HomeMy WebLinkAboutStaff Report 2303-110012.Review and Revision of the Council Procedures and Protocols Handbook – Focus on
Protocols – Including Consideration of Policy and Services Committee Recommended
Changes
City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: March 20, 2023
Report #:2303-1100
TITLE
Review and Revision of the Council Procedures and Protocols Handbook – Focus on Protocols –
Including Consideration of Policy and Services Committee Recommended Changes
RECOMMENDATION
Continued discussion of the City Council Procedures and Protocols Handbook (“the Handbook”)
with particular focus on the Protocols portion of the Handbook. This is a follow up discussion to
the January 30, 2023 discussion of the Procedures portion of the Handbook. The full City
Council discussed the Handbook on December 19, 2022 and January 30, 2023. This report
below contains information from the December 19, 2022 and January 30, 2023 staff reports
and notes from the January 30th discussion that may be of assistance to the City Council.
BACKGROUND AND ANALYSIS
The full background on this item is available in the January 30, 20231 staff report related to the
City Council direction to staff in June 2021 to revise and reorganize the Handbook for clarity
and ease of use and to update the Handbook to conform with law and current City Council
practice. The attached drafts reflect reorganization, updates to conform with law and practice,
and policy changes only for the Protocols Portion of the Handbook since the City Council
approved tentative agreements for the entire Procedures Portion of the Handbook on January
30, 2023.
Staff continues to make those cleanups as directed by the City Council on January 30, 2023.
Since there are a few policy questions still outstanding on the Procedures Portion of the
Handbook (listed below), staff will bring draft language for those sections of the Handbook back
at a future date.
1 January 30, 2023 Meeting Agenda and related items:
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=1121 (The Handbook Discussion was
Item 4; Report and Action and Summary Minutes are available through the link here).
For the Protocols Portion of the Handbook of the reorganized Handbook, there are topics that
the Policy and Services Committee and full Council flagged for further Council discussion in the
Protocols Portion of the Handbook (Attachments A and B) related to the following topics:
1. Parameters for the voting delegate at conferences (such as League of California cities)
2. Council conduct with other public agencies
3. Use of letterhead
4. Use of staff time – 1 hour rule
5. *Role clarity for Council board/commission liaison (Protocols Section 2.8)
The Policy and Services Committee agreed upon language for most of the topics listed above
and that language is included in the Attachments A and B. The item above with an * is the one
exception on the topic of the role of the Council liaison to Boards and Commissions, where the
Policy and Services Committee asked that the City Council refer that item back to Policy and
Services for further discussion in 2023 in order to involve the chairpersons of Boards and
Commissions.
The last topic that has been unresolved in the Protocols Portion of the Handbook is the
Protocols Section 4 Travel Section. Since the December 19, 2022 Handbook discussion, staff
reviewed the Handbook travel section and compared it to the citywide travel policy
(Attachment C). It appears that the two documents are similar except for the reference on
reimbursement for the use of a private bicycle. Given the similarity in content, staff
recommends the City Council consider simply referencing the citywide travel policy in place of
the existing text in Protocols Section 4. If this general direction is amenable to the Council, the
Council could direct incorporation of language to clarify additional guidance for Council
members travel activities such as the following:
“Councilmember travel expenses and reimbursements will adhere to Citywide Travel
Arrangements and Expense Reimbursement Policy (Administrative Policy 1-02/ASD) with
the following amendments:
1. The limit on how many times a Councilmember can travel in a year with
reimbursement will be ______.
2. For international travel, any Mayoral or City Council international travel expenses
related to Sister Cities will have _______ covered by the City.
3. Councilmember travel will be approved by ________.”
Staff maintained the page numbers from the January 30th Protocols Portion of the Handbook in
Attachments A and B to minimize confusion. Similar to the January 30th discussion, staff
recommends that Council consider the Protocols Portion of the Handbook section by section,
discussing any issues or concerns and tentatively voting to either adopt the section as drafted
or direct staff to prepare additional revisions, before going on to the next section. If the Council
has directed additional language to be prepared, staff will return to the Council at a subsequent
meeting for adoption of the Handbook including the few additional Procedures follow ups
referenced earlier in this report.
FISCAL/RESOURCE IMPACT
Staff and the copy editor will further clean up the Handbook (formatting and page numbers)
upon adoption by the City Council and upload the document online.
STAKEHOLDER ENGAGEMENT
Staff solicited suggested changes from the City Council over the course of this process regarding
desired changes to the Handbook. Continued discussion will occur at the March 20, 2023 City
Council meeting with particular focus on the Protocols portion of the Handbook.
ENVIRONMENTAL REVIEW
This is not considered a project as defined by CEQA and no review is required.
ATTACHMENTS
Attachment A: Clean Copy of 12.14.22 Council Procedures and Protocols Handbook
(PROTOCOLS PORTION ONLY)
Attachment B: Redlined Copy of 12.14.22 Council Procedures and Protocols Handbook
(PROTOCOLS PORTION ONLY)
Attachment C: Citywide Travel Policy (update 2-2-2016)
APPROVED BY:
Ed Shikada, City Manager
Primary Author: Chantal Cotton Gaines, Deputy City Manager
DRAFT – Dec. 14, 2022
1
DRAFT FOR REVIEW As of Dec. 14, 2022
(Less Redlined)
CITY COUNCIL
PROCEDURES AND PROTOCOLS
HANDBOOK
Procedures and Protocols Approved 02/01/2020 with New Table
of Contents Structure for Review
If you have any questions about this handbook, please feel free to contact the City Clerk
by phone at (650) 329-2571 and e-mail at city.clerk@cityofpaloalto.org or the City
Attorney by phone at (650) 329-2171 and e-mail at city.attorney@cityofpaloalto.org.
ITEM 4
Attachment A- Clean Copy of
12.14.22 Council Procedures and
Protocols Handbook
Item 4: Page 5 Packet Page 45 of 175
Protocols Portion
only for March
2023 Discussion
City Council Protocols and Procedures Handbook
36
PART II: CITY COUNCIL PROTOCOLS
The citizens, businesses and organizations of the city are entitled to have fair, ethical and
accountable local government, which has earned the public’s full confidence for integrity. To this
end, the City Council has adopted Council Protocols and this Code of Ethics for members of the
City Council to assure public confidence in the integrity of local government and its effective and
fair operation.
Section 1 – City Council Conduct (exist. Protocol Section 2)
1.1. Positive Work Place Environment
Members shall support the maintenance of a positive and constructive work place environment
for City employees and for citizens and businesses dealing with the City. Members shall recognize
their special role in dealings with City employees to in no way create the perception of
inappropriate direction to staff.
1.2. Comply with Law
Members shall comply with the laws of the nation, the State of California and the City in the
performance of their public duties. These laws include but are not limited to: the United States
and California constitutions, the city Charter, laws pertaining to conflicts of interest, election
campaigns, financial disclosures, employer responsibilities and open processes of governments
and City ordinances and policies.
A. Respect for Process
Members shall perform their duties in accordance with the processes and rules of order
established by the City Council governing the deliberation of public policy issues, meaningful
involvement of the public and implementation of policy decisions of the City Council by City staff.
1.3. City Council Core Responsibilities (exist. Protocol Sec. 1)
All members of the City Council, including those serving as Mayor and Vice Mayor, have equal
votes. No Council Member has more power than any other Council Member, and all should be
treated with equal respect.
All Council Members:
A. Demonstrate honesty and integrity in every action and statement
B. Comply with both the letter and spirit of the laws and policies affecting the operation
of government.
C. Serve as a model of leadership and civility to the community
D. Inspire public confidence in Palo Alto government
E. Work for the common good, not personal interest
F. Prepare in advance of Council meetings and be familiar with issues on the agenda
G. Fully participate in City Council meetings and other public forums while demonstrating
respect, kindness, consideration, and courtesy to others
H. Do not politicize procedural matters such as minutes approval or agenda order for strategic
purposes
ITEM 4
Attachment A- Clean Copy of
12.14.22 Council Procedures and
Protocols Handbook
Item 4: Page 40 Packet Page 80 of 175
City Council Protocols and Procedures Handbook
37
I. Participate in scheduled activities to increase Council effectiveness
J. Review Council procedures, such as these Council Protocols, at least annually
K. Represent the City at ceremonial functions at the request of the Mayor
L. Be responsible for the highest standards of respect, civility and honesty in ensuring the
effective maintenance of intergovernmental relations
M. Respect the proper roles of elected officials and City staff in ensuring open and effective
government
N. Provide contact information to the City Clerk in case an emergency or urgent situation
arises while the Council Member is out of town
1.4. General Member Conduct
Councils are composed of individuals with a wide variety of backgrounds, personalities, values,
opinions, and goals. Despite this diversity, all have chosen to serve in public office in order to improve
the quality of life in the community. In all cases, this common goal should be acknowledged even as
Council may "agree to disagree" on contentious issues.
A. Conduct of Members
The professional and personal conduct of members must be above reproach and avoid even the
appearance of impropriety. Members shall refrain from abusive conduct, personal charges or
verbal attacks upon the character or motives of other members of the Council, boards and
commissions, the staff or the public. Rude and unprofessional behavior are also unacceptable.
B. In Public Meetings (exist. Protocol 2.1)
1) Use Formal Titles
The Council should refer to one another formally during Council meetings as Mayor, Vice
Mayor or Council Member followed by the individual’s last name.
2) Practice Civility and Decorum in Discussions and Debate.
Difficult questions, tough challenges to a particular point of view, and criticism of ideas and
information are legitimate elements of a free democracy in action. Be respectful of diverse
opinions.
3) Honor the Role of the Presiding Officer in Maintaining Order and Equity.
Respect the Chair's efforts to focus discussion on current agenda items. Objections to the
Chair's actions should be voiced politely and with reason, following the parliamentary
procedures outlined in the City Council Procedural Rules.
4) Demonstrate Effective Problem-Solving Approaches.
Council members have a public stage to show how individuals with disparate points of view
can find common ground and seek a compromise that benefits the community as a whole.
Council members are role models for residents, businesspeople and other stakeholders
involved in public debate.
5) Be Respectful of Other People's Time.
Stay focused and act efficiently during public meetings.
ITEM 4
Attachment A- Clean Copy of
12.14.22 Council Procedures and
Protocols Handbook
Item 4: Page 41 Packet Page 81 of 175
City Council Protocols and Procedures Handbook
38
C. In Private Encounters
Treat Others as You Would Like to be Treated.
Ask yourself how you would like to be treated in similar circumstances, and then treat the
other person that way.
1.5. Decisions Based on Merit
Members shall base their decisions on the merits and substance of the matter at hand, rather
than on unrelated considerations.
1.6. Advocacy
A. Representation of Private Interests
In keeping with their role as stewards of the public interest, members of Council shall not appear
on behalf of the private interests of third parties before the Council or any other board,
commission or proceeding of the City, nor shall members of boards and commissions appear
before their own bodies or before the Council on behalf of the private interests of third parties on
matters related to the areas of service of their bodies.
B. Advocacy
Members shall represent the official policies or positions of the City Council, board or commission
to the best of their ability when designated as delegates for this purpose. When presenting their
individual opinions and positions, members shall explicitly state they do not represent their body
or the City, nor will they allow the inference that they do.
C. Council Voting Delegate Authority at Conferences / Annual Meetings
The Council may authorize a Council member to act as the voting delegate at conferences or
meetings of other bodies, including, but not limited to, the League of California Cities annual
conference, National League of Cities conference, and the Association of Bay Area Governments
(ABAG) annual meeting. Prior to the conference / meeting, the Council may provide the voting
delegate with specific direction on proposed resolutions and other matters. When provided
specific direction, the voting delegate’s authority is limited to matters on which the Council has
directed the delegate to vote.
1.7. Council Conduct with City Staff
Governance of a City relies on the cooperative efforts of elected officials, who set policy, and City staff,
which analyze problems and issues, make recommendations, and implement and administer the
Council’s policies. Therefore, every effort should be made to be cooperative and show mutual respect
for the contributions made by each individual for the good of the community.
A. Treat All Staff as Professionals
Clear, honest communication that respects the abilities, experience, and dignity of each individual is
expected. As with your Council colleagues, practice civility and decorum in all interactions with City
staff.
B. Channel Communications through the Appropriate Senior City Staff
ITEM 4
Attachment A- Clean Copy of
12.14.22 Council Procedures and
Protocols Handbook
Item 4: Page 42 Packet Page 82 of 175
City Council Protocols and Procedures Handbook
39
Questions of City staff should be directed only to the City Manager, Assistant City Manager, City
Attorney, City Clerk, Assistant City Clerk, City Auditor, Senior Assistant City Attorneys, or Department
Heads. The Office of the City Manager should be copied on any request to Department Heads. Council
members should not set up meetings with department staff directly, but work through Department
Heads, who will attend any meetings with Council members. When in doubt about what staff contact
is appropriate, Council members should ask the City Manager for direction. However, nothing in
these protocols is intended to hinder the access Council-appointed liaisons (e.g. to the San
Francisquito JPA or NCPA) may require in order to fulfill their unique responsibilities.
D. In order to Facilitate Open Government, All Council Members Should Make Decisions with the
Same information from Staff on Agendized or Soon- to be- Agendized Items (Items on the Tentative
Agenda or in a Council Committee)
E. Never Publicly Criticize an Individual Employee, Including Council Appointed Officers. Criticism is
differentiated from questioning Facts or the opinion of staff.
All critical comments about staff performance should only be made to the City Manager through
private correspondence or conversation. Comments about staff in the office of the City Attorney,
City Auditor or City Clerk should be made directly to these CAOs through private correspondence
or conversation.
F. Be Cautious in Representing City Positions on Issues
Before sending correspondence related to a legislative position, check with City staff to see if a
position has already been determined. When corresponding with representatives of other
governments or constituents remember to indicate if appropriate that the views you state are
your own and may not represent those of the full Council.
As a Council member, it is important to remember to indicate when the views you state are your
own versus views which represent those of the full Council. This is relevant whether sending
correspondence related to a legislative position or corresponding with constituents or
representatives of other governmental agencies or organizations.
In the case where the Council has appointed a Council member to serve on a regional governing
body to represent the interests of the entire region, the Council member serving on that regional
body should clearly state if they are representing the City or the regional board or commission in
their positions.
G. Do Not Attend Staff Meetings Unless Requested by Staff
Even if the Council member does not say anything, the Council member’s presence may imply
support, show partiality, intimidate staff, or hampers staff’s ability to do its job objectively.
H. Depend upon the Staff to Respond to Citizen Concerns and Complaints
It is the role of Council members to pass on concerns and complaints on behalf of their
constituents. It is not, however, appropriate to pressure staff to solve a problem in a particular
way. Refer citizen complaints to the appropriate senior staff member, according to the protocol
on channeling communications. The senior staff member should respond according to the Policy
ITEM 4
Attachment A- Clean Copy of
12.14.22 Council Procedures and
Protocols Handbook
Item 4: Page 43 Packet Page 83 of 175
City Council Protocols and Procedures Handbook
40
and Procedure for Responding to Customer Complaints. Senior staff is responsible for making
sure the Council Member knows how the complaint was resolved.
I. Do not Solicit Political Support from Staff
The City Charter states that “Neither the city manager or any other person in the employ of the
city shall take part in securing or shall contribute any money toward the nomination or election
of any candidate for a municipal office.” In addition, some professionals (e.g., City Manager and
the Assistant City Manager) have professional codes of ethics, which preclude politically partisan
activities or activities that give the appearance of political partisanship. Council members should
avoid any staff interactions that may be construed as trying to shape staff recommendations to
be presented to the Council as a whole.
J. Use of Public Resources
Members shall not use public resources, such as City staff time, equipment, supplies or facilities,
for private gain or personal purposes.
J. Use of City Letterhead
Official Mayor/City Council letterhead should only be used for correspondence signed by the
Mayor or City Council members when specifically directed by the Council or consistent with prior
City Council direction. This applies to the use of any stationery that could be interpreted as
official letterhead.
1.8. Use of Staff Time
A. Do Not Get Involved in Administrative Functions (exist. Protocol 2.3 E)
The key provisions on Council-staff relations found in section 2.04.170 of the Palo Alto Municipal
Code:
“Neither the council nor any of its committees or members shall direct, request or attempt to
influence, either directly or indirectly, the appointment of any person to office or employment by
the city manager or in any manner interfere with the city manager or prevent the city manager
from exercising individual judgment in the appointment of officers and employees in the
administrative service. Except for the purpose of inquiry, the council and its members shall deal
with the administrative service solely through the city manager, and neither the council nor any
member thereof shall give orders to any of the subordinates of the city manager, either publicly or
privately.”
B. Respect the “One Hour” Rule for Staff Work
Requests for staff support should be made to the appropriate senior staff member, according to
the protocol for channeling communications. Any request, which would require more than one
hour of staff time to research a problem or prepare a response, will need to be approved by the
full council to ensure that staff resources are allocated in accordance with overall council priorities.
Once notified that a request for information or staff support would require more than one hour,
the Council Member may request that the City Manager place the request on an upcoming Council
agenda. The 1-hour rule applies to all Council members equally.
ITEM 4
Attachment A- Clean Copy of
12.14.22 Council Procedures and
Protocols Handbook
Item 4: Page 44 Packet Page 84 of 175
City Council Protocols and Procedures Handbook
41
* * *
SECTION 2 - City Council Conduct with Palo Alto Boards and Commissions
The City has established several Boards and Commissions as a means of gathering more community input.
Citizens who serve on Boards and Commissions become more involved in government and serve as
advisors to the City Council. They are a valuable resource to the City’s leadership and should be treated
with appreciation and respect. Council members serve as liaisons to Boards and Commissions, according
to appointments made by the Mayor, and in this role are expected to represent the full Council in
providing guidance on Council processes or actions to the Board or Commission. Refrain from speaking for
the full Council on matters for which the full council has not yet taken a policy position. In other
instances, Council members may attend Board or Commission meetings as individuals, and should follow
these protocols:
2.1. If Attending a Board or Commission Meeting, Identify Your Comments as Personal
Views or Opinions.
Council members may attend any Board or Commission meeting, which are always open to
any member of the public. Any public comments by a Council Member at a Board or
Commission meeting, when that Council Member is not the liaison to the Board or
Commission should make a point to clearly state it is an individual opinion and not a
representation of the feelings of the entire City Council.
2.2. Refrain from Lobbying Board and Commission Members.
It is inappropriate for a Council member to contact a Board or Commission member to lobby
on behalf of an individual, business, or developer, or to advocate a particular policy
perspective. It is acceptable for Council members to contact Board or Commission members
in order to clarify a position taken by the Board or Commission.
2.3. Remember that Boards and Commissions are Advisory to the Council as a Whole, not
as Individual Council Members.
The City Council appoints individuals to serve on Boards and Commissions, and it is the
responsibility of Boards and Commissions to follow policy established by the Council. Council
members should not feel they have the power or right to unduly influence Board and
Commission members. A Board and Commission appointment should not be used as a
political reward.
2.4. Concerns about an Individual Board or Commission Member Should be Pursued with
Tact.
If a Council member has concerns with a particular Board or Commission member
fulfilling his or her roles and responsibilities and is comfortable in talking with that
individual privately, the Council member should do so. Alternatively, or if the problem is
notresolved, the Council Member should consult with the Mayor, who may address the issue
to the Council as appropriate.
ITEM 4
Attachment A- Clean Copy of
12.14.22 Council Procedures and
Protocols Handbook
Item 4: Page 45 Packet Page 85 of 175
City Council Protocols and Procedures Handbook
42
2.5. Be Respectful of Diverse Opinions.
A primary role of Boards and Commissions is to represent many points of view in the
community and to provide the Council with advice based on a full spectrum of concerns and
perspectives. Council members may have a closer working relationship with some individuals
serving on Boards and Commissions but must be fair to and respectful of all citizens serving on
Boards and Commissions.
2.6. Keep Political Support Away from Public Forums.
Board and Commission members may offer political support to a Council member, but not in a
public forum while conducting official duties. Conversely, Council members may support Board
and Commission members who are running for office, but not in an official forum in their capacity
as a Council member.
2.7. Maintain an Active Liaison Relationship.
Appointed Council liaisons or alternates are encouraged to attend all regularly scheduled
meetings of their assigned Board or Commission.
2.8 Role of Council Liaison to Board or Commission
The role of Council liaison to a Board or Commission is to share prior Council discussions and
actions on issues as applicable, and assist the Board or Commission in understanding likely
Council perspectives on issues as well as how the Board or Commission might support Council
decision-making.
* * *
SECTION 3 - STAFF CONDUCT WITH CITY COUNCIL
3.1. Respond to Council Questions as Fully and as Expeditiously as is Practical
The protocol for staff time devoted to research and response is in application here. If a Council Member
forwards a complaint or service request to a department head or a Council Appointed Officer, there will be
follow-through with the Council Member as to the outcome.
3.2. Respect the Role of Council Members as Policy Makers for the City
Staff is expected to provide its best professional recommendations on issues. Staff should not try
to determine Council support for particular positions or recommendations in order to craft
recommendations. The Council must be able to depend upon the staff to make independent
recommendations. Staff should provide information about alternatives to staff recommendations
as appropriate, as well as pros and cons for staff recommendations and alternatives
3.3. Demonstrate Professionalism and Non-Partisanship in all Interactions with the Community and in
Public Meetings
3.4. It is Important for the Staff to Demonstrate Respect for the Council at all Times. All Council members
Should be Treated Equally
ITEM 4
Attachment A- Clean Copy of
12.14.22 Council Procedures and
Protocols Handbook
Item 4: Page 46 Packet Page 86 of 175
City Council Protocols and Procedures Handbook
43
* * *
THIS SECTION UNDER REVIEW To be
reviewed in 2023
SECTION 4 - CITY COUNCIL AND BOARDS AND COMMISSIONS POLICY FOR TRAVEL AND
MISCELLANEOUS EXPENSE REIMBURSEMENT
This policy is set by the City Council and applies to Council members and to Board and Commissions
members, who will be referred to as “Officials” in the policy. In reimbursing travel and miscellaneous
expenses, 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.
4.1. Eligible Activities
The following activities (“Eligible Activities”) are recognized by the Council as advancing
municipal purposes and are eligible for expense reimbursement, subject to limitations on
activities and specific and total expenditures described elsewhere in this policy:
A. Communicating with representatives of regional, state and national government on adopted city
policy positions;
B. Attending educational seminars designed to improve officials’ skill and information levels;
C. Participating in regional, state and national organizations whose activities affect the City’s
interest;
D. In collaboration with City staff, implementing a city-approved strategy for attracting or retaining
businesses to the City.
All other expenditures require prior approval by the City Council at a regular or special meeting.
4.2. Out-of-Town Conferences or Meetings
A. Reimbursement
All payments for travel and meetings shall be on the basis of either reimbursement of expenses
advanced by the Council Member/Official or payments made directly to travel agencies/websites,
hotels, airlines or the organization sponsoring the meeting. All requests for payments or
reimbursements must be accompanied by invoices or paid detailed receipts and a copy of
descriptive literature about the conference or meeting. The City Clerk, Mayor or Chair for Officials
must approve, in advance, individual travel requests for out-of-town meetings and conferences,
e.g., Annual League of California Cities Conference, National League of Cities Conference, etc.,
including Eligible Activates.
Allowable expenses for local or Bay Area Eligible Activates do not require prior approval by the
Mayor or Chair.
ITEM 4
Attachment A- Clean Copy of
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Protocols Handbook
Item 4: Page 47 Packet Page 87 of 175
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The total reimbursement shall not exceed the budget adopted by the Council for this purpose.
All reimbursements shall comply with the limits of Policy and Procedures 1-02 (Citywide Travel
Policy).
Expense reports should be submitted within 30 days of end of trip. Inability to provide such
documentation in a timely fashion may result in expense being borne by the Council Member or
Official.
• Meals
The City will provide a per diem (“per day”) allowance for meals and incidentals to Council
members or Officials who are approved to travel overnight for official City business. Council
members or Officials will receive a flat rate for meals and will not be required to submit receipts.
The per diem rate varies and is dependent on the destination of travel. The rates for the various
travel destinations are available on the U.S. General Services Administration website
(http://www.gsa.gov/portal/content/104877). When meals are provided at an event, the value of
that meal will be deducted from the daily per diem rate. Travelers will receive 75% of the daily per
diem amount on days requiring transportation to and from the location (i.e., departure day and
return day) regardless of departure and arrival times. Meals provided on days of travel shall be
deducted at full-value.
C. Lodging Expense
Council members or Officials shall select single occupancy, standard, non-deluxe
accommodations and should stay at hotels offering economical lodging rates. When possible,
travelers attending a conference or seminar should stay at conference hotels, which offer a
negotiated rate.
The City will not reimburse any cost related to the extension of a hotel stay beyond the time
necessary to complete the event. An out-of-state trip involving cross-county travel may
require hotel accommodations both before and after the conference or training.
Within California and adjoining states, an extra night’s hotel stay should not be necessary if
flight arrangements can be made the same day.
The use of hotels is restricted to cities located beyond 50 miles (one-way) from the City of
Palo alto or the traveler’s residence (whichever is shortest). For example, if the destination is
Sacramento and you live in Palo Alto (118 miles) or Oakland (81 miles), you would qualify for
a hotel (and per diem for meals). However, if you live in Vacaville (35 miles) or Lodi (36 miles)
you would not qualify for a hotel.
Expenses incurred for guests of the traveler and the like are not reimbursable.
ITEM 4
Attachment A- Clean Copy of
12.14.22 Council Procedures and
Protocols Handbook
Item 4: Page 48 Packet Page 88 of 175
City Council Protocols and Procedures Handbook
45
Incidental expenses related to City business shall be reimbursed at cost as supported by
submitted receipts. Incidental expenses may include hotel parking charges, Internet
connection services, and telephone charges.
The actual costs for parking will be reimbursed when approval to use a personal vehicle or
rental car is obtained in advance. Council members or Officials should use the lowest cost
alternative for parking within a reasonable area from the destination. Internet connection
services purchased to conduct City business are reimbursable. Other charges on the hotel
bill, such as pay-TV movies, cleaning, laundry, room service charges or charges for additional
guests are not reimbursable.
D. Transportation
1) Air Transportation
Council members or Officials shall fly economy class on the lowest flight available for the
most direct route to the final destination, which could reasonably include scheduled
layovers. Council Members or Officials are encouraged to make air reservations as early
as feasible to obtain the greatest discount and to consider the use of alternate but
nearby airports to take advantage of the lowest fares. Extension of the trip to cover a
weekend stay to obtain a lower airfare does not entitle the Council Member or Official
to be reimbursed for the extra day’s hotel.
Council members or Officials may use City travel to qualify for frequent flyer credits, but
the selection of an airline for a given trip shall not be made for the purpose of
accumulating such credits. Council members or Officials that choose to use their
personal frequent flyer miles for City business shall not be reimbursed for the value of
the tickets. If the airline charges for all checked baggage, the City will cover the cost for
one checked bag only. Excess baggage charges are not reimbursable.
2. Rental Cars
Rental cars shall be approved if other ground transportation, such as shuttles or taxis, is
more expensive during the stay at the destination. Only economy or compact car
models may be rented unless an upgrade is provided by the rental agency at no
additional cost. Because the City is self-insured, Council members or Officials should
decline any additional insurance offered by the rental company. Council members or
Officials must also decline the Fuel Purchase Options (which allows for prepayment of a
gas tank refill) and shall refuel prior to returning the rental car. Rental car options such
as GPS devices and any other extra optional charges are not reimbursable.
The use of a rental car, in lieu of a private auto, to travel to and from an out-of-town
event will be reimbursed either at the current IRS mileage rate or the car rental cost
apportioned for the number of days used for City business, whichever is less.
3. Private Automobiles
Private automobiles may be used for personal or group transportation on extended trips.
ITEM 4
Attachment A- Clean Copy of
12.14.22 Council Procedures and
Protocols Handbook
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Reimbursement shall be made at the current IRS mileage rate. The distance to be
reimbursed shall be measured from the place of work and from the employee’s home,
and the calculated mileage reimbursement shall be based upon which of the two
distances is shorter. Mileage reimbursement for private automobiles shall not exceed the
cost of roundtrip air transportation (economy class) for a reservation made at least
seven days in advance of the trip.
4.3. Local or Bay Area Activities
Council members or Officials who have been requested or designated to represent the City may
receive the actual cost of:
A. Meals, if they are a scheduled feature of the activity, e.g., SCCCA dinner meetings.
B. Registration fees where applicable.
C. Mileage if activity is outside the City (mileage claims should be submitted monthly, with
details: date and type of meeting, number of miles traveled to be indicated), consistent
with City Policy and Procedures 1-02.
D. Council members and Officials 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.
4.4. Other Expenses
Ethics Training Expenses – AB1234 requires ethics training every two years and such fee and
related expenses are eligible for reimbursement.
4.4. Activities Not Considered Reimbursable
A. Voluntary attendance at any conference or meeting, not representing the City.
Meetings of social or service organizations.
B. Meetings of voter groups or with individual citizens concerned with agenda items.
• Election campaign activities.
• Alcohol and entertainment expenses.
• Personal portion of the trip and other non-mileage automobile expenses.
4.6. Reports to Council
Council members and officials shall provide brief verbal reports on meetings attended at the City’s
expense at the next regular Council/Board/Commission meeting. If multiple Officials attended, a
joint report may be made. All related documents are subject to the Public Records Act and can
be periodically reviewed by auditors.
4.7. Violation of This Policy
Use of public resources or falsifying expense reports is in violation of this policy and may result in
ITEM 4
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any or all of the following:
- Loss of reimbursement privileges
- A demand for restitution to the City
- The City reporting the expenses as income to the elected or appointed Official to state and
federal tax authorities
- Civil penalties of up to $1000 per day and three times the value of the resources used
- Prosecution for misuse of public resources
4.8. Mayor and Vice Mayor Additional Compensation
The Mayor shall receive $150 monthly and the Vice Mayor $100 monthly to defray additional
expenses of these offices.
4.9. 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 unforeseen
expenses. The department liaison for each board and commission will be responsible for
arrangements for Officials.
4.10. Miscellaneous Expenditures
New Language: Miscellaneous Expenditures
Existing Language
None
Proposed New Language (updated after Dec. 13 P&S Discussion)
X.1 Expenditure of City Council Contingency Funds
Expenditures from the City Council Contingency budget must be directed by Council motion, either via
a colleagues memo or as part of an agendized item.
X.2 City Purchase of Tickets or Sponsorship of Non-Profit Organization Events
the City Manager may purchase tickets or sponsor events by non-profit organizations, subject to
budget availability, under any of the following circumstances:
1. where the event serves a City educational purpose,
2. recognition for work done by staff (not including elected or appointed officials), or
3. expending budget allocations specifically intended for event attendance.
x.3 Expenditure for Annual Holiday Event
Expenditures from the Council special event budget may be directed to be expended for an annual
holiday celebration, subject to budget availability for attendance by Council members, executive
leadership staff and community leaders. Event details will be coordinated by the Mayor and facilitated
by staff.
* * *
ITEM 4
Attachment A- Clean Copy of
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SECTION 5 - Confidentiality, Conflicts of Interest, Gifts And Favors
Members shall respect the confidentiality of information concerning the property, personnel or affairs of
the City. They shall neither disclose confidential information without proper legal authorization, nor use
such information to advance their personal, financial or other private interests. There are many State laws
regarding confidentiality, conflicts of Interest, and gifts and favors. Council members should stay apprised
of and comply with State law on these topics.
ITEM 4
Attachment A- Clean Copy of
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Item 4: Page 52 Packet Page 92 of 175
DRAFT – Dec. 14, 2022
1
DRAFT FOR REVIEW As of Dec. 14, 2022
(Redlined)
CITY COUNCIL
PROCEDURES AND PROTOCOLS
HANDBOOK
Procedures and Protocols Approved 02/01/2020 with New Table
of Contents Structure for Review
If you have any questions about this handbook, please feel free to contact the City Clerk
by phone at (650) 329-2571 and e-mail at city.clerk@cityofpaloalto.org or the City
Attorney by phone at (650) 329-2171 and e-mail at city.attorney@cityofpaloalto.org.
ITEM 4
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Item 4: Page 53 Packet Page 93 of 175
Protocols
Portion only
for March 2023
Discussion
City Council Protocols and Procedures Handbook
40
PART II: CITY COUNCIL PROTOCOLS
The citizens, businesses and organizations of the city are entitled to have fair, ethical and
accountable local government, which has earned the public’s full confidence for integrity. To this
end, the City Council has adopted Council Protocols and this Code of Ethics for members of the
City Council to assure public confidence in the integrity of local government and its effective and
fair operation.
Section 1 – City Council Conduct (exist. Protocol Section 2)
1.1. Positive Work Place Environment
Members shall support the maintenance of a positive and constructive work place environment
for City employees and for citizens and businesses dealing with the City. Members shall recognize
their special role in dealings with City employees to in no way create the perception of
inappropriate direction to staff.
1.2. Comply with Law
Members shall comply with the laws of the nation, the State of California and the City in the
performance of their public duties. These laws include but are not limited to: the United States
and California constitutions, the city Charter, laws pertaining to conflicts of interest, election
campaigns, financial disclosures, employer responsibilities and open processes of governments
and City ordinances and policies.
A. Respect for Process
Members shall perform their duties in accordance with the processes and rules of order
established by the City Council governing the deliberation of public policy issues, meaningful
involvement of the public and implementation of policy decisions of the City Council by City staff.
1.3. City Council Core Responsibilities (exist. Protocol Sec. 1)
All members of the City Council, including those serving as Mayor and Vice Mayor, have equal
votes. No Council Member has more power than any other Council Member, and all should be
treated with equal respect.
All Council Members:
A. Demonstrate honesty and integrity in every action and statement
B. Comply with both the letter and spirit of the laws and policies affecting the operation
operations of government.
C. Serve as a model of leadership and civility to the community
D. Inspire public confidence in Palo Alto government
E. Work for the common good, not personal interest
F. Prepare in advance of Council meetings and be familiar with issues on the agenda
G. Fully participate in City Council meetings and other public forums while demonstrating
respect, kindness, consideration, and courtesy to others
H. Do not politicize procedural matters such as minutes approval or agenda order for strategic
purposes
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HI. Participate in scheduled activities to increase Council effectiveness
IJ. Review Council procedures, such as these Council Protocols, at least annually
JK. Represent the City at ceremonial functions at the request of the Mayor
KL. Be responsible for the highest standards of respect, civility and honesty in ensuring the
effective maintenance of intergovernmental relations
LM. Respect the proper roles of elected officials and City staff in ensuring open and effective
government
MN. Provide contact information to the City Clerk in case an emergency or urgent situation
arises while the Council Member is out of town
1.4. General Member Conduct
Councils are composed of individuals with a wide variety of backgrounds, personalities, values,
opinions, and goals. Despite this diversity, all have chosen to serve in public office in order to improve
the quality of life in the community. In all cases, this common goal should be acknowledged even as
Council may "agree to disagree" on contentious issues.
A. Conduct of Members
The professional and personal conduct of members must be above reproach and avoid even the
appearance of impropriety. Members shall refrain from abusive conduct, personal charges or
verbal attacks upon the character or motives of other members of the Council, boards and
commissions, the staff or the public. Rude and unprofessional behavior are also unacceptable.
B. In Public Meetings (exist. Protocol 2.1)
1) Use Formal Titles
The Council should refer to one another formally during Council meetings as Mayor, Vice
Mayor or Council Member followed by the individual’s last name.
2) Practice Civility and Decorum in Discussions and Debate.
Difficult questions, tough challenges to a particular point of view, and criticism of ideas and
information are legitimate elements of a free democracy in action. Be respectful of diverse
opinions.
3) Honor the Role of the Presiding Officer in Maintaining Order and Equity.
Respect the Chair's efforts to focus discussion on current agenda items. Objections to the
Chair's actions should be voiced politely and with reason, following the parliamentary
procedures outlined in the City Council Procedural Rules.
4) Demonstrate Effective Problem-Solving Approaches.
Council mMembers have a public stage to show how individuals with disparate points of view
can find common ground and seek a compromise that benefits the community as a whole.
Council mMembers are role models for residents, business people and other stakeholders
involved in public debate.
5) Be Respectful of Other People's Time.
Stay focused and act efficiently during public meetings.
ITEM 4
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C. In Private Encounters
Treat Others as You Would Like to be Treated.
Ask yourself how you would like to be treated in similar circumstances, and then treat the
other person that way.
1.5. Decisions Based on Merit
Members shall base their decisions on the merits and substance of the matter at hand, rather
than on unrelated considerations.
1.6. Advocacy
A. Representation of Private Interests
In keeping with their role as stewards of the public interest, members of Council shall not appear
on behalf of the private interests of third parties before the Council or any other board,
commission or proceeding of the City, nor shall members of boards and commissions appear
before their own bodies or before the Council on behalf of the private interests of third parties on
matters related to the areas of service of their bodies.
B. Advocacy
Members shall represent the official policies or positions of the City Council, board or commission
to the best of their ability when designated as delegates for this purpose. When presenting their
individual opinions and positions, members shall explicitly state they do not represent their body
or the City, nor will they allow the inference that they do.
C. Council Voting Delegate Authority at Conferences / Annual Meetings
The Council may authorize a Council member to act as the voting delegate at conferences or
meetings of other bodies, including, but not limited to, the League of California Cities annual
conference, National League of Cities conference, and the Association of Bay Area Governments
(ABAG) annual meeting. Prior to the conference / meeting, the Council may provide the voting
delegate with specific direction on proposed resolutions and other matters. When provided
specific direction, the voting delegate’s authority is limited to matters on which the Council has
directed the delegate to vote.
1.7. Council Conduct with City Staff
Governance of a City relies on the cooperative efforts of elected officials, who set policy, and City
sStaff, which analyze problems and issues, make recommendations, and implement and administer
the Council’s policies. Therefore, every effort should be made to be cooperative and show mutual
respect for the contributions made by each individual for the good of the community.
A. Treat All Staff as Professionals
Clear, honest communication that respects the abilities, experience, and dignity of each individual is
expected. As with your Council colleagues, practice civility and decorum in all interactions with City
sstaff.
B. Channel Communications through the Appropriate Senior City Staff
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Questions of City staff should be directed only to the City Manager, Assistant City Manager, City
Attorney, City Clerk, Assistant City Clerk, City Auditor, Senior Assistant City Attorneys, or Department
Heads. The Office of the City Manager should be copied on any request to Department Heads. Council
mMembers should not set up meetings with department staff directly, but work through Department
Heads, who will attend any meetings with Council mMembers. When in doubt about what staff
contact is appropriate, Council mMembers should ask the City Manager for direction. However,
nothing in these protocols is intended to hinder the access Council-appointed liaisons (e.g. to the San
Francisquito JPA or NCPA) may require in order to fulfill their unique responsibilities.
D. In order to Facilitate Open Government, All Council Members Should Make Decisions with the
Same information from Staff on Agendized or Soon- to be- Agendized Items (Items on the Tentative
Agenda or in a Council Committee)
E. Never Publicly Criticize an Individual Employee, Including Council Appointed Officers. Criticism is
dDifferentiated from qQuestioning Facts or the oOpinion of sStaff.
All critical comments about staff performance should only be made to the City Manager through
private correspondence or conversation. Comments about staff in the office of the City Attorney,
City Auditor or City Clerk should be made directly to these CAOs through private correspondence
or conversation.
F. Be Cautious in Representing City Positions on Issues
Before sending correspondence related to a legislative position, check with City staff to see if a
position has already been determined. When corresponding with representatives of other
governments or constituents remember to indicate if appropriate that the views you state are
your own and may not represent those of the full Council.
[updated after Dec. 13 P&S meeting]
As a Council member, it is important to remember to indicate when the views you state are your
own versus views which represent those of the full Council. This is relevant whether sending
correspondence related to a legislative position or corresponding with constituents or
representatives of other governmental agencies or organizations.
In the case where the Council has appointed a Council member to serve on a regional governing
body to represent the interests of the entire region, the Council member serving on that regional
body should clearly state if they are representing the City or the regional board or commission in
their positions.
G. Do Not Attend Staff Meetings Unless Requested by Staff
Even if the Council Mmember does not say anything, the Council Mmember’s presence may
imply support, show partiality, intimidate staff, or hampers staff’s ability to do its job
objectively.
H. Depend upon the Staff to Respond to Citizen Concerns and Complaints
It is the role of Council mMembers to pass on concerns and complaints on behalf of their
constituents. It is not, however, appropriate to pressure staff to solve a problem in a particular
way. Refer citizen complaints to the appropriate senior staff member, according to the protocol
ITEM 4
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on channeling communications. The senior staff member should respond according to the Policy
and Procedure for Responding to Customer Complaints. Senior staff is responsible for making
sure the Council Member knows how the complaint was resolved.
I. Do not Solicit Political Support from Staff
The City Charter states that “Neither the city manager or any other person in the employ of the
city shall take part in securing or shall contribute any money toward the nomination or election
of any candidate for a municipal office.” In addition, some professionals (e.g., City Manager and
the Assistant City Manager) have professional codes of ethics, which preclude politically partisan
activities or activities that give the appearance of political partisanship. Council members should
Aavoid any staff interactions that may be construed as trying to shape staff recommendations to
be presented to the Council as a whole. Council Members shall refrain from coercing staff in
making recommendations to the Council as a whole.
J. Use of Public Resources
Members shall not use public resources, such as City staff time, equipment, supplies or facilities,
for private gain or personal purposes.
J. Use of City Letterhead
Official Mayor/City Council letterhead should only be used for correspondence signed by the
Mayor or City Council members when specifically directed by the Council or consistent with prior
City Council direction. This applies to the use of any stationery that could be interpreted as
official letterhead.
1.8. Use of Staff Time
A. Do Not Get Involved in Administrative Functions (exist. Protocol 2.3 E)
The key provisions on Council-staff relations found in section 2.04.170 of the Palo Alto Municipal
Code:
“Neither the council nor any of its committees or members shall direct, request or attempt to
influence, either directly or indirectly, the appointment of any person to office or employment by
the city manager or in any manner interfere with the city manager or prevent the city manager
from exercising individual judgment in the appointment of officers and employees in the
administrative service. Except for the purpose of inquiry, the council and its members shall deal
with the administrative service solely through the city manager, and neither the council nor any
member thereof shall give orders to any of the subordinates of the city manager, either publicly or
privately.”
B. Respect the “One Hour” Rule for Staff Work
Requests for staff support should be made to the appropriate senior staff member, according to
the protocol for channeling communications. Any request, which would require more than one
hour of staff time to research a problem or prepare a response, will need to be approved by the
full council to ensure that staff resources are allocated in accordance with overall council priorities.
Once notified that a request for information or staff support would require more than one hour,
ITEM 4
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the Council Member may request that the City Manager place the request on an upcoming Council
agenda. The 1-hour rule applies to all Council members equally.
* * *
SECTION 2 - City Council Conduct with Palo Alto Boards and Commissions
The City has established several Boards and Commissions as a means of gathering more community input.
Citizens who serve on Boards and Commissions become more involved in government and serve as
advisors to the City Council. They are a valuable resource to the City’s leadership and should be treated
with appreciation and respect. Council mMembers serve as liaisons to Boards and Commissions,
according to appointments made by the Mayor, and in this role are expected to represent the full Council
in providing guidance on Council processes or actions to the Board or Commission. Refrain from speaking
for the full Council on matters for which the full council has not yet taken a policy position. In other
instances, Council mMembers may attend Board or Commission meetings as individuals, and should
follow these protocols:
2.1. If Attending a Board or Commission Meeting, Identify Your Comments as Personal
Views or Opinions.
Council mMembers may attend any Board or Commission meeting, which are always open
to any member of the public. Any public comments by a Council Member at a Board or
Commission meeting, when that Council Member is not the liaison to the Board or
Commission should make a point to clearly state it is an individual opinion and not a
representation of the feelings of the entire City Council.
2.2. Refrain from Lobbying Board and Commission Members.
It is inappropriate for a Council Mmember to contact a Board or Commission member to
lobby on behalf of an individual, business, or developer, or to advocate a particular policy
perspective. It is acceptable for Council mMembers to contact Board or Commission
members in order to clarify a position taken by the Board or Commission.
2.3. Remember that Boards and Commissions are Advisory to the Council as a Whole, not
as Individual Council Members.
The City Council appoints individuals to serve on Boards and Commissions, and it is the
responsibility of Boards and Commissions to follow policy established by the Council. Council
mMembers should not feel they have the power or right to unduly influence Board and
Commission members. A Board and Commission appointment should not be used as a
political reward.
2.4. Concerns about an Individual Board or Commission Member Should be Pursued with
Tact.
If a Council Mmember has concerns with a particular Board or Commission member
fulfilling his or her roles and responsibilities and is comfortable in talking with that
individual privately, the Council Mmember should do so. Alternatively, or if the problem is
ITEM 4
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notresolved, the Council Member should consult with the Mayor, who may address the issue
to the Council as appropriate.
2.5. Be Respectful of Diverse Opinions.
A primary role of Boards and Commissions is to represent many points of view in the
community and to provide the Council with advice based on a full spectrum of concerns and
perspectives. Council mMembers may have a closer working relationship with some individuals
serving on Boards and Commissions but must be fair to and respectful of all citizens serving on
Boards and Commissions.
2.6. Keep Political Support Away from Public Forums.
Board and Commission members may offer political support to a Council Mmember, but not in a
public forum while conducting official duties. Conversely, Council mMembers may support Board
and Commission members who are running for office, but not in an official forum in their capacity
as a Council Mmember.
2.7. Maintain an Active Liaison Relationship.
Appointed Council liaisons or alternates are encouraged to attend all regularly scheduled
meetings of their assigned Board or Commission.
2.8 Role of Council Liaison to Board or Commission [updated after Dec. 13 P&S Discussion]
The role of Council liaison to a Board or Commission is to share prior Council discussions and
actions on issues as applicable, and assist the Board or Commission in understanding likely
Council perspectives on issues as well as how the Board or Commission might support Council
decision-making.
* * *
SECTION 3 - STAFF CONDUCT WITH CITY COUNCIL (exist. Protocol 2.5 A-D)
3.1. Respond to Council Questions as Fully and as Expeditiously as is Practical
The protocol for staff time devoted to research and response is in application here. If a Council Member
forwards a complaint or service request to a department head or a Council Appointed Officer, there will be
follow-through with the Council Member as to the outcome.
3.2. Respect the Role of Council Members as Policy Makers for the City
Staff is expected to provide its best professional recommendations on issues. Staff should not try
to determine Council support for particular positions or recommendations in order to craft
recommendations. The Council must be able to depend upon the staff to make independent
recommendations. Staff should provide information about alternatives to staff recommendations
as appropriate, as well as pros and cons for staff recommendations and alternatives
3.3. Demonstrate Professionalism and Non-Partisanship in all Interactions with the Community and in
Public Meetings
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3.4. It is Important for the Staff to Demonstrate Respect for the Council at all Times. All Council
mMembers Should be Treated Equally
* * *
THIS SECTION UNDER REVIEW To be
reviewed in 2023
SECTION 4 - CITY COUNCIL AND BOARDS AND COMMISSIONS POLICY FOR TRAVEL AND
MISCELLANEOUS EXPENSE REIMBURSEMENT
This policy is set by the City Council and applies to Council Mmembers and to Board and Commissions
members, who will be referred to as “Officials” in the policy. In reimbursing travel and miscellaneous
expenses, 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.
4.1. Eligible Activities
The following activities (“Eligible Activities”) are recognized by the Council as advancing
municipal purposes and are eligible for expense reimbursement, subject to limitations on
activities and specific and total expenditures described elsewhere in this policy:
A. Communicating with representatives of regional, state and national government on adopted city
policy positions;
B. Attending educational seminars designed to improve officials’ skill and information levels;
C. Participating in regional, state and national organizations whose activities affect the City’s
interest;
D. In collaboration with City staff, implementing a city-approved strategy for attracting or retaining
businesses to the City.
All other expenditures require prior approval by the City Council at a regular or special meeting.
4.2. Out-of-Town Conferences or Meetings
A. Reimbursement
All payments for travel and meetings shall be on the basis of either reimbursement of expenses
advanced by the Council Member/Official or payments made directly to travel agencies/websites,
hotels, airlines or the organization sponsoring the meeting. All requests for payments or
reimbursements must be accompanied by invoices or paid detailed receipts and a copy of
descriptive literature about the conference or meeting. The City Clerk, Mayor or Chair for Officials
must approve, in advance, individual travel requests for out-of-town meetings and conferences,
e.g., Annual League of California Cities Conference, National League of Cities Conference, etc.,
including Eligible Activates.
ITEM 4
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Allowable expenses for local or Bay Area Eligible Activates do not require prior approval by the
Mayor or Chair.
The total reimbursement shall not exceed the budget adopted by the Council for this purpose.
All reimbursements shall comply with the limits of Policy and Procedures 1-02 (Citywide Travel
Policy).
Expense reports should be submitted within 30 days of end of trip. Inability to provide such
documentation in a timely fashion may result in expense being borne by the Council Member or
Official.
• Meals
The City will provide a per diem (“per day”) allowance for meals and incidentals to Council
Mmembers or Officials who are approved to travel overnight for official City business. Council
Mmembers or Officials will receive a flat rate for meals and will not be required to submit receipts.
The per diem rate varies and is dependent on the destination of travel. The rates for the various
travel destinations are available on the U.S. General Services Administration website
(http://www.gsa.gov/portal/content/104877). When meals are provided at an event, the value of
that meal will be deducted from the daily per diem rate. Travelers will receive 75% of the daily per
diem amount on days requiring transportation to and from the location (i.e., departure day and
return day) regardless of departure and arrival times. Meals provided on days of travel shall be
deducted at full-value.
C. Lodging Expense
Council Mmembers or Officials shall select single occupancy, standard, non-deluxe
accommodations and should stay at hotels offering economical lodging rates. When possible,
travelers attending a conference or seminar should stay at conference hotels, which offer a
negotiated rate.
The City will not reimburse any cost related to the extension of a hotel stay beyond the time
necessary to complete the event. An out-of-state trip involving cross-county travel may
require hotel accommodations both before and after the conference or training.
Within California and adjoining states, an extra night’s hotel stay should not be necessary if
flight arrangements can be made the same day.
The use of hotels is restricted to cities located beyond 50 miles (one-way) from the City of
Palo alto or the traveler’s residence (whichever is shortest). For example, if the destination is
Sacramento and you live in Palo Alto (118 miles) or Oakland (81 miles), you would qualify for
a hotel (and per diem for meals). However, if you live in Vacaville (35 miles) or Lodi (36 miles)
you would not qualify for a hotel.
ITEM 4
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Expenses incurred for guests of the traveler and the like are not reimbursable.
Incidental expenses related to City business shall be reimbursed at cost as
supported by submitted receipts. Incidental expenses may include hotel parking charges,
Internet connection services, and telephone charges.
The actual costs for parking will be reimbursed when approval to use a personal vehicle or
rental car is obtained in advance. Council Mmembers or Officials should use the lowest cost
alternative for parking within a reasonable area from the destination. Internet connection
services purchased to conduct City business are reimbursable. Other charges on the hotel
bill, such as pay-TV movies, cleaning, laundry, room service charges or charges for additional
guests are not reimbursable.
D. Transportation
1) Air Transportation
Council Mmembers or Officials shall fly economy class on the lowest flight available for
the most direct route to the final destination, which could reasonably include scheduled
layovers. Council Members or Officials are encouraged to make air reservations as early
as feasible to obtain the greatest discount and to consider the use of alternate but
nearby airports to take advantage of the lowest fares. Extension of the trip to cover a
weekend stay to obtain a lower airfare does not entitle the Council Member or Official
to be reimbursed for the extra day’s hotel.
Council mMembers or Officials may use City travel to qualify for frequent flyer credits, but
the selection of an airline for a given trip shall not be made for the purpose of
accumulating such credits. Council mMembers or Officials that choose to use their
personal frequent flyer miles for City business shall not be reimbursed for the value of
the tickets. If the airline charges for all checked baggage, the City will cover the cost for
one checked bag only. Excess baggage charges are not reimbursable.
2. Rental Cars
Rental cars shall be approved if other ground transportation, such as shuttles or taxis, is
more expensive during the stay at the destination. Only economy or compact car
models may be rented unless an upgrade is provided by the rental agency at no
additional cost. Because the City is self-insured, Council mMembers or Officials should
decline any additional insurance offered by the rental company. Council mMembers or
Officials must also decline the Fuel Purchase Options (which allows for prepayment of a
gas tank refill) and shall refuel prior to returning the rental car. Rental car options such
as GPS devices and any other extra optional charges are not reimbursable.
The use of a rental car, in lieu of a private auto, to travel to and from an out-of-town
ITEM 4
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event will be reimbursed either at the current IRS mileage rate or the car rental cost
apportioned for the number of days used for City business, whichever is less.
3. Private Automobiles
Private automobiles may be used for personal or group transportation on extended trips.
Reimbursement shall be made at the current IRS mileage rate. The distance to be
reimbursed shall be measured from the place of work and from the employee’s home,
and the calculated mileage reimbursement shall be based upon which of the two
distances is shorter. Mileage reimbursement for private automobiles shall not exceed the
cost of round trip air transportation (economy class) for a reservation made at least
seven days in advance of the trip.
4.32. Local or Bay Area Activities
Council mMembers or Officials who have been requested or designated to represent the City
may receive the actual cost of:
A. Meals, if they are a scheduled feature of the activity, e.g., SCCCA dinner meetings.
B. Registration fees where applicable.
C. Mileage if activity is outside the City (mileage claims should be submitted monthly, with
details: date and type of meeting, number of miles traveled to be indicated), consistent
with City Policy and Procedures 1-02.
D. Council mMembers and Officials 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.
4.43. Other Expenses
Ethics Training Expenses – AB1234 requires ethics training every two years and such fee and
related expenses are eligible for reimbursement.
4.44. Activities Not Considered Reimbursable
A. Voluntary attendance at any conference or meeting, not representing the City.
Meetings of social or service organizations.
B. Meetings of voter groups or with individual citizens concerned with agenda items.
• Election campaign activities.
• Alcohol and entertainment expenses.
• Personal portion of the trip and other non-mileage automobile expenses.
4.56. Reports to Council
Council mMembers and oOfficials shall provide brief verbal reports on meetings attended at the
City’s expense at the next regular Council/Board/Commission meeting. If multiple Officials
ITEM 4
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attended, a joint report may be made. All related documents are subject to the Public Records
Act and can be periodically reviewed by auditors.
4.76. Violation of This Policy
Use of public resources or falsifying expense reports is in violation of this policy and may result in
any or all of the following:
- Loss of reimbursement privileges
- A demand for restitution to the City
- The City reporting the expenses as income to the elected or appointed Official to state and
federal tax authorities
- Civil penalties of up to $1000 per day and three times the value of the resources used
- Prosecution for misuse of public resources
4.87. Mayor and Vice Mayor Additional Compensation
The Mayor shall receive $150 monthly and the Vice Mayor $100 monthly to defray additional
expenses of these offices.
4.98. Support Services
The City Clerk’s Office makes travel arrangements for Council Mmembers. This service includes
conference registration, hotel reservations, per diem advances and reimbursement of unforeseen
expenses. The department liaison for each board and commission will be responsible for
arrangements for Officials.
4.10.9. Miscellaneous Expenditures
New Language: Miscellaneous Expenditures
Existing Language
None
Proposed New Language (updated after Dec. 13 P&S Discussion)
X.1 Expenditure of City Council Contingency Funds
Expenditures from the City Council Contingency budget must be directed by Council motion, either via
a colleagues memo or as part of an agendized item.
X.2 City Purchase of Tickets or Sponsorship of Non-Profit Organization Events
the City Manager may purchase tickets or sponsor events by non-profit organizations, subject to
budget availability, under any of the following circumstances:
1. where the event serves a City educational purpose,
2. recognition for work done by staff (not including elected or appointed officials), or
3. expending budget allocations specifically intended for event attendance.
x.3 Expenditure for Annual Holiday Event
Expenditures from the Council special event budget may be directed to be expended for an annual
holiday celebration, subject to budget availability for attendance by Council members, executive
leadership staff and community leaders. Event details will be coordinated by the Mayor and
facilitated by staff.
ITEM 4
Attachment B- Redlined Copy of
12.14.22 Council Procedures and
Protocols Handbook
Item 4: Page 103 Packet Page 143 of 175
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* * *
SECTION 5 - Confidentiality, Conflicts of Interest, Gifts And Favors [UPDATED to just reference existing
State law]
Members shall respect the confidentiality of information concerning the property, personnel or affairs of
the City. They shall neither disclose confidential information without proper legal authorization, nor use
such information to advance their personal, financial or other private interests. There are many State laws
regarding confidentiality, conflicts of Interest, and gifts and favors. Council members should stay apprised
of and comply with State law on these topics.
5.1. Conflict of Interest
In order to assure their independence and impartiality on behalf of the common good, members
shall not use their official positions to influence decisions in which they have a material financial
interest or where they have an organizational responsibility or personal relationship, which may
give the appearance of a conflict of interest.
5.2. Gifts and Favors
It is contrary to the city of Palo Alto’s ethical standards for any council member to accept gifts or
gratuities from an individual, business, or organization doing business, or seeking to do business,
with the City or who is seeking permits or other entitlements from the City.
The acceptance of gifts can convey an appearance of favoritism and conflict of interest. Gifts can
be perceived as attempts to influence City operations or as compensation for services rendered
and can erode the public confidence in the impartiality of decisions made by Council
mMembers.
Council mMembers exercise good faith in carrying out this Protocol. It is impossible to list every
situation and fact pattern, so it anticipates that Council Mmembers will exercise their good
judgment in determining whether the item is a gift or not.
This policy is supplemental to the gift limitations of the Fair Political Practices Commission’s
Limitations and Restrictions on Gifts, Honoraria, Travel and Loans.
The following are not considered gifts under this Protocol:
A. Gifts which the Council member returns (unused) to the donor, or for which the Council
Member reimburses the donor, within 30 days of receipt.
B. Gifts from a Council Member’s spouse, child, parent, grandparent, grandchild, brother, sister,
parent-in-law, brother-in-law, sister-in-law, aunt, uncle, niece, nephew, or first cousin or the
spouse of any such person, unless he or she is acting as an agent or intermediary for another
person who is the true source of the gift.
C. Minor gifts of hospitality involving food or drink, that the Council Member receives in an
individual’s home or at another location of business.
ITEM 4
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D. Gifts approximately equal in value exchanged between the Council Member and another
individual on holidays, birthdays, or similar occasions.
E. Informational material provided to assist the Council member in the performance of their
official duties, including books, reports, pamphlets, calendars, periodicals, videotapes, or free or
discounted admission to informational conferences or seminars.
F. A bequest or inheritance.
G. Campaign contributions.
H. Personalized plaques and trophies with an individual value of less than $250.
I. Tickets to attend fundraisers for campaign committees or other candidates, and tickets to
fundraisers for organizations exempt from taxation under Section 501(c)(3) of the Internal
Revenue Code.
J. Free admission, refreshments, and similar non-cash nominal benefits provided to the
Council Member at an event at which the Council Member gives a speech, participates
in a panel or seminar, or provides a similar service. Transportation within California, and
any necessary lodging and subsistence provided directly in connection with the speech,
panel, seminar, or similar service, are also not considered gifts.
K. Passes or Tickets which provide admission or access to facilities, goods, services, or other
benefits (either on onetime or repeat basis) that the Council Member does not use and does not
give to another person.
L. Wedding gifts
M. A prize or award received in a bona fide competition not related to official status. (These
exceptions are paraphrased from FPPC publications.)
N. Gifts from Sister Cities or other entities, other municipalities, if forwarded to the City.
5.3. Confidential Information
Members shall respect the confidentiality of information concerning the property, personnel or
affairs of the City. They shall neither disclose confidential information without proper legal
authorization, nor use such information to advance their personal, financial or other private
interests.
ITEM 4
Attachment B- Redlined Copy of
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Protocols Handbook
Item 4: Page 105 Packet Page 145 of 175
POLICY AND PROCEDURES 1-02/ASD
Travel Arrangements and Expense Reimbursement
Revised: January 28, 2016
Page 1 of 8
PURPOSE
The purpose of this policy is to provide procedures for the authorization of travel
and payment of travel expenses for City employees attending conferences,
training, and meetings. The policy will ensure that all travel related expenses are
reasonable and necessary for the conduct of City business.
For the purposes of this policy, City employees shall mean all full-time or part-
time exempt and non-exempt employees. Temporary or contract employees must
receive express authorization in advance from the Assistant City Manager or
designee for all travel related expenses.
Any exceptions to this policy must be approved by the Department Head and the
Assistant City Manager or designee.
PROCEDURE
A. Extended Travel
1) Authorization for Travel
Prior to the commitment or expenditure of any City funds for extended
travel (requiring an overnight stay or airfare), the employee shall obtain
approval for the event from a Department Head or Council Appointed
Officer (CAO). This authority cannot be delegated. The authorization for
out-of-state extended travel must also be approved by the Assistant City
Manager or designee.
No individual may authorize his/her own travel. Department Head travel
shall be approved by the City Manager or designee and CAO travel shall be
approved by the Assistant City Manager or designee.
A Pre-Travel Authorization form shall be used to request approval and to
document an estimate of total expenses (i.e., registration fees, lodging,
transportation, and meals). A copy of the official event brochure and/or
agenda of the event that describes the schedule of sessions, provided
transportation and meals, and other amenities of the event must be attached
to the form. IRS per diem rates shall be used for calculating estimated meal
expenditures.
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Attachment C- Citywide Travel
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POLICY AND PROCEDURES 1-02/ASD
Travel Arrangements and Expense Reimbursement
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The Pre-Travel Authorization form includes boxes that must be checked by
the employee and verified by the Department Head, CAO, Assistant City
Manager or designee, or City Manager or designee to indicate that:
Government rates have been requested for hotel and registration
Employee agrees to submit a Travel Expense Report within 30 days
after return from the trip
Professional Development will be used to reimburse employee for the
travel or training (if applicable)
Department Head/CAO/Assistant City Manager/City Manager approval
indicates that:
Government rates for hotel and registration have been verified
The request complies with the City’s Travel Policy and Procedures
Applicability of using Professional Development funds has been
determined
The original approved Pre-Travel Authorization form, along with the
official event brochure and/or agenda of the event, should be maintained by
the department and submitted with the Travel Expense Report at the
appropriate time.
2) Travel Arrangements
Departments are encouraged to make travel arrangements (registration fees,
lodging reservations, air transportation, and rental cars) on the Internet,
utilizing a procurement card for payment. A copy of the approved Pre-
Travel Authorization form should be attached to the monthly procurement
card activity log.
3) Reimbursable Travel Expenses
a) Registration Fee
Registration fees for those expenses indicated in the published event
materials. Government rates and/or any discounts offered for early
registration should be obtained whenever possible.
b) Lodging Expense
Travelers shall select single occupancy, standard, non-deluxe
accommodations and should stay at hotels offering economical
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Attachment C- Citywide Travel
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POLICY AND PROCEDURES 1-02/ASD
Travel Arrangements and Expense Reimbursement
Revised: January 28, 2016
Page 3 of 8
lodging rates. Travelers attending a conference or seminar are
encouraged to stay at conference hotels, which offer a negotiated
conference rate. When making reservations, travelers should request
government rates, if available. Traveling employees should carry
their City identification cards.
The City shall not reimburse any cost related to the extension of a
hotel stay beyond the time necessary to complete the event. An out-
of-state trip involving cross-country travel may require hotel
accommodations both before and after the conference or training.
Within California or adjoining states an extra night’s hotel stay
should not be necessary if flight arrangements can be made the same
day.
The use of hotels is restricted to cities located beyond 50 miles (one-
way) from the City of Palo Alto or the traveler’s residence
(whichever is shortest). For example, if the destination is
Sacramento and you live in Palo Alto (118 miles) or Oakland (81
miles), you would qualify for a hotel. However, if you live in
Vacaville (35 miles) or Lodi (36 miles) you would not qualify for a
hotel.
c) Transportation
Air Transportation
Travelers shall fly economy coach class on the lowest cost flight
available for the most direct route to the final destination, which
could reasonably include scheduled layovers. Travelers are
encouraged to make air reservations as early as feasible to obtain the
greatest discount and to consider the use of alternate but nearby
airports to take advantage of the lowest fares. Extension of the trip
to cover a weekend stay to obtain a lower airfare does not entitle the
traveler to be reimbursed for the extra day's hotel costs or meal
expenses. Travelers may use City travel to qualify for frequent flyer
credits, but the selection of an airline for a given trip shall not be
made for the purpose of accumulating such credits. Travelers that
choose to use their personal frequent flyer miles for City business
shall not be reimbursed for the value of the tickets. If the airline
charges for all checked baggage, the City will cover the cost for one
checked bag only. Excess baggage charges are not reimbursable.
ITEM 4
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POLICY AND PROCEDURES 1-02/ASD
Travel Arrangements and Expense Reimbursement
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Page 4 of 8
Rental Cars
Rental cars shall only be approved, if other ground transportation,
such as shuttles or taxis, is more expensive during the stay at the
destination. Only economy or compact car models may be rented,
unless the upgrade is provided by the rental agency at no cost. Rental
car options such as GPS devices are not reimbursable. Because the
City is self-insured, employees should decline any additional
insurance offered by the rental company. Employees must also
decline any Fuel Purchase Options (which allow for prepayment of a
gas tank refill) and shall refuel prior to returning the rental car, if
additional charges apply for refueling. Use of a rental car, in lieu of a
private auto, to travel to and from an out-of-town event will be
reimbursed either at the current IRS mileage rate or the car rental
cost apportioned for the number of days used for City business,
whichever is less.
Private Automobiles
Employees may use private automobiles for personal or group
transportation on extended trips. Reimbursement shall be made at
the current IRS mileage rate. The distance to be reimbursed shall be
measured from the place of work and from the employee’s home,
and the calculated mileage reimbursement shall be based upon which
of the two distances is shorter. Mileage reimbursement shall not
exceed the cost of refundable round trip air transportation (economy
class) for a reservation made at least seven days in advance of the
trip.
City Pool Cars
City pool cars normally may not be used for transportation on
extended trips. Requests for use of City vehicles for this purpose
should be directed to the Fleet Manager, Equipment Management
Division, Public Works. For use of vehicles assigned to specific
divisions and/or individuals, refer to Vehicle Use Policy and
Procedures 4-1.
d) Meals
Effective April 27, 2015, the City will provide a per diem (“per
day”) allowance for meals and incidentals to employees who travel
overnight for official City business. Travelers will receive a flat rate
for meals and will not be required to submit receipts. If travelers use
a P-Card to pay for meals, it negates the per diem.
ITEM 4
Attachment C- Citywide Travel
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POLICY AND PROCEDURES 1-02/ASD
Travel Arrangements and Expense Reimbursement
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The per diem rate varies and is dependent on the destination of
travel. The rates for the various travel destinations are available on
the U.S. General Services Administration website
(http://www.gsa.gov/portal/content/104877) (these amounts are
subject to change every year). Each city has a dollar value for the
full day depending on the relative cost of meals in that jurisdiction.
When meals are provided as part of the cost of an event, that meal
will be deducted from the full day per diem rate. Travelers will
receive 75% of the full day per diem amount for days requiring
transportation to and from the location (i.e. departure day and return
day) regardless of departure and arrival times. Meals provided on
days of travel shall be deducted at full-value.
Travelers are required to look up the per diem rates as part of the
pre-approval authorization process.
e) Incidental Expenses
Incidental expenses related to City business shall be reimbursed at
cost as supported by submitted receipts. Incidental expenses may
include hotel parking charges, Internet connection services, and
telephone charges.
The actual costs for parking will be reimbursed when approval to use
a personal vehicle or rental car is obtained in advance. Travelers
should use the lowest cost alternative for parking within a reasonable
area from the destination. Internet connection services purchased to
conduct City business are reimbursable. Employees will be
reimbursed for telephone calls to City of Palo Alto offices. The hotel
bill should indicate any calls that are of a business nature.
Reimbursement for calls home is limited to one call per day of
reasonable length. Other charges on the hotel bill, such as pay-TV
movies, cleaning, laundry, room service charges (additional over
cost of meal) or charges for additional guests are not reimbursable.
4) Travel Expense Report
Within thirty business days after the employee's return from the trip, a
Travel Expense Report must be filed with the Accounting Division of ASD.
Employees are encouraged to complete the Travel Expense Report
electronically in Excel. Employees shall print and sign the Travel Expense
Report. When signing the Travel Expense Report, the employee certifies
that the expenses listed on the Report were incurred in conformance with
ITEM 4
Attachment C- Citywide Travel
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Travel Arrangements and Expense Reimbursement
Revised: January 28, 2016
Page 6 of 8
the Travel Policy and that the “amount due the employee” has not been
received from any other source. The original Pre-Travel Authorization
form must be attached to the Travel Expense Report. The filing of this
report is necessary whether or not reimbursement is requested in order to
document to the IRS that the travel expenses do not constitute
miscellaneous income to the employee. If this report is not filed within the
required thirty working days, no future travel requests will be processed for
the individual until outstanding travel and expense claims are complete.
The Travel Expense Report must account for all expenses, including
expenses paid by the procurement card, and all expenses must be supported
by itemized original receipts or copies of electronic receipts. For air
transportation, the original airline ticket or flight confirmation printout
should be attached. It is not sufficient to provide Internet quotes or pre-stay
web confirmations for air travel or lodging. For expenses paid with the P-
Card, the original receipts must be attached to the P-Card statement and
copies of the receipts should be attached to the Travel Expense Report.
The Travel Expense Report must be approved by the Department
Head/CAO or designee. (Each department/office provides a list of
designated approvers to ASD on an annual basis). Department Head travel
shall be approved by the City Manager or designee and CAO travel shall be
approved by the Assistant City Manager or designee. Department
Head/CAO approval is required for any expenses that were not authorized
on the Pre-Travel Authorization form. For missing documentation, the
traveler shall attach a written explanation detailing the expenditure and
reason for the missing receipt, and obtain Department Head approval.
If reimbursement is due to the employee, a check will be issued to the
employee using the Travel Expense Report (no separate claim voucher is
needed). If the reimbursement amount is $150 or less, the employee may
request reimbursement via petty cash.
B. Local One-Day Travel
Employees shall obtain verbal approval for one-day local travel (not requiring
airfare and/or an overnight stay) from his/her Department Head, Assistant
Department Head, Deputy Director, Division Head or designee prior to the
traveler’s departure. Designees must be management staff. A Pre-Travel
Authorization form is not required for local travel.
Typical reimbursable expenses for local travel include mileage, public
transportation, parking, bridge tolls, meeting or conference registration fees,
ITEM 4
Attachment C- Citywide Travel
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Travel Arrangements and Expense Reimbursement
Revised: January 28, 2016
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and meal expenses. Only expenditures supported by itemized receipts will be
reimbursed.
Travelers may be reimbursed for meal expenses. Itemized receipts for meals
must be maintained. The maximum reimbursement amount for meals shall be:
$15.00 for breakfast, $16.00 for lunch, and $28.00 for dinner. Under no
circumstances will expenses for alcoholic beverages be reimbursed by the City.
Meal reimbursements for local conferences, meetings, or training conducted
between the hours of 8 a.m. and 5 p.m., will be limited to lunch. When meals
are provided as part of the cost of an event, travelers will not be reimbursed for
the actual expenses of these meals.
Local travel meal expenses that do not meet the IRS definition of “business
related” will be considered taxable income and added to the employee’s W-2.
For a meal to be considered non-taxable, it must be “directly related” and
“associated with” the active conduct of City business. To meet this definition,
business must be conducted during the meal period. Meal expenses associated
with training do not meet the IRS definition of a business related meal. Such
meals will be considered taxable income and added to the employee’s W-2.
For all meal expense reimbursements, the form should include an explanation
of why the meal was necessary for the conduct of City business.
C. Night Meeting Meals
Meals taken by management employees assigned to attend night meetings will
be reimbursed for actual dinner expenses up to $20. Itemized receipts for meals
must be maintained. Reimbursement should be requested on a Citywide Petty
Cash Reimbursement form. To obtain the form, refer to the City’s Petty Cash
Policy. The Petty Cash Reimbursement form must be accompanied by the
meeting agenda.
Night meeting meal reimbursements are considered taxable income and will be
added to the employee’s W-2.
D. SEIU Overtime Meals
Meals taken by SEIU employees working emergency and non-emergency
overtime will be reimbursed in accordance with the contract between the City
and SEIU, currently in the amount of $10 for breakfast, $15 for lunch, and $20
for dinner. No receipts are required. Reimbursement should be requested on a
Citywide Petty Cash Reimbursement form.
ITEM 4
Attachment C- Citywide Travel
Policy (update 2-2-2016)
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POLICY AND PROCEDURES 1-02/ASD
Travel Arrangements and Expense Reimbursement
Revised: January 28, 2016
Page 8 of 8
E. Reimbursement for Personal Vehicle Use on City Business
City pool cars, assigned vehicles or public transportation should be used for
trips between City facilities, to local meetings/training, or other events outside
the City limits but within the Bay Area whenever possible. If a city vehicle or
public transportation is not available or feasible, personal cars may be used and
mileage will be reimbursed at the prevailing IRS rate for the distance between
the employee’s home and the destination or work and the destination,
whichever is less. Mileage reimbursement requests shall include the number of
miles driven, the employee address, and the purpose of the trip.
Reimbursement requests that cover more than one date will be accepted on one
form if the trips are for the same purpose or meeting.
Recipients of an automobile expense allowance may not receive personal
vehicle mileage reimbursement, except in the case of business travel beyond
the Bay Area counties of Santa Clara, Alameda, Contra Costa, Solano, Napa,
Marin, San Francisco, San Mateo and Sonoma. In addition, CAO’s and
Department Heads who receive an automobile expense allowance in lieu of
exclusive use of a City automobile may not use City pool cars for business use
except on an emergency basis, which is documented by memo to the City
Manager.
NOTE: Questions and/or clarification of this policy should be directed to the
Administrative Services Department.
ITEM 4
Attachment C- Citywide Travel
Policy (update 2-2-2016)
Item 4: Page 113 Packet Page 153 of 175