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HomeMy WebLinkAboutRESO 5656"'I ' .· . • ORIGINAL RESOLUTIOU HO. 5656 RESOLUTIO?l OF THE COU?:CIL OF THE CITY OF PALO ALTO ADOPTIUG. A POLICY FOR RE".,MBURSABLE EXPENSES INCURRED IH. THE PER.FORMAl~CE OF A COUNClumMBER' S DUTIES WHEREAS, Section 2.04.390 of the Palo Alto Municipal Code, as well as Section 36514.5 of the Government Code authorizes this Council to establish a policy for reimbursable expenses incurred in the performance of a councilmemher's duties; and WHEREAS, the Council has had a policy previously adopted which requires clarification and updating; and WHEREAS, the reimbursable expenses must be limited to actual and necessary expenses which may be legally established in per diems and flat allowances, as well as by receipts; and WHEREAS, the ~eremonial responsibilities of the Mayor and Vice Mayor place additional deman_ds upon their resources; NOW, THEREFORE, the Council of the City of Palo Alto does RESOLVE as follows: SECTION 1. The City Council adopts Exhibit "A" attached hereto and incorporated herein by reference as its policy for reimbursable expenses incurred in the performance of a councilmember's duties. SECTION 2. The Council firtds that this is not a project under the California Environmental Quality Act and, therefore, no environ- mental impact assessment is necessary. INTRODUCED A?ID PASSED: February 20, 1979 AYES: Brenner, Carey, Clay, Eyerly, Fazzino, Fletcher, Henderson~ Sher~ Witherspoon NOES: None ABSTEHT!OHS ; None ·' ABSENT: None APPROVED If.. . TO FORM: . ~fj C. di'f.et!L_ Citytorney APPROVED: /~J ci:Yotiiroller ) • Policy for Reimbursable Travel. Conference and Miscellaneous ense for Palo Alto Cit General Considerations The general rule of law is that a municipal purpose requiring the expenditure of public funds must be in evidence; also, in accord w.Lth ~h~ Ch~~te~ 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 guidelines are intended to represent the outlook of the Council. "out-of-Town" Conferences Councilmembers ~-ho have requested or have been designated by the Mayor to attend out-of-town conferences will be reimbursed fm:: 1. Transportation, which may include: (al Actual airfare, not to exceed Coach Class or other fare ~or transportati~n by other common carrier (payable in advance; receipt may be presented after tri2). (b) Car rental as needed (payable upon submittal of bill). When renting a car while on Citv business, it is not necessary to take out "collislon ctamB:ge waiver" or "personal accident insurance." The Councilmember and the vehicle are adequately covered by the City's policy. (c) Private automobile reimbursement at the rate of 15¢ per business mile. For. extended trips~ mileage reimbursement shall not exceed the cost of round trip air transport~tion (Coach Class).· 2. Lodging and Meals (a) Per Diem at $75 fer lodging and.meals (payable in.advance). :l. -llt'her Expense (a) Conference registration f e.es · (check to be ma.de payable to sponsor of .conference, i.e., !tational League of Cities) .. ' (b) Mis~ellaneous expense at $35 per trip for taxi, tips, etc. (payable in advance). (c) Unforeseen, emergency expenses. or other neces- sary expenses incurred {reimbursable upon presen- tation of documentation).- If the per diem and special allowance of $35 ere exceeded due to prevailing local situations or other special cir- cumstances. receipts_must be presented to obtain reim- bursement for expenses above these limits. All expenses for dependents accompanying Councilmembers on trav~l for City business are considered personal expenses and should be paid for by Councilmembers. Local or Bay Area Activities Councilmembers who have been requested or designa~ed to represent the City may receive the actual cost of: 1. Meals, if they are a scheduled feature of the activity (i.e., ICC dinner meetings). 2. Registration fees. where applicable, 3. Mileage at 15¢ per mile~ if activity is outside City (mileage claims should be submitted monthly, with details re date of meeting, type oi meeting, number of miles traveled to be indicated). Activities not Considered Reimbursable l, Voluntary attendance at any conference or meeting. not representing City. 2. -~.eetings of social or service organizations. 3. Meetings of voter groups or with individual-citizens concerned with agenda items. 4. Election campaign activities-. Continuing In-City Expense of Counci!member! To ~efray the on-going incidential costs incurred by Councilmembers in connection with their in-City activities, particularly telephone and car-expense, the following fixed amounts shall be.paid biweekly: -2- l • I . \ , ' • • Councilmembers other than Mayor and Vice Mayor: $6.00 The Mayor shall receive $150 monthly for expenses. and the Vice Mayor $100 monthly for expenses. Support Services Conference registration, reimbursement of erpenses and advance pay- ments are processed by the City Clerk's Office. The City Clerk's Office staff is available to assist in making travel arrangements for Councilmembers. This includes conference registra- tion, hotel reservations, per diem advances and reimbursement of unforseen expenses. The Clerk's Office will make flight reservations upon request, but it is often more convenient for Councilmembers to work with a travel agent and make their own travel arrangements . . . -' ~ ~ .. -3- -.· ..