
for peraonal call• boat sh~ll be 11».ited to one call. per day.
'l'ale;;>hone <::!.ll• to P~lo .Al ~c; city ~l l r1ay ba aa~tet _collect. Othe1·
clvlr.9411' on th" :bill ~ch .a• riW" .. m ~'!":!:"!.ic~, extr~ queJttw and thi' lik~
"'~~ i~ot ::ctFtilthnr~lQ.
1 ~ ALt....r~..uggi;Alli.b. f.!.~i:Bbt;ir.,.w.ant ~r y.sy~~nt. will be
l!•xtl!d ~ &ie0n~r.y e~~& ~o~$~eisl ~i~ c~r~ie~-
----~-~~~---~~-il~~~ll..L~~-{;_o~. 5wi !A£cer~ity 'ior
additional tr~rtstion -ttlJiU.ir~t,t,~ at t.h'li ~J.nt Of d~~.;.tination
at'. a..~ ellt~rtd~. b: lJio l:~=t:iIY-J tlte ~ ~f r~-tal car ~:rm a ga~ol ine
cradi t c.~ru m~~'t )l2 ·S~l.l"h~<S },)y tbA: C'.~~~!l Ka.O>a:t i.-:.n t.h~
~~ d t:t.t""..! rl!-™t :t"fiqi.iC;Jt t.h~reo.,; ~ ~.....:etn. aut..00--.z."!Zat.i~ has biiii.(;tn
:.:-cc~i;rocl, t.~o <:t?:~t card ":'i!l ~ !>~~~ l.1i tl.e Di~&ct-or, af
~.ac-hum.;t s~r--Yicea» R1'ntal ~IU'~ ~ :ba 4rr.!l~Ei·S titt'c-uqh the
tl'!.IV~l a')«i:ti{'!;Y, ~~J.~otoo ta hru~l?J ~ll City t:x-&ve-1 ~in~.. ~~ ot
r.antg_l. cv~ er c::ru~~~t: :t'lrds fnr & peri.,O of t.¥0 days <':r l~e~ aru1t.
ba npir.:-oved ti)f tile !}~tor .,-t PUrch-a!Zi~.; ~~,::le".
~. W..~~*l>'llU· Pr i ~vat~ ~u;:~,~t;;U,._ 5i,fJ.y ~ Gller.i. f .;y.c
f'-{:t!"~:oo'~ ~ 'Jl"~.iP. tr~~t.!or1. mi ert~~~ t.rJ.r.J-S.. S;a~;,;~,.,~nt.
t'h~ll ~ at--th~ rat.g: -:;t )g, 5 <.~s.l'!t• ~ ~~d~ 1'ii1e. ~ilf?~g-e
-X'*int~\U·~t. to:r priv~.~c; &.~tomolliilu ~ll &:/t ~~w~ed the COflt ot
, ru-_ma. tr~!-"1 ~'!.:: =~ ..... ui1~~--t.Ation \~r.~Mtwy cla•~i ...
~~~\~t!:~f.:icm f~~if ~·t b& pe.yo.t~I~ tc t.h~ conf~tm~
''-'9ani41r"d,on (iJ~ *S~ll ~ t;,"'\e act.u~l t:t~xJe;~ f~j:i.;rp;-irted by published
infor~.t.!m1 att..at.~hed ta t.be ~!f~nt. re.q--.,1'1..at :to~ ..
~!1C:ll ~~~ wo hu.·"?e ~ T.'~~:i;t.'if.l\_ "'r iJftiu~t.ed to
~--ap:c-aa_.ai"lt. tb121 Ci~y ~'.r r~...,_~ .. '!-~. ~~?;..•~~-~~t -nf.r:
:.. MMlai, it ~y a.re. !l ~~1~ f~atn'ta ot tile "':.::tivity,
1. ~ • ., ICC r;linr.er ?M:fbtinqSii.
,,_ .. _ .. --.'.~--."-,•'
. ! ·~;~-..; :·
out•ide the City (aileage cla!.aa should be subaitted monthly, with
det.il• re data of -•tinq, type ot meetinq, number of miles
travsled to bft indicated).
4. In accordance with mileage reimbursement policy, council
Meaber• .ay be reilaburaed by tj,1c City for use of a private bicycle
to attend local or Bay Ara.a activi~ies outside the City ot Palo
Alto. R812bura ... nt shall be at the. rate of seven cents ($. 07) per
bus i 'lese Bile.
ACTIVITil,S ?iOT CQNSIDEUD JU:ItmUBSABLI
l. Voluntary attendance at any conference or aeeting, not
repretien.ting the City. -
2. Meetings oz snci.&l or aerv:l:.a o:r,qaniza4;ions~
l, Meetlr~s of. vo~e:i.; qi~ut~F2! ~r tii~ incti,ddual citi~sns
CP!'1Cerr.ed w:t th c.9,.:rad& i ~ ..
-...,. v ... ,~-·· ··••,; ~ .,........,.., ~ -~·~ t.!! ~;I::~ . ._',;...~""'"-1 ~--1:..w..,~ ~2"• r .... .:..--.-...;.. ,._~ .. 'l;:"·<ll;t. ;1 .. ~ ... ~1141 ..... "6<1.•.i
Vice ~yor $100 ~•ithly f cr e~r-.iailii1 ..
~~J:mi.~
Tt,tt City Cl'!rlr.•~ Ofiic.e: ~.ak~ tt"avel &n~linqcmeuu far Cotmcil.
J1.e~r5,_ 'l!iilr :3~.zvi,::e inclv.d-c~ cor.fa:renea r91il.stration. botel
1:e~~""'Vat.1.ofll' t pGfr ~i.n ad.var~ Nld ?'1'iW~o&nt of U.P\f ~lx-~seG~~
~1:*Xt~"· 1 .. '-lt t:!it.y Cluk'a Offi.(ltl! i~ 'C*f.Ji~~ t.e: WU? the t.r~v~l
ag~r..cy 1!::el~"t~ 'to handle &ll ~th~r City t~a·., .. 1 b!iJ&ine~g.