HomeMy WebLinkAbout2024-03-12 Policy & Services Committee Agenda PacketPOLICY AND SERVICES COMMITTEE
Regular Meeting
Tuesday, March 12, 2024
Council Chambers & Hybrid
7:00 PM
Policy and Services Committee meetings will be held as “hybrid” meetings with the option to
attend by teleconference/video conference or in person. To maximize public safety while still
maintaining transparency and public access, members of the public can choose to participate
from home or attend in person. Information on how the public may observe and participate in the
meeting is located at the end of the agenda. Masks are strongly encouraged if attending in
person. T h e m e e t i n g w i l l b e b r o a d c a s t o n C a b l e T V C h a n n e l 2 6 , l i v e o n
YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media
Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)
Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833
PUBLIC COMMENTS
Public comments will be accepted both in person and via Zoom for up to three minutes or an
amount of time determined by the Chair. All requests to speak will be taken until 5 minutes
after the staff’s presentation. Written public comments can be submitted in advance to
city.council@CityofPaloAlto.org and will be provided to the Council and available for inspection
on the City’s website. Please clearly indicate which agenda item you are referencing in your
subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only
by email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,
the Clerk will have them shared at public comment for the specified item. To uphold strong
cybersecurity management practices, USB’s or other physical electronic storage devices are not
accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,
posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not
create a facility, fire, or safety hazard; and (3) persons with such items remain seated when
displaying them and must not raise the items above shoulder level, obstruct the view or
passage of other attendees, or otherwise disturb the business of the meeting.
CALL TO ORDER
PUBLIC COMMENT
Members of the public may speak to any item NOT on the agenda.
ACTION ITEMS
1.Race and Equity Updates and Potential Direction on the Collection and Use of Boards
and Commissions Demographic Data
2.Discussion and Recommendation to Council on potential allocation of $2,000 annually
from the City Council contingency fund to each Council member for expenditures
consistent with defined purposes
FUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through
the teleconference meeting. To address the Council, click on the link below to access a
Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When
you wish to speak on an agenda item hit *9 on your phone so we know that you wish to
speak. You will be asked to provide your first and last name before addressing the
Council. You will be advised how long you have to speak. When called please limit your
remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
1 Regular Meeting March 12, 2024
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
POLICY AND SERVICES COMMITTEERegular MeetingTuesday, March 12, 2024Council Chambers & Hybrid7:00 PMPolicy and Services Committee meetings will be held as “hybrid” meetings with the option toattend by teleconference/video conference or in person. To maximize public safety while stillmaintaining transparency and public access, members of the public can choose to participatefrom home or attend in person. Information on how the public may observe and participate in themeeting is located at the end of the agenda. Masks are strongly encouraged if attending inperson. T h e m e e t i n g w i l l b e b r o a d c a s t o n C a b l e T V C h a n n e l 2 6 , l i v e o nYouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen MediaCenter https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tocity.council@CityofPaloAlto.org and will be provided to the Council and available for inspectionon the City’s website. Please clearly indicate which agenda item you are referencing in yoursubject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,
posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not
create a facility, fire, or safety hazard; and (3) persons with such items remain seated when
displaying them and must not raise the items above shoulder level, obstruct the view or
passage of other attendees, or otherwise disturb the business of the meeting.
CALL TO ORDER
PUBLIC COMMENT
Members of the public may speak to any item NOT on the agenda.
ACTION ITEMS
1.Race and Equity Updates and Potential Direction on the Collection and Use of Boards
and Commissions Demographic Data
2.Discussion and Recommendation to Council on potential allocation of $2,000 annually
from the City Council contingency fund to each Council member for expenditures
consistent with defined purposes
FUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through
the teleconference meeting. To address the Council, click on the link below to access a
Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When
you wish to speak on an agenda item hit *9 on your phone so we know that you wish to
speak. You will be asked to provide your first and last name before addressing the
Council. You will be advised how long you have to speak. When called please limit your
remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
2 Regular Meeting March 12, 2024
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
POLICY AND SERVICES COMMITTEERegular MeetingTuesday, March 12, 2024Council Chambers & Hybrid7:00 PMPolicy and Services Committee meetings will be held as “hybrid” meetings with the option toattend by teleconference/video conference or in person. To maximize public safety while stillmaintaining transparency and public access, members of the public can choose to participatefrom home or attend in person. Information on how the public may observe and participate in themeeting is located at the end of the agenda. Masks are strongly encouraged if attending inperson. T h e m e e t i n g w i l l b e b r o a d c a s t o n C a b l e T V C h a n n e l 2 6 , l i v e o nYouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen MediaCenter https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tocity.council@CityofPaloAlto.org and will be provided to the Council and available for inspectionon the City’s website. Please clearly indicate which agenda item you are referencing in yoursubject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do notcreate a facility, fire, or safety hazard; and (3) persons with such items remain seated whendisplaying them and must not raise the items above shoulder level, obstruct the view orpassage of other attendees, or otherwise disturb the business of the meeting.CALL TO ORDERPUBLIC COMMENT Members of the public may speak to any item NOT on the agenda. ACTION ITEMS1.Race and Equity Updates and Potential Direction on the Collection and Use of Boardsand Commissions Demographic Data2.Discussion and Recommendation to Council on potential allocation of $2,000 annuallyfrom the City Council contingency fund to each Council member for expendituresconsistent with defined purposesFUTURE MEETINGS AND AGENDASMembers of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through
the teleconference meeting. To address the Council, click on the link below to access a
Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When
you wish to speak on an agenda item hit *9 on your phone so we know that you wish to
speak. You will be asked to provide your first and last name before addressing the
Council. You will be advised how long you have to speak. When called please limit your
remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
3 Regular Meeting March 12, 2024
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
Policies and Services Committee
Staff Report
From: City Manager
Report Type: Staff Report
Meeting Date: March 12, 2024
Report #:2402-2655
TITLE
Race and Equity Updates and Potential Direction on the Collection and Use of Boards and
Commissions Demographic Data
RECOMMENDATION
Staff recommends that the Policy and Services Committee accept this informational update on
the City’s recent race and equity work and make a recommendation to the City Council
regarding the collection and use of Boards and Commissions demographic data.
BACKGROUND
As part of the City’s ongoing Race and Equity work, the City Council adopted a list of
assignments1 in November 2020 and most of the assignments have been completed. This
quarterly update report includes progress on the remaining two November 2020 assignments
and other efforts since the previous quarterly update reports to the Policy and Services
Committee on November 14, 20232 and May 9, 20233.
ANALYSIS
Staff continues to actively move forward with the City’s diversity, equity, inclusion and
belonging efforts. In addition to the City Council’s actions in November 2020, the City has been
actively engaged in many community initiatives, conversations, and events related to race,
equity, and culture. These updates are provided at the end of this memo. The City issued a blog
update in July 20234 to share information about updates included in the May 2023 update
1November 16,2020 Action Minutes: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-
reports/agendas-minutes/city-council-agendas-minutes/2020/november-16-2020-city-council-meeting-action-
minutes.pdf
2 November 14, 2023 Update (Item #4):
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=12180
3 May 9, 2023 Update: Meeting (primegov.com)
4 Palo Alto Race and Equity Progress Update: https://medium.com/paloaltoconnect/palo-alto-race-equity-
priorities-progress-update-5dd1f6bb697c
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report. Staff will continue sharing information about race and equity efforts through the City’s
communications channels and update the Race and Equity webpage at
www.cityofpaloalto.org/raceandequity. This report focuses on a policy consideration related to
Boards and Commissions and will provide substantive updates on areas of interest for the
Policy and Services Committee and the community related to race and equity.
Boards and Commissions and DEIB
In 2021 staff conducted a demographics survey of City Board and Commission (BCC) members
as baseline information. Attachment B contains the 2021 survey results as reference. The
intention was for the survey to be annual. Staff recently distributed a 2024 survey (Attachment
C) to current BCC members and it is currently open for responses until March 15. Staff will
analyze the data thereafter.
In seeking to formalize the process related to collecting BCC demographic information, there
are two policy considerations for the Committee to explore:
1. How should the BCC demographic survey response data be shared with the full City
Council for consideration when making new appointments?
One possible approach for the Committee and City Council would be to provide
demographic data on the current composition of BCCs as a reference prior to making
new BCC appointments. Consistent with the message shared with the BCC members
when soliciting survey responses, the demographic data would be aggregated to
maintain anonymity and will not be reported on a per-commission basis. Staff
recommends that the data be used simply to provide a reference point without
suggesting any targets. Staff will also provide corresponding data on the Palo Alto
community as a whole.
2. How should the City assess BCC member socioeconomic demographics?
The previous BCC survey included an open-ended question that asked the BCC members
for their socioeconomic status. The responses varied widely (Attachment B). The
current BCC survey asks a multi-part question regarding income (Attachment C). The
intention behind asking the question(s) is to assess the level of socioeconomic diversity
within the City’s Boards and Commissions. As staff evaluates the possibility of adding
the demographic questions to the BCC application, staff seeks to confirm the way that
the City Council prefers to assess socioeconomic diversity (collecting income-related
information or some other question).
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Updates on Work Assignments
The table below provides the remaining two assignments from the original 17 assignments
given by the City Council in November 2020 pertaining to the City’s Race and Equity efforts. The
status updates provided below outline the most recent action and anticipated upcoming work.
The 15 completed assignments are listed in detail in the prior update reports and are
summarized in Attachment A. There are further updates below the table, including for
Assignments C, L, and Completed Assignment D (related to mental health response programs).
Assignment Work Assignment Status
C Starting after the full
implementation of the
Records Management
System (RMS) and the
first data collection
period, direct Staff to
resume annual data
collection and analysis
of police contact data
similar to the previous
Stop Data reports.
Partially Complete: The first part related to annual data
collection is complete and information is available online at
the Racial and Identity Profiling Act (RIPA) Data – City of
Palo Alto, CA 5webpage. More details are provided below
this table for reference.
Regarding the second part of this work assignment related
to analysis of the RIPA data, City Manager’s Office staff
recently finalized an agreement with the National Policing
Institute to lead in the research and evaluation of the City’s
initial RIPA data, particularly in the foundational work of
helping the City organize future ongoing analysis of this
data. The researchers will review the 2022 data and likely
the 2023 data if the DOJ finalization is completed in April).
L Direct Staff, in
coordination with the
City’s overall diversity
and inclusion efforts,
to conduct a workforce
demographic
assessment as baseline
information and to
pursue an employee
assessment to measure
City workforce culture.
Partially Complete:
The first part related to the workforce demographic
assessment is still in progress. Staff will share the
demographic summaries on a Human Resources webpage
when complete.
The second part related to an employee assessment to
measure City workforce culture is complete. Consulting
firm, Ivy Planning Group, conducted focus groups,
interviews, and document review as part of the assessment
work. Ivy identified five themes and suggestions for next
steps for the City. Staff will schedule a study session with
the full City Council to discuss the themes and share more
about next steps related to cultivating experiences and
appreciation, fostering an inclusive environment, and
applying an equity lens to service provision.
5 https://www.cityofpaloalto.org/papdripa
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Further Details
Assignment C Additional Details:
The Police Department collects stop data demographics as of January 2022 and submits the
data to the California Department of Justice (DOJ) per the requirements of the Racial and
Identity Profiling Act (RIPA). As of Spring 2023, the City published the RIPA Dashboard, an
interactive site which includes the 2022 Palo Alto RIPA data. The Racial and Identity Profiling
Act (RIPA) Data – City of Palo Alto, CA 6webpage also provides a link to the raw data and other
contextual information. The 2023 data is going through the process for submittal to the DOJ for
review. The Police Department will be submitting its 2023 RIPA data to the DOJ by March 1,
2024, and anticipates that the data will be finalized by the DOJ for publication on the City’s RIPA
Dashboard in April.
Assignment L Additional Details:
One of the initial actions taken in the 2024 Equity Action Plan is related to trainings. Thus far,
Momentum for Health has offered Mental First-Aid training to City employees to expand
awareness and normalize the discussion of mental health and supporting colleagues and the
community. The second training offered has been delivered by CircleUp Education related to
unconscious bias and similar topics. More staff trainings are planned throughout all of 2024
(held bi-monthly, with both virtual and in-person options).
Assignment D (completed) Update:
Though Assignment D is formally completed, staff includes an update regularly in this race and
equity quarterly report to keep the Policy and Services Committee aware of updates related to
these key programs. Assignment D relates to the Alternative Response Mental Health
Programs. Updates:
North County TRUST (Trusted Response Urgent Support Team) is an alternative mental
health response program involving a call center and outreach team consisting of a
mental health worker, a first aid provider, and a specially trained community resident
with first-hand / lived experience related to mental health. The City of Palo Alto,
together with the Cities of Mountain View and Los Altos, began a pilot program in late
Spring 2023 to augment North County TRUST with outreach and education, case
management, and Mental Health First Aid training.
The pilot is made possible due to a $2M federal grant. This year in North County, the
augmentation pilot program has made 1,139 community contacts, trained over 45
6 https://www.cityofpaloalto.org/papdripa
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community members in Mental Health First Aid, dispatched 267 field responses, and
provided dedicated case management to 31 individuals. Additionally, the City of Palo
Alto contracted with a consultant for the evaluation of the pilot and will be providing a
report after the pilot in Fall 2024. Staff does not have statistics yet on the overall North
County TRUST program but will seek those from the project managers at Santa Clara
County.
Psychiatric Emergency Response Team (PERT): This is another alternative response
program that includes a licensed clinician partnered with a sworn police officer. With
the Memorandum of Understanding now signed by both the City of Palo Alto and the
County of Santa Clara, the County is in the recruitment process for clinicians. City staff is
awaiting the conclusion of the County’s recruitment process for clinicians. It is now
anticipated that the first clinician could be in place by mid-2024, with a second clinician
to follow for continued support of the program.
Other Citywide Race and Equity/Diversity Updates
Upcoming Independent Police Auditor (IPA) Report
The Independent Police Auditor released two regular reports in 2023 and met with the City
Council for their biannual study session discussions. The IPA’s next report is anticipated in
March 2024. The Police Department Accountability page contains a link to the previous IPA
reports. Link: https://www.cityofpaloalto.org/Departments/Police/Accountability.
Human Relations Commission
The Human Relation Commission (HRC) will be finalizing their report on the lived experiences of
Asian Americans, Native Hawaiians, and Pacific Islanders (AANHPI) in Palo Alto and present
their findings to City Council in the spring. The HRC also recently completed a series of
community listening sessions on local experiences of anti-Semitism and Islamophobia. The
Commission will consider possible actions to respond to community concerns at a special
meeting on March 6, 2024.
Art Center
In Fall 2023, the Art Center hosted the exhibition, Boom Oaxaca, organized by Fresno’s Arte
Americas. The show featured exclusively BIPOC artists, showcasing the work of the Oaxacan-
based artistic collective Tlacolulokos and Oaxacan born-, Long Beach-based artist Narsiso
Martinez. More details on the exhibition here. In conjunction with the exhibition, the Art
Center hosted a free public lecture by Martinez, a former farm worker who elevates agricultural
workers in his compelling paintings, prints, and sculptures, which are exhibited nationally. And
the Art Center also hosted a free Dia de los Muertos Family Day, featuring a community altar
and a performance from LGBTQ+ ballet folklorico group, Colibri. Photos here.
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The Art Center’s current exhibition, In Feast or Famine, features a wide range of artists
showcasing the power of food to connect us to identity and each other. Out of 21 artists, 13 are
Black, Indigenous, People of Color (BIPOC), and one has a disability. Work in the exhibition
showcases the experience of agricultural workers (through the work of Narsiso Martinez and
Abiam Alvarez), food distribution and colonialism (Connie Zheng), and much more. On view
through April 7, 2023.
Public Art
The Public Art Program held an open call for artists in January to apply to be the next King
Artist-in-Residence. Four finalists have been selected to give public presentations and a
conceptual proposal for the residency on Thursday, March 7, 2024 between 9:30am and
11:30am in the City Hall Community Meeting Room. Members of the public are welcome to
attend and submit written feedback for the selection panel.
Library
There are many activities at the Library including the following:
•Adults:
o Weekly ESL Conversation Group
o Weekly Series ESL: Beyond the Basics
o ELL Parent Tours
o Monthly Line Dancing with Kent You & Sandy Hsu
o Weekly Memory Café with topics for adults experiencing mild or early stages of
memory loss
o Weekly Tai Chi Program
o Monthly Zumba for All Ages
o Other:
▪Palo Alto Pageturners Book Club: Read and discussed Our Missing Hearts
by Celeste Ng
▪Documentary Screening & discussion with director and star of A Divine
Journey
▪Hospice Master Class
▪Art Workshop (bilingual in Mandarin and English)
•Kids:
o Sensory Storytime for neurodivergent kids and their families (4-week sessions in
November and February)
•Teens:
o January 21: Author talk on The College Student’s Guide to Mental Health
•Celebrating Cultures:
o Lunar New Year (February 10)
o January 14: Learn Chinese Calligraphy (LNY)
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o February 7 & 9: Family Storytime: Celebrate Lunar New Year!
o February 10: Lunar New Year Celebration
o February 20: Family Craft—Lunar New Year Dragon Puppet
o Librarians also wrote up blog posts and book lists
o Black History Month
•February 3: Family Storytime: Celebrate Black History Month!
•February 21: Button Making Pop-up for Teens: Celebrate Black History
Month!
•Librarians also wrote up blog posts and book lists
o Diwali (November 12):
•November 8: Little Ones Storytime: Celebrate Diwali!
•November 10: Family Storytime: Celebrate Diwali!
•November 19: Festival of Lights: A Diwali Celebration
•Librarians also wrote up blog posts and book lists
o Native American Heritage Month:
•November 4: Family Storytime: Celebrate Native American Heritage Month!
•November 7: Family Storytime: Celebrate Native American Heritage Month!
•November 14: Brown Bag Book Club reading The Night Watchman by Louise
Erdrich
•November 15: Button Making Pop-up for Teens: Celebrate Native American
Heritage Month!
•Librarians also wrote up blogposts and book lists
o Latinx/Hispanic Heritage Month:
▪October 5: Author Talk with Poet Antonio Lopez, East Palo Alto Vice Mayor
▪October 14: Zumba for All Ages!
▪Librarians also wrote up blogposts and book lists
FISCAL/RESOURCE IMPACT
Funding for the work described within this report has been appropriated as part of the FY 2024
Operating Budget. Funding in subsequent years is subject to Council approval as part of the
annual budget process.
STAKEHOLDER ENGAGEMENT
Community engagement is an integral part of Palo Alto’s race and equity work. Engaging the
community at large to provide feedback for the City’s Race and Equity strategy has been a
priority throughout this process as shown in the Framework. The City continues to engage the
community through a series of Race and Equity conversations. Updates on the City’s ongoing
efforts can be found on the Race and Equity webpage on the City website
(www.cityofpaloalto.org/raceandequity). Staff is also planning an updated Community blog
Item 1
Item 1 Staff Report
Packet Pg. 10
with the information contained within this report. The blog will be posted on the City’s Medium
page at: https://medium.com/paloaltoconnect.
ENVIRONMENTAL REVIEW
Not a project.
ATTACHMENTS
Attachment A: R&E Assignments Completed
Attachment B: Palo Alto BCC Survey Summary 2021
Attachment C: BCC Demographic Survey, 2024
APPROVED BY:
Chantal Cotton Gaines, Deputy City Manager
Item 1
Item 1 Staff Report
Packet Pg. 11
1
Attachment A – R&E Assignments Completed as of the February 2022 Quarterly Report
(This information was attached to the June 2022 R&E Updates Report
Assignment Work Assignment Status
A
Adoption of the mission statement as a
guiding statement of the City’s commitment
to make equity a foundational principle in
the City’s operational work;
Completed: the mission statement was
adopted by City Council on November 16,
2020.
B
Expedite implementation of the new
police records management system (RMS)
with quarterly reports to Council, and to
return with the necessary agreements for
the records management system allowing
for Racial and Identity Profiling Act (RIPA)
implementation;
Completed. A detailed update is included
below these tables.
D
Work with Santa Clara County on
implementation of participation in the
Santa Clara County Psychiatric Emergency
Response Team (PERT) program and the
Mobile Crisis Response Teams (MCRT)
program and to return to the City Council
with any necessary agreements for program
participation;
Completed. An update on this item is
included below these tables. Staff
continues to work on alternative service
programs through partnership with Santa
Clara County.
E
Develop/update a policy on the timing of
records release related to investigations that
qualify for public disclosure under SB 1421
and AB 748;
Completed: Earlier this year staff finalized
procedures and workflow related to the
release of records associated with
investigations that qualify for public
disclosure under SB 1421/AB 748.
F
Amend and expand the current Independent
Police Auditor’s (IPA) scope of services to
include all administrative use of force reports
where a baton, chemical agent, TASER, less-
lethal projectile, canine, or a firearm is used,
and all cases where the subject’s injuries
necessitate any treatment beyond minor
medical treatment in the field;
Completed: The City Council approved a
contract amendment with the IPA on June
14, 2021 which includes this language as
part of the expanded scope of services.
The first report to include this expanded
scope will be the next IPA report. The
August 30 report was written at the same
time the contract scope was amended
thus it did not include the expanded
scope. The staff cover memo for the
August report contained the summary of
IPA contract amendment items.
G
Maintain an every six (6) months schedule
for IPA reports to City Council containing
reviews ready at the time of the report; and
for the IPA to provide an audit workplan to
the City Council for approval;
Completed: The City Council approved a
contract amendment with the IPA on June
14, 2021 which includes this language as
part of the expanded scope of services.
Attachment A - Completed AssignmentsItem 1
Attachment A - R&E
Assignments Completed
Packet Pg. 12
2
Assignment Work Assignment Status
This new schedule of report release
started in August 2021.
The most recent IPA reports were
published on March 22 and August 30,
2021, as informational memos. The staff
cover memo for the August report
contained the summary of IPA contract
amendment items.
H
Include use of force information to the
regular Supplemental Report submitted to
the City Council as a cover memorandum
to each IPA report;
Completed. The use of force (UOF)
information for Dec. 2020-Dec. 2021 as
an annual report of a full calendar year of
data will be released with the next IPA
report in February 2022. This information
will be shared for the year 2022 in early
2023. The report includes all uses of force
similar to the June 2020 report. The use
of force (UOF) information for Jan. 1,
2015 – June 1, 2020 is available online
(https://tinyurl.com/4kwwy6xb).
I
Refer the police reform legislative priority
thoughts and input to the Policy and Services
Committee who will be discussing the City’s
legislative priorities in December 2020;
Completed: This recommendation has
been completed; it was included in the
City Council-adopted legislative guidelines
(CMR #11968:
https://tinyurl.com/evzjwhpw) in
February 2021. Staff and the legislative
advocates continue to track bills. The City
weighed in on several police reform bills
as well.
J
Refer all race and equity work to the Policy
and Services Committee for citywide
diversity and inclusion practice areas and
policing practice areas;
Completed: The P&S Committee has been
receiving quarterly updates and discussion
items related to the City Council Social
Justice priority and Race and Equity.
Staff is working to get supplemental help
to assist the City with developing a race
and equity roadmap, training, and staff
assessments.
M
Policy and Services CEDAW
recommendation: Direct Staff to proceed
with a community summit on gender equity
issues and next steps in Palo Alto;
Completed: The Palo Alto Summit on
Women and Girls took place on June 12,
2021 with keynote speaker Lori Nishura
Mackenzie. Information online at:
https://www.cityofpaloalto.org/Events-
Item 1
Attachment A - R&E
Assignments Completed
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3
Assignment Work Assignment Status
Directory/City-Manager/Summit-on-
Women-Girls. Potential additional steps
and other recommendations are included
in this staff report.
N
If the County does not assign a resource to
Palo Alto in the next six months, refer to
Policy and Services Committee the
exploration of the feasibility of a CAHOOTS-
type program;
Completed: The County has assigned a
PERT resource to the City of Palo Alto.
O
Amend the contract to require the
Independent Police Auditor (IPA) to meet
with the City Council in open session twice a
year with each report;
Completed: The City Council approved a
contract amendment with the IPA on June
14, 2021 which includes this language as
part of the expanded scope of services.
The first of these meetings with the IPA
will occur on September 13, 2021.
P
Refer to the Policy and Services Committee
consideration of the Independent Police
Auditor (IPA) oversight of internal complaints
regarding misconduct related to harassment,
discrimination, or retaliation resulting in city
investigation of uniformed officers.
Completed: The Policy and Services
Committee fulfilled this City Council
referral and had this discussion at the
April 13, 2021 meeting. The staff report is
online as well as the action minutes. The
Committee voted to recommend the City
Council direct Staff and IPA to include
harassment, retaliation and discrimination
claims within the IPA scope; and research
best practices to balance the needs of
transparency and public oversight while
preserving the anonymity of
complainants, witnesses and the subject.
The City Council approved a contract
amendment with the IPA on June 14, 2021
which includes this language as part of the
expanded scope of services.
Q
Direct Staff to work with IT to streamline
publishing police policy updates to the City
website on a quarterly basis.
Completed: The Police Department found
a solution to streamline the redaction
process to make quarterly updates. The
policy was last updated on May 1, 2021.
Item 1
Attachment A - R&E
Assignments Completed
Packet Pg. 14
Attachment A
1
Palo Alto Boards, Committees, and Commissions
Demographic Data Survey 2021
Conducted Summer 2021
A total of 34 participants responded to the survey. The survey was shared with members of all of Palo
Alto’s Boards, Committees, and Commissions (BCCs). The results reflect aggregate voluntary information
shared from BCC members. Most questions show the table and chart results as percentages.
Survey Results:
Years Percent
0-5 years 3%
6-10 years 9%
11-15 years 9%
16-20 years 6%
21+ years 71%
Not a Palo Alto
resident 3%
Grand Total 100%
Reason Percent
I (or my partner) moved here to
attend Stanford 12%
Just liked the community 3%
Moved here to live near family* 9%
Moved here to live near work 32%
Moved here to raise a family 18%
Not a Palo Alto Resident 3%
Palo Alto is my hometown (I was
born or raised here as a child)* 18%
Schools* 6%
Grand Total 100%
*Palo Alto as hometown also includes spouses, "Schools" was a written-in response, “Moved here to live with family”
also includes one "other" who said they moved here to live near friends.
3%9%9%6%
71%
3%0%
10%
20%
30%
40%
50%
60%
70%
80%
0-5 years 6-10 years 11-15 years 16-20 years 21+ years Not a Palo
Alto
resident
Question 1: How many years have you lived
in Palo Alto?
12%3%9%
32%
18%
3%
18%
6%0%
5%
10%
15%
20%
25%
30%
35%
Question 2: What is the primary reason
you initially located to Palo Alto?
Item 1
Attachment B - Palo Alto
BCC Survey Summary
2021
Packet Pg. 15
Attachment A
2
Question 3: Housing - Do you own or rent your current residence? (For the purpose of the survey,
you own your home even if you have an outstanding debt that you owe on your mortgage loan).
Own/Rent Percent
Own 85%
Rent 12%
Not a Palo Alto
Resident 3%
Grand Total 100%
Gender Percent
Female 50%
Male 50%
Non-binary 0%
Decline to state 0%
Grand Total 100%
Not a Palo
Alto
Resident
3%
Own
85%
Rent
12%
Question 3: Rent, Own, Other
Female
50%
Male
50%
Question 4: What is your Gender?
Item 1
Attachment B - Palo Alto
BCC Survey Summary
2021
Packet Pg. 16
Attachment A
3
Age Group Percent
25-39 15%
40-59 35%
60+ 47%
Decline to state 3%
Grand Total 100%
15%
35%
47%
3%
Question 5: What is your age group?
25-39
40-59
60+
Decline to state
Race / Ethnicity Percent
American Indian or Alaskan Native 0%
Asian 9%
Black or African American 0%
Hispanic or Latino/Latinx and White 6%
Multi-racial 3%
Native Hawaiian or other Pacific
Islander 0%
White 71%
Decline to state 12%
Other 0%
Total 100%
0%9%0%6%3%0%
71%
12%0%0%10%20%30%40%50%60%70%80%
Question 6: Race and Ethnicity (check all
that apply).
Item 1
Attachment B - Palo Alto
BCC Survey Summary
2021
Packet Pg. 17
Attachment A
4
Question 7: Education - What is your highest level of school completed? If currently
enrolled, mark "Student".
* No respondents chose “Student” so it is not
listed in this chart.
Question 8: How do you identify your socioeconomic status?
(Note: this was an open-ended question; answers were coded/tallied)
Self-Described
Socioeconomic Status Percent
Upper Middle Class 29%
N/A 29%
Middle Class 26%
Adequate 3%
Lower Middle Class 3%
Secure 3%
Upper Class 3%
Do Not Understand
Question. 3%
Grand Total 100%
Question 9: What is your Employment Status
Status Percent
Employed full-time 35%
Retired 35%
Employed part-time 15%
Seeking opportunities 9%
A homemaker 3%
Self-employed 3%
Grand Total 100%
Education Percent
Bachelor's degree 21%
Master's degree 44%
Doctorate degree (e.g. PhD, EdD, MD,
etc.) 32%
Decline to state 3%
Grand Total 100%
21%
44%
32%
3%0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
50%
Bachelor's
degree
Master's
degree
Doctorate
degree (e.g.
PhD, EdD, MD,
etc.)
Decline to
state
Question 7: Education
Item 1
Attachment B - Palo Alto
BCC Survey Summary
2021
Packet Pg. 18
Attachment A
5
Question 10: Employer Type: Please Describe Your Work
Employer Type Percent
Employee of a for-profit company or of an individual, for wages, salary, or commissions 35%
Self-employed 24%
Government employee 12%
Retired 12%
Employee of a not-for-profit, tax-exempt, or charitable organization 6%
Decline to state 3%
Self-employed and Employee of a not-for-profit, tax-exempt, or charitable organization 3%
Self-employed and Employee of a for-profit company or of an individual, for wages,
salary, or commissions 3%
Currently not working 3%
Working without pay in family business or farm 0%
Total 100%
Question 11: Employment Location – Note the general area in which your employer is located.
Location Percent
Palo Alto 26%
San Jose or Silicon Valley outside of Palo
Alto 21%
N/A 18%
San Francisco 18%
Decline to state 3%
Home 3%
Out of State 3%
San Mateo County 3%
Santa Clara & San Mateo County 3%
Southern California 3%
Grand Total 100%
Item 1
Attachment B - Palo Alto
BCC Survey Summary
2021
Packet Pg. 19
Attachment A
6
Question 13: How did you hear about the opportunity to join your current Board/Commission/
Committee? (Check all that apply)
Question 14: Are you a member of a Board/Commission/Committee that conducts
quasi-judicial hearings (Architectural Review Board, Historic Resources
Board, or Planning Transportation Commission)?
No 68%
Yes 32%
Grand Total 100%
65%
26%
9%
Question 12: Number of children under the age
of 18 live in your household?
0
1-2
3-4
Item 1
Attachment B - Palo Alto
BCC Survey Summary
2021
Packet Pg. 20
Attachment A
7
Question 15: Do you have any additional comments? [Open-ended responses are provided below]
Council should appoint the best candidates available at the time there are openings. Do not set up a
quasi-quota system to mandate diverse candidate membership.
The HRB needs to hire a Historic Planner. HRB has been without a historic planner for several years.
This has had a major impact on the ability of the HRB to function.
It is an honor to serve the City of Palo Alto!
Thank you!
Thank you for gathering this information. It is my hope that our boards and commissions are
represented by all people of Palo Alto. A diverse board brings more conversation and better
decisions.
The real diversity problem on our b&c’s is a diversity of expertise. Too many under qualified
individuals without proper knowledge making recommendations.
Retired, but employer was initially in Palo Alto, then Santa Clara, then Cupertino, then SF
It has been an honor to serve
Thanks
Thank You!
Glad you are doing the survey. It seems to be very tough to find folks to serve currently
I am in favor of the new policy limited individuals to two terms on boards and commissions.
Item 1
Attachment B - Palo Alto
BCC Survey Summary
2021
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Palo Alto Boards, Committees and Commissions
Demographic Data Survey 2024
Question 1: How many years have you lived in Palo Alto?
0-5 years
6-10 years
11-15 years
16-20 years
21+ years
Not a Palo Alto resident
Question 2: What was the primary reason you initially located to Palo Alto?
I (or my partner) moved here to attend Stanford
Liked the community
Moved here to live near family
Moved here to live near work
Moved here to raise a family
Palo Alto is my hometown (I was born or raised here as a child)
Schools
Not a Palo Alto Resident
Question 3: Housing - Do you own or rent your current residence? (For the purpose of the survey, you
own your home even if you have an outstanding debt that you owe on your mortgage loan).
Not a Palo Alto Resident
Own
Rent
Question 4: What is your gender identity?
Woman
Transgender Woman
Man
Transgender Man
Genderqueer/gender-fluid
Non-binary
Two-spirit
Prefer not to answer
Other
Item 1
Attachment C - BCC
Demographic Survey,
2024
Packet Pg. 22
Question 5: Please identify which of the following describes your sexual orientation.
Asexual
Bisexual
Heterosexual
Lesbian
Gay
Pansexual
Queer
Questioning or unsure
Prefer not to answer
Other
Question 6: What is your age group?
18-24
25-39
40-59
60+
Prefer Not to Answer
Question 7: Race and Ethnicity - Please specify your race and ethnicity (check all that apply).
Hispanic or Latino/Latinx
American Indian or Alaskan Native
Asian
Black or African American
Native Hawaiian or other Pacific Islander
Two or more races
White
Prefer not to answer
Other
Question 8: Education - What is your highest level of school completed? If currently enrolled, mark
"Student".
GED
Some college
Associate’s Degree
Bachelor's Degree
Master's degree
Doctorate degree (e.g. PhD, EdD, MD, etc.)
Student
Prefer not to answer
Item 1
Attachment C - BCC
Demographic Survey,
2024
Packet Pg. 23
Question 9: What is your employment status?
Employed full-time
Retired
Employed part-time
Seeking opportunities
Homemaker
Self-employed
Question 9.5: If you are retired, what was your income during the last 12 months of employment?
$150k or less
$150k-$250k
$250k-$350K
$350k or higher
Question 10: What is your household income?
$150k or less
$150k-$250k
$250k-$350K
$350k or higher
Retired
Question 11: Do you own properties other than your primary residence?
Yes
No
Question 12: How many children (if any) under the age of 18 live in your household?
0
1-2
3 or more
Question 13: How did you hear about the opportunity to join your current Board/Commission/
Committee? (Check all that apply)
City Clerk
City Council member
Social Media
Nextdoor
Item 1
Attachment C - BCC
Demographic Survey,
2024
Packet Pg. 24
City’s website
Newspaper or other media
Word of mouth
Newsletter
Other
Question 14: Are you a member of a Board/Commission/Committee that conducts
quasi-judicial hearings (Architectural Review Board, Historic Resources
Board, or Planning Transportation Commission)?
Yes
No
Question 15: Do you have any additional comments?
Question 16: Which Board, Commission or Committee do you represent? (this is for statistical
counting purposes only: your anonymity will be maintained)
Architectural Review Board
Historic Resources Board
Human Relations Commission
Parks and Recreation Commission
Public Art Commission
Planning and Transportation Commission
Stormwater Management Oversight Committee
Utilities Advisory Commission
Item 1
Attachment C - BCC
Demographic Survey,
2024
Packet Pg. 25
Policy & Services Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: March 12, 2024
Report #:2402-2688
TITLE
Discussion and Recommendation to Council on potential allocation of $2,000 annually from the
City Council contingency fund to each Council member for expenditures consistent with defined
purposes
RECOMMENDATION
Staff recommends that the Policy and Services Committee further discuss the referral from the
City Council related to City Council Discretionary Expenditures and make a recommendation to
the City Council for inclusion in the City Council Procedures and Protocols Handbook.
BACKGROUND AND ANALYSIS
On February 13, 2024, the Policy and Services Committee discussed a referral from Council
regarding a potential provision of $2,000 annually from the Council contingency fund for each
Council member for expenditures consistent with purposes to be defined by Council policy. At
that meeting, the Committee indicated interest in defining permitted purposes as
reimbursement for actual and necessary expenses incurred in performance of official duties.
The Committee voted to bring the item back to committee for further discussion of program
details and to receive information about similar programs in neighboring jurisdictions.
State law, as specified in Cal. Govt. Code section 53232.2., authorizes expenditure of local funds
to reimburse City Council members for “actual and necessary expenses incurred in the
performance of official duties” and requires certain procedures for implementing such a policy.
Adoption of Written Reimbursement Policy
State law requires that the legislative body adopt a written policy specifying the types of
occurrences that qualify for reimbursement. This encompasses expenses related to travel,
meals, lodging, and other actual and necessary expenditures incurred in the performance of
official duties. Other actual and necessary expenditures could include computer equipment,
software, cellular phones, and subscriptions if used for primarily for performing official
governmental duties with only de minimus (i.e. minimal) personal use permitted.
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The policy may also specify the reasonable reimbursement rates. In the absence of specified
rates within the policy, the local agency is required to follow the Internal Revenue Service's
reimbursement rates for travel, meals, lodging, and other necessary expenses, as detailed in
Publication 463. Furthermore, members of the legislative body must prioritize the use of
government and group rates provided by transportation or lodging services for travel and
lodging when such rates are available.
Expenses not covered by the established reimbursement policy, or the IRS reimbursable rates,
must receive prior approval from the governing body in a public meeting before the expense is
incurred. If a member of a legislative body chooses to incur additional costs that are above the
rates established and those costs have not been approved by the legislative body, then the
member of a legislative body may do so at their own expense.
Monitoring and Reporting Requirements
In accordance with Government Code section 53232.3, local agencies that reimburse members
of a legislative body for actual and necessary expenses must provide forms for officials to report
their expenses. Expense reports must document that reimbursable expenses meet the existing
policy for expenditure of public resources. Members of the legislative body must submit
expense reports within a reasonable time after incurring the expense, as determined by the
legislative body, and must include receipts documenting each expense.
Additionally, members must also provide brief reports on meetings attended at the local
agency's expense at the next regular meeting of the body. Reimbursement records are public
records and subject to disclosure on request.
Penalties For Violating Reimbursement Policies
Pursuant to Government Code section 53232.4, members who do not follow expense reporting
policies may be exposed to the following penalties:
(a) The loss of reimbursement privileges.
(b) Restitution to the local agency.
(c) Civil penalties for misuse of public resources pursuant to Section 8314.
(d) Prosecution for misuse of public resources, pursuant to Section 424 of the Penal
Code.
Amounts paid consistent with these procedures are excluded from salary that is otherwise
subject to the maximums under State law (Govt. Code § 36516(e)) and the Palo Alto Charter,
and complying with Sections 53232.2 and 53232.3, as well as any adopted City policy, will
ensure that these funds are not counted as salary. Council has directed that salary be increased
to the state-law limit, leaving no room, consistent with the current Charter provision, for
additional funds should they be classified as salary.
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Existing Reimbursement Policies
Under the City Council’s Procedures and Protocols Handbook and Management Compensation
Plan, the Mayor and Vice Mayor currently respectively receive $150 and $100 monthly to
defray additional expenses of these offices. Expenses are not currently documented. Council
member travel expenses are covered consistent with the Citywide Travel Arrangements and
Expense Reimbursement Policy (Administrative Policy 1-02/ASD), attached.
We have also reviewed reimbursement policies from neighboring cities such as Mountain View,
Sunnyvale, Los Altos, Los Gatos, Redwood City. These policies all appear to comply with State
law and would offer valuable insight in developing a reimbursement policy suitable to Palo
Alto’s needs. Key considerations for developing a reimbursement policy include:
Budget Allocation: Determining the appropriate budget for reimbursable expenses.
Review Process: Identifying the Department responsible for reviewing requests for
reimbursement and issuing reimbursement checks.
Procurement Cards: Considering the issuance of procurement cards for certain City-
related expenses.
Expense Reporting: Assigning the Department to receive and manage expense report
forms.
Reimbursable Activities: Defining the scope of activities eligible for reimbursement and
eligible rates.
Council Member Assistants
At the February 13 meeting, Committee members mentioned an interest in using funds for
stipends for assistants retained by Council Members to support Council members in various
aspects of their duties. Historically, the Palo Alto Council has not provided paid public
employees to serve as staff for individual Council members. Council members who use
assistants make their own arrangements privately. If public funds were used to compensate
assistants, these individuals likely would need to be treated as public employees. This has
significant implications the City’s governance model and raises many issues that would impact
Council members, assistants, and City administrative staff (e.g. Human Resources) such as
minimum wage applicability, supervisory responsibilities, scope of duties, and workplace
requirements. Exploration of these issues is beyond the scope of this Council referral. If the
Committee is interested in expanding the scope of this topic to include paid staff for Council
members, this should be considered by Council as an additional referral.
FISCAL/RESOURCE IMPACT
The City Council contingency fund total allocation is determined each year through the budget
process and this program proposes to dedicate some of those funds, thus this is not new
funding. However, depending on the program parameters discussed, the appropriate means of
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budgeting and staff time resources to administer the program would need to be further
assessed.
ENVIRONMENTAL REVIEW
Not a project.
ATTACHMENTS
Attachment A: Los Gatos Reimbursement
Attachment B: Mountain View Reimbursement
Attachment C: Sunnyvale Reimbursement
Attachment D: Los Altos Reimbursement
Attachment E: Redwood City Reimbursement
Attachment F: City Travel Policy
Attachment G: February 13, 2024 P&S Report on Council Discretionary Expenditures
APPROVED BY:
Ed Shikada, City Manager
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Item 2 Staff Report
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Attachment A
Item 2
Attachment A - Los Gatos
Reimbursement
Packet Pg. 30
Item 2
Attachment A - Los Gatos
Reimbursement
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Item 2
Attachment A - Los Gatos
Reimbursement
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Item 2
Attachment A - Los Gatos
Reimbursement
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Item 2
Attachment A - Los Gatos
Reimbursement
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Item 2
Attachment A - Los Gatos
Reimbursement
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Item 2
Attachment A - Los Gatos
Reimbursement
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Item 2
Attachment A - Los Gatos
Reimbursement
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Item 2
Attachment A - Los Gatos
Reimbursement
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Item 2
Attachment A - Los Gatos
Reimbursement
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Item 2
Attachment A - Los Gatos
Reimbursement
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Item 2
Attachment A - Los Gatos
Reimbursement
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CITY COUNCILPOLICY
SUBJECT: CITY COUNCIL POLICY GOVERNING EXPENSES OF THE NO.: A-2
COUNCIL
PURPOSE:
This Policy establishes the guidelines and standards regarding reimbursement of actual
and necessary expenses ofthe City Council incurred in the performance of official City
duties.
1.Policy, Legislative Intent, and General Rules
a.Councilmembers may incur miscellaneous expenses in fulfilling the
responsibilities of an elected official. All expenditures of public funds must
be related to the performance of City business. Councilmembers may be
reimbursed for actual and necessary expenses incurred in the performance of
authorized City business and official duties in conformance with this Policy.
b.City funds, equipment, supplies (including letterhead), titles, and staff time
must only be used for authorized City business, including the Document
Processing Center, voice mail services, document imaging systems,
computers, copy machines, etc.
c.Councilmembers, upon request, will be provided with City procurement
cards or credit cards, which may be used only for the purposes and in the
amounts provided for in this Policy and the Procurement Card Policy 2-11.
Detailed receipts of charges on City purchasing cards must be remitted to the
manner in support of the monthly statements.
d.The amounts identified in this Policy for each specific purpose cannot be
exceeded or combined with an amount budgeted for another purpose, nor
may amounts becarried over from one year to the next.
Page 1 of 11
Attachment BItem 2
Attachment B - Mountain
View Reimbursement
Packet Pg. 42
CITY COUNCILPOLICY
SUBJECT: CITY COUNCIL POLICY GOVERNING EXPENSES OF THE NO.: A-2
COUNCIL
2.Authorized Expenses
Expenses incurred in connection with the following types of activities generally
constitute authorized expenses, as long as the other requirements of this Policy are
met:
a.Communicating with representatives of regional, State, and national
government on City-adopted policy positions;
b.
knowledge levels directly related to City business;
c.Attending a conference or organized educational activity conducted in
compliance with Government Code Section 54952.2(c), including ethics
training required by Government Code Sections 53234, ; et seq.
d.Attending a meeting of any multi-jurisdictional governmental body on which
e.Attending any meeting or providing service on a given day at the formal
request of the Council or attending other regional events or meetings where
representing the City in an official capacity;
f.Participating in regional, State, and national organizations whose activities
but not limited to, National League of
Cities, League ofCalifornia Cities, Association of Bay Area Governments,
Sustainable Communities, Santa Clara Valley Transit Authority, or U.S.
Conference of Mayors;
g.Attending City events;
h.Implementing a City-approved strategy for attracting or retaining businesses
to the City, which will typically involve at least one staff member; and
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i.Dinner or admission expenses for a spouse or guest in accordance with
Section 8.a.
3.Expenditures Requiring Council Approval
Except as set forth in Section 2, all other expenditures require prior approval by
the Council at a public meeting. Any questions regarding the propriety of a
particular type of expense should be resolved by the Council before the expense is
incurred.
4. Erroneous Charges of Payments
Expenses charged to a City account or paid in error that are unauthorized per
Section 4.a and nonrefundable expenses per Section 4.b under this Policy shall be
reimbursed to the City within 30 days of notification.
a.Unauthorized Expenses
Examples of expenses that the City will not reimburse include, but are not
limited to:
The personal portion of any trip; any portion of the trip not related to
City business;
Expenses for any individual other than the Councilmember on City-
related business, activities, orevents, except as set forth in Section 8.a;
Entertainment expenses not related to City business, for example:
theater, in-room movies, sporting events or activities, personal services,
voluntary events;
Personal automobile expenses, including repairs, traffic citations,
insurance, or gasoline, with the exception ofmileage reimbursement,
pursuant to Section 7.b;
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Personal losses incurred while on City business;
Expenditures of a personal nature (incidentals, clothing, etc.);
Reimbursement forlocal meals not associated with an overnight event;
Reimbursement for political contributions or expenses for events
sponsored by political organizations, candidates, office holders, or for
other political purposes;
Charitable contributions, expenses, or events;
Expenses reimbursed by other organizations. Expenses for which a City
Councilmember receives reimbursement from another agency are not
reimbursable. The amount of travel expense reimbursed to the City by
organizations such as the U.S. Conference of Mayors, National League of
Cities, League of California Cities, or other organizations for travel by a
Councilmember shall be credited to the travel budget of that
Councilmember;
b.Reimbursements of Nonrefundable Expenses
Councilmembers must reimburse the City with personal funds for any
nonrefundable expenses if they register for an event (e.g., conference, dinner
meeting, etc.) but do not attend, unless they designate a substitute attendee,
or if they cannot attend as theresult ofa personal illness or emergency, which
is limited to one paid event per year.
5. Management Development Funds
Councilmembers are eligible for Management Development Funds, which may be
combined with amounts provided under this Policy, as follows:
a.
Management Development Policy No. 3-2.
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b.Amounts shall be the same as unrepresented employees.
c. Travel Funds may not be used to supplement Management Development
Funds.
6. Equipment, Supplies, and Communication Expenses
a.Miscellaneous Supplies
The following supplies and materials are available to Councilmembers at City
Hall for use in conducting official City business:
A card key for access to City Hall, to be returned when a
Councilmember leaves office;
Miscellaneous office supplies such as paper, writing materials, digital
storage devices;
Business cards.
b.City Souvenirs
City souvenirs are intended for official distribution. A log sheet describing
the type and number of items requested by a Councilmember shall be
maintained by the City Clerk and copy of the log shall be distributed to the
Council quarterly or semiannually. Souvenirs shall be regulated to the
following types of items:
One City logo item per year, at the discretion of the Mayor, is included
as part ofthe City Council budget.
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c.Communication Costs and Allowances
Communication tools (e.g., telephones, fax lines, cell phones, data plans,
computers and Internet access) are necessary for Councilmembers to fulfill
their responsibilities of communicating with constituents, City staff members,
and others in the course of City business. Each Councilmember shall receive
an annual communication budget, and the Mayor shall receive a
supplemental amount as adopted by the Council in the annual Adopted
Budget. This budgeted amount is intended to cover alltelecommunication
costs including telephones, fax lines, cellphones, data plans, computers,
Internet access, etc.
A communications allowance or stipend shall be provided to each
Councilmember semi-annually based on the amount included in the Adopted
Budget for cellular telephones and tablet devices. The communication
allowance shall be a reasonable amount to represent the reimbursement for
actual costs associated with telecommunication items noted above.
For all other communication costs (e.g., telephone, fax lines, computer data
plans, and Internet access), amounts shall be reimbursed based on actual
costs and detail receipts shall be required for all reimbursement claims.
Such items used shall be for business purposes with a amount ofdeminimis
personal usage allowed. Amounts provided are subject to IRS regulations
and guidelines.
d.Per-Term Allowances
Councilmembers must have office equipment to discharge their functions and
communicate with staff. For each term of office, Councilmembers will be
reimbursed by providing supporting documentation, up to the amount
adopted by the Council for office equipment. Amounts may not be
combined. Any unspent amounts do not carry forward to a subsequent term.
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Computer, Printer and Peripheral Equipment, Fax Copier, Answering
Machine, Cellular Phone, Pager, Personal Devices (such as a smart
phone, tablet, laptop, etc.), and the actual costs of installing up to two (2)
telephone lines, incurred after election to the Council: amount per term
as included in the Adopted Budget for the fiscal year elected to office.
Reimbursement for warranty plans or repairs of office items is allowed.
Allowance may not be used for monthly service or usage charges.
7. Council Travel, Meals, and Lodging
All expenses must be incurred in the course of official Councilmember duties for
the City. The expenses described in this section shall not exceed the budget
allocated to each Councilmember in Section 9 of this policy. All expenses and
reimbursement claims must be documented with detailed receipts; however, a
City Incidental Expense Receipt Form may be used to claim reimbursement for
those incidental expenses for a receipt which is lost or not normally provided.
Expenses permitted while traveling outside of the City include, but are notlimited
to, the following:
a.Airfare. Transportation costs to and from the authorized destination shall not
exceed economy-class airfare unless such fare is not available.
b.Automobile Mileage; Parking; Tolls. Parking, bridge, and road tolls
including FasTrak and mileage (which shall be recorded and reimbursed at
the current Internal Revenue Service rate for nonitemized travel)). \[NOTE:
See .\] . www.irs.gov
c.Car Rental. Rental rates must be the best available rate for a midsize or
smaller car.
d.Taxis/Shuttles. Taxi or shuttle fares, including a 15 percent gratuity per fare,
when the cost of such fares is equal to or less than the cost of car rentals,
mileage, and parking combined, or when such transportation is necessary for
time efficiency.
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e.Airport Parking. Long-term parking must be used for travel exceeding 24
hours.
f.Baggage. Baggage feesfor up to two pieces of checked bags.
g.Telecommunication Charges. Official business incurred when traveling such
as faxing, photocopying, or computer service; and other normal, necessary,
and reasonable expenses.
h. Lodging. If lodging is required in connection with a conference or meeting,
lodging expenses shall not exceed the maximum group rate published by the
conference or activity sponsor for the meeting if such rates are available at the
time of booking. If the group rate is not available, the Councilmember shall
use comparable lodging at the best available rate for that area.
i. Meals. Meal expenses, associated gratuities, and incidentals up toa total of
One Hundred Dollars ($100) per day, with detailed receipts provided.
8. Local and Miscellaneous Expenses
a.Guests. Dinner or admission expenses which require a Councilmembers
attendance as an official representative of the City and at which a guest
would be invited to attend, is permitted. Each Councilmember is allowed to
utilize his or her expense account for guest expenses for a maximum offour
events. The Mayor is allowed two additional guest expenses for a total of six
events.
b.Local Meals. Costs incurred by a Councilmember for local meals or lunches
in the course of meeting with constituents, staff, or other Councilmembers are
not reimbursable
procurement card.
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c.Admission Cost. The portion of the cost of admission or a ticket or donation
to an event which represents a charitable, political, or other contribution is
not an authorized expense and not reimbursable.
d.Professional Development. Costs incurred for professional development
seminars, publications, and memberships) related to a Councilmembers
duties as an elected official may be reimbursed as provided for
Professional/Management Development Program Policy and this policy, and
are the same amount as provided to unrepresented employees.
9. Budget
a.Annual Council Budget. The annual budget for the Council expenses shall be
recommended by a subcommittee of the Council and approved by the
Council in the annual City budget.
b.Mayors Budget. A supplemental amount may be allocated to the Mayor to
be used as a contingency for the additional duties of the office. Because the
term of the Mayor does not coincide with the fiscal year, the incumbent
Mayor will beallocated one-half of this amount for each of the two fiscal
years in office.
c.Budget Adjustments. Outgoing Councilmembers shall be allocated 50
percent of the budget for their seat. Incoming Councilmembers shall be
allocated 50percent of the budget for their seat.
d.Training and Conference Reserve. A training and conference reserve (the
Reserve) account shall be established in an amount approved by the City
Council. The Reserve may be used by any Councilmember, Mayor, or Vice
Mayor who has exhausted the amount budgeted for Training, Conference,
and Travel for their seat, for a purpose consistent with this Policy. The Mayor
or Vice Mayor must give prior approval for use of the Reserve by
Councilmembers in accordance with Section 10.d.
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e.Councilmember Budgets. Following adoption of the annual budget, upon
request, staff will work with each Councilmember to develop an annual
budget within the allocated amount for each member in order to provide a
monitoring tool for Councilmembers.
f.No Transfer of Councilmember Budget. The budget amount allocated to a
Councilmember may not beused to pay for the expenses of, or transferred to,
another Councilmember.
g.Amendment. The budget may be amended by the Council at any time.
10. Monitoring and Reporting
a.Expense Report. All expenses and claims for reimbursement shall be
submitted to the Finance and Administrative Services Department on City
expense report forms within 60 days of the incurred expense, and within the
fiscal year in which they were incurred. All expense reports shall be
accompanied by detailed receipts and shall document that the expenses
comply with this Policy for expenditure ofpublic resources. Inability to
provide such documentation in a timely manner may result in the expense
being borne by the Councilmember. All expense reports are subject to audits.
b.Tracking Expenses. Expenses of Councilmembers are tracked individually
against the budgeted amount and reported to Councilmembers as requested.
c.Receipts Required. Detailed, itemized receipts are required for all expenses
and reimbursement claims.
d.Use of Reserve Except as Otherwise Provided in Section 9.d of this Policy.
The Mayor, or Vice Mayor in the absence of the Mayor, must approve use of
the Reserve under Section 5.d of this policy and shall interpret any questions
of policy, legislative intent, and interpretation of a questioned expenditure
consistent with this Policy. Neither the Mayor nor Vice Mayor may make
interpretations or determinations regarding their own expenditures or use of
the Reserve. The Vice Mayor must approve any use of the Reserve for
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expenditures of the Mayor. Disputes may be appealed to the Council Finance
Committee by individual Councilmembers.
e.Personal Responsibility for Payment. Expenditures in excess of the budget
amounts or any expenditure not in compliance with this Policy is the
responsibility of the individual Councilmember.
f.Report to the Council. Each official shall briefly report on meetings attended
at City expense at the next scheduled Council meeting. If multiple
Councilmembers attended, a joint report may be made.
11. Violation of This Policy
Use of public resources or falsifying expense reports in violation of this Policy may
result in any or all of the following: (1) loss of procurement card and/or
reimbursement privileges; (2) a demand for restitution to the City; (3) the Citys
reporting the expenses as income to the elected official to State and Federal tax
authorities; (4) civil penalties of up to $1,000 per day and three times the value of
the resources used; and (5) prosecution for misuse of public resources pursuant to
Section 424 of the Penal Code.
Revised: March 21, 2017, Resolution No. 18129
Revised: April 24, 2007, Resolution No. 17203
Revised: June 22, 2004, Resolution No. 16904
Revised: November 19, 2002, Resolution No. 16748
Effective Date: July 29, 1963
CNL POL
A02-CP
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COUNCIL POLICY MANUAL
7.4.2 – Page - 1
Policy 7.4.2 Council Equipment, Materials, and Supplies
POLICY PURPOSE:
It is the purpose of this policy to establish guidelines and standards regarding the provision of
supplies and materials for Councilmembers.
POLICY STATEMENT:
I.Certain supplies and materials are required by Councilmembers to discharge their
functions. The City Manager shall make available to Councilmembers the following
materials and supplies when requested, which shall be used predominantly for City
business and only incidentally for personal use:
A.The means to access City Hall, both the Office of the City Manager administrative
suite as well as the Council conference room.
B.One file cabinet (upon request) per four-year term to be returned to, or purchased
from, the City at market rate when a Councilmember leaves office.
C.Customary office supplies and business cards for official City use. Individual
Councilmembers shall have the choice of business cards from a set of standard
City options. Councilmembers shall not use business cards that do not reflect their
official position or title (i.e., Mayor, Vice Mayor, or Councilmember) at the time
of use.
D.A technology allowance in the amount of $1,720 per Councilmember per four-
year term for the purchase of equipment including, but not limited to, a personal
computer; printer; laptop; fax; or mobile electronic device, such as a cell phone,
tablet, or notepad. Equipment purchased with this allowance shall be consistent
with standard City issue, or approved by the Director of Information Technology,
and shall be returned to or purchased from the City at market rate when a
Councilmember leaves office. An amount not to exceed $79 per month (non-
taxable) shall be reimbursed for monthly service charges for equipment purchased
under this policy.
1. Commencing on January 1, 2022, and annually on January 1 thereafter,
the technology allowance and monthly service charge reimbursement shall
increase by a percentage equal to the percentage increase in the preceding
October’s twelve-month rolling average of the Consumer Price Index-
Urban (CPI-U), or successor index, for San Francisco-Oakland-San Jose,
as determined by the United States Department of Labor, Bureau of
Consumers. The CPI-U base index year shall be calendar year 2021.
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CPI-U Adjusted Amounts
Year Technology Allowance Service Charge Reimbursement
2021 $1,720 $79
2. Public Records Act and Brown Act issues are associated with the use of
these types of equipment. To the extent the equipment is used for the
performance of official City business, much of the data contained in the
equipment is public property and considered a public record, therefore
subject to all Public Records Act and Brown Act policies.
E. Newly-elected and incumbent Councilmembers shall receive one City logo
branded piece of clothing per Council term year, style to be chosen by individual
Councilmembers from standard choices available. Newly-elected
Councilmembers will receive their first piece of clothing in the first quarter
following the certification of election results. In the first quarter of the calendar
year, a request for style preference will be sent to newly-elected and incumbent
Councilmembers from the Executive Assistant to the City Council in preparation
of ordering shirts for the next calendar year.
F. Newly-elected Councilmembers, or Councilmembers who have changed titles
after a Council election, shall receive a City name badge reflecting their new title.
G. Technical Support. Technical support to maintain and facilitate the use of
equipment is limited to official duties. Support will only be provided for
equipment purchased in accordance with section I.D. of this policy, and only at
the same level as is provided to City employees. Councilmembers must bring
equipment to City facilities for repair or on-site maintenance. The Executive
Assistant to Council coordinates the transport and return of equipment to be
serviced by IT staff.
(Adopted: Council Policy Update, RTC #14-0061 (November 25, 2014); Amended RTC #15-0317
(April 7, 2015); RTC #21-0099 (January 12, 2021))
Lead Department: Office of the City Manager
For reference, see also:
• Council Policy Manual 7.4.1, Section II, Implementation
• Council Policy Manual 7.4.11, Council Files
• City Charter, Section 807, Prohibition Against Councilmanic Interference
• Code of Ethics and Conduct for Elected Officials
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Policy 7.4.4 Council Travel and Conferences
POLICY PURPOSE:
It is the purpose of this policy to define the City’s expectations of Councilmembers who travel in
connection with their work responsibilities and to clarify which expenses the City will fund and
which expenses are considered the personal responsibility of the traveler.
POLICY STATEMENT:
The City expects to pay all reasonable costs incurred by Councilmembers traveling on approved
City business; travel is a privilege and not a right conferred by election; Councilmembers are
expected to use sound fiscal stewardship when expending public funds, and to travel in the most
logical and least expensive manner possible.
I. Authorization.
A. Mayor approval (or Vice Mayor for Mayor) is required in advance of any
Councilmember travel that requires a commitment of City funds.
Authorization shall be sought via submittal of a Travel Authorization
Request (TAR).
B. Any denied travel shall be accompanied by the reason(s) for denial, which
shall be limited to the following:
1. Requesting Councilmember has insufficient funds to pay for the
intended travel. (See Section II, Council Travel Budgets, below.)
2. The purpose of the intended travel does not meet one or more of
the following:
a. Represent the City in a Council-approved/ratified
Intergovernmental Relations role.
b. Advocate official City positions on key legislation, policies
or programs.
c. Attend a conference or meeting arranged by an
organization of which the City is a member.
d. Conduct presentations at a conference or workshop with the
goal of improving the efficiency and performance of
government in general.
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e. Become better informed regarding key legislation, policies
or programs impacting local government.
3. Failure to adhere to the provisions of this Council Policy 7.4.4.
(i.e., not submitting expense forms or receipts on time).
II. Travel Budgets.
A. Council shall establish travel budgets as part of the annual City budget
process.
B. Travel budgets for Councilmembers up for election or due to leave office
in any particular year shall be prorated to ensure adequate travel funds are
available for incoming Councilmembers. The percentage of travel funds
allocated to outgoing/incoming Councilmembers shall be determined by
staff and based on ensuring the ability of whoever is in office at the time
to attend the scheduled dates of the National League of Cities (NLC)
Congressional City Conference; the NLC Congress of Cities and
Exposition; and the League of California Cities’ (LCC) Annual
Conference and Exposition. Any unspent funds allocated to an outgoing
Councilmember’s seat shall be carried over to the incoming
Councilmember’s budget. The Mayor’s budget will be allocated similarly.
C. Each Councilmember will be provided with an update of his/her travel
budget, including balance and itemization of expenses on a monthly basis
by the Executive Assistant to Council. The Mayor (who authorizes
payment of expenses) will also receive the same information on each
Councilmember’s expenditures. The Executive Assistant to Council shall
send a notification to any Councilmember whose budget is close to being
overdrawn, copying the Mayor, the City Manager, and the Assistant City
Manager.
D. Councilmembers shall not exceed authorized amounts budgeted for travel.
Any and all travel expenses in excess of a Councilmember’s approved
budget shall be reimbursed to the City by the Councilmember.
E. Mid-year increases in travel budgets are discouraged and shall generally
be considered only if Councilmembers can demonstrate that additional
amounts are for unforeseen expenses that could not be anticipated prior to
the initial adoption of the annual travel budget.
F. There are two ways for a Councilmember to increase his/her approved
travel budget:
1. The adopted travel budget can be amended on a case-by-case basis
during the fiscal year by approval of the City Council at a public
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meeting. Councilmembers desiring an increase in their annual
travel budget shall provide an estimate of the additional amount
prior to actual travel or expenditure of funds. Justifications for the
budget increase shall also be included with the request for
additional funds. All increases in travel budgets must be approved
by a majority vote of the full Council prior to actual travel or
expenditure of additional funds.
2. Councilmembers may choose at any time to relinquish a portion of
their unspent travel budget to another Councilmember. Any
Councilmember wishing to do so shall notify the Executive
Assistant to Council and the City Manager in writing. Otherwise,
the remaining balance of unspent funds at the end of the fiscal year
shall return to the General Fund.
G. Any carryover of Council travel budgets from one fiscal year to the next
shall require the approval of the Council during the annual carryover
process.
III. Travel Arrangements.
A. Travel arrangements shall be made as far in advance as possible to obtain
the best possible fares and rates. Registration for conferences and training
shall be made far enough in advance to take advantage of early
(discounted) fees, and to avoid late registration fees. If travel arrangements
must be canceled for any reason, the person who made the arrangements
shall cancel them in sufficient time to prevent the City from incurring
unnecessary costs when possible.
B. Unless Councilmember’s opt to book their own travel, staff shall makes
arrangements for City Council travel including registrations, transportation
and lodging, and travel cash advances (if requested by the
Councilmember). Staff shall prepare a travel information packet for each
Councilmember traveling to any of the main annual conferences: the
National League of Cities (NLC) spring and fall conferences, the League
of California Cities (LCC) annual fall conference, and the U.S.
Conference of Mayors (USCM) spring and summer conferences.
IV. Transportation.
A. Travelers shall use whatever mode of transportation is the most logical
and least expensive. If a Councilmember elects to use a mode of
transportation other than the most logical and least expensive, the City
shall pay only the cost of the most logical and least expensive mode.
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B. Air Travel. Councilmembers shall not limit their air travel options by
specifying an airline. The airline offering the lowest fare for a logical
route shall be selected.
C. Use of Private Vehicles. Councilmembers shall be compensated for the
use of their private vehicles for approved business travel at the current IRS
standard mileage rate, provided that it is the most logical and least
expensive method of transportation. The City shall pay all expenses, such
as bridge tolls and parking fees, incurred as the result of a
Councilmember’s authorized use of a vehicle while traveling on City
business. Councilmembers requesting reimbursement for the payment of
such expenses shall obtain receipts and submit them with their Travel
Expense Reports. To drive a City or privately owned vehicle on City
business, Councilmembers must possess a valid California driver’s
license. A driver of a privately owned vehicle must also carry adequate
liability insurance coverage, and be responsible for any damage, service,
or repair to the car occurring on the trip, as these costs are included in the
City’s per mile cost reimbursement.
D. Train and Other Mass Transit. Councilmembers shall be compensated for
train or other mass transit fares and fees provided that it is the most logical
and least expensive method of travel.
E. Ground Transportation at Destination. Supplementary transportation
within the destination city shall be accomplished by hotel courtesy buses,
local shuttle services or public transportation, if available and logical. Taxi
or car service may be used when no other convenient, less costly mode of
transportation is available.
F. Rental Vehicles. Rental vehicles shall be used only when no other mode of
transportation is available or when alternate transportation would be more
expensive or impractical and must be authorized in advance. If a rental
vehicle is authorized, Councilmembers shall request the least expensive
vehicle category that meets their needs. Optional insurance offered by the
rental agency should be declined.
V. Lodging.
A. The City shall pay lodging expenses for approved travel, including the
evening preceding or subsequent to a meeting or business event when the
Councilmember would otherwise have to travel from his/her residence
before 6 a.m. or after 9 p.m. to reach or return from his or her destination.
B. When there is not a specific lodging site associated with official City
business, the City shall pay for actual lodging expenses up to the General
Services Administration (GSA) maximum rate allowed by location
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(http://www.gsa.gov/portal/category/21287). Note that the GSA maximum
rate applies to the base room rate only, and does not include taxes. Every
effort shall be made to obtain lodging at or near the facility where official
City business is to take place to minimize travel time and transportation
costs. The lodging should also be clean, safe and appropriate for business
travel. Government rates are often available and should be sought.
C. The City shall pay only for standard single rooms at conference,
government or corporate rates. The City shall pay additional charges for a
double room only if two Councilmembers share the room. Additional
charges arising from the registration or the sharing of a room with a
spouse or guest are not reimbursable.
D. Councilmembers shall notify the Executive Assistant to Mayor and
Council regarding any reservations for lodging they will not use. Any
charge for an unused reservation shall be considered the Councilmember’s
personal expense unless failure to cancel the reservation was due to
circumstances reasonably beyond the Councilmember’s control.
VI. Meals.
A. The City shall pay for a Councilmember’s meals during authorized travel,
including tax and tips, up to the per diem amount established by the GSA
for the destination location (available at:
http://www.gsa.gov/portal/category/21287 —“Meals Breakdown”), except
that the City shall not pay for the following:
1. Breakfast on the first day of travel.
2. Meals that the Councilmember elects to purchase from another
source when the meals are included in the cost of a conference,
training registration fee, or hotel stay.
3. Alcoholic beverages.
B. The City shall pay for meals during partial days of travel on a pro-rated
basis, as follows:
1. If the partial day includes travel before 8 a.m., the City shall pay
for breakfast.
2. If the partial day includes travel between 11 a.m. and 1 p.m., the
City shall pay for lunch.
3. If the partial day includes travel after 5 p.m., the City shall pay for
dinner.
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COUNCIL POLICY MANUAL
7.4.4 – Page - 6
C. Any meal reimbursement where a Councilmember is not required to travel
away from home overnight shall be taxable in the amount of the meal
reimbursement under Internal Revenue Code Section 162(a) (2).
VII. Miscellaneous Fees/Business Expenses.
A. Gratuities/Tips. The City shall pay reasonable and customary gratuities
and tips during City business travel. Tips for meals are included in the
standard per diem rate.
B. Business Expenses. The City shall pay for goods and/or services deemed
necessary for the completion of official business, such as faxes, copier and
computer usage, etc.; for Internet usage at actual cost and for all business
telephone calls. Cellular phones are often more cost-effective than using
hotel phones directly and should be considered as a primary option.
Collect calls should be avoided. Fees which include use of local calls,
wireless internet access, or other such amenities shall be covered by the
City. The City shall also pay for printed materials, tapes or other training
materials that may be available for sale at training, conferences, etc.,
provided that the materials are of benefit to the City and shall remain the
City's property.
C. Baggage Fees. If the airline charges for all checked baggage, the City shall
cover the cost for one checked bag only. Excess baggage charges are not
reimbursable.
D. Personal Expenses. Personal expenses shall not be paid by the City. In
addition to those items identified as personal expenses throughout this
policy, personal expenses include personal telephone calls, in-room
movies, spas and gyms, optional recreational events in connection with a
conference, laundry or dry cleaning, miscellaneous sundries, or other
items of a personal nature. Personal travel shall not be mixed with
business travel if it will cost the City or harm the City’s interest in any
way. The City shall not pay for any expenses of a spouse or other person
who accompanies a Councilmember on business travel.
VIII. Payment of Expenses.
Councilmembers may pay for allowable travel expenses by requesting a travel
advance in an amount up to the total estimated expenses for the trip minus any
pre-paid expenses. Allowable expenses may also be paid out of pocket and
reimbursed upon completion of travel.
IX. Settlement of Expenses.
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COUNCIL POLICY MANUAL
7.4.4 – Page - 7
A. Within three weeks of a Councilmember's return from a business trip, a
final accounting of all expenses associated with the trip shall be made by
completing a Travel Expense Report, and an associated Mileage Reporting
Form, if applicable, attaching original receipts substantiating all reported
expenses with the exception of meals, and submitting the report to the
Executive Assistant to Mayor and Council.
B. If the Councilmember received a travel advance and actual expenses were
less than the amount advanced, any unused amount of the travel advance
shall be returned to the City via a payroll deduction. Should a
Councilmember who has received a travel advance fail to submit a Travel
Expense Report within three weeks of return, the Department of Finance
may deduct the amount of the travel advance from the Councilmember's
next pay check unless the Councilmember can verify timely submission of
paperwork or an extension has been requested and approved with valid
reason.
C. If the Councilmember personally paid for allowable business trip
expenses, the City shall reimburse the employee through the bi-weekly
payroll process. Reimbursement of travel expenses received from an
outside source must be forwarded to the Executive Assistant to Mayor and
Council upon receipt.
D. The Mayor's signature is required as approval of Council expense
statements. The Vice Mayor approves the Mayor's expense statements.
E. To the extent that another agency or organization pays for the travel or
conference expenses of a Councilmember, the City shall not pay for those
same expenses. Councilmembers shall either submit the other agency’s
payment to the City (in which case the City shall pay for the
Councilmember’s entire expenses), or refrain from claiming expenses for
that portion of his/her expenses paid for by the other agency.
F. For multiple Council meals paid for by a single Councilmember, the total
expense for the meal shall be submitted on the expense report of the
paying Councilmember, along with a written breakdown of amounts to be
charged to the budgets of other Councilmembers.
B. When Councilmembers attend a group dinner where the individual cost of
each meal is unavailable, the Mayor shall determine a fair and equitable
method of distributing the charges among the various Councilmembers in
attendance. The City may pay for meals of official guests of the Council.
Costs for meals of guests invited by a single Councilmember shall be
charged to the individual Councilmember’s budget. The cost of meals for
guests invited by the Mayor or four or more Councilmembers shall be paid
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COUNCIL POLICY MANUAL
7.4.4 – Page - 8
by the City out of the Council program budget but need not be charged to
any Councilmember’s travel budget.
X. Exceptions to the Policy.
This policy does not claim to address all contingencies and conditions. However,
any exception requires Mayoral approval via a Travel Authorization Request
(TAR) for anticipated/known exceptions or via a Travel Expense Report for
unanticipated/unplanned expenses. Requests for exceptions should be
accompanied by the traveler’s written justification for the expense.
Examples of exceptions to this policy include, but are not limited to, the
following:
• Unusual business expenses;
• Per diem and/or lodging expenses which exceed GSA limits;
• The purchase of one or more meals from another source even though they
were included in a conference and/or seminar registration fee;
• The use of an alternate mode of transportation under the Americans with
Disabilities Act;
• Travel costs in excess of budgeted amounts.
XI. Audits.
The Department of Finance shall conduct periodic audits to ensure compliance
with this policy. Audit results shall be submitted to the Mayor and City Manager.
(Adopted: Council Policy Update, RTC #14-0061 (November 25, 2014); Adopted: RTC #15-
0343 (May 12, 2015))
Lead Department: Office of the City Manager
For reference, see also:
• 7.4.1, Staff/Administrative Support for Councilmembers
• 7.4.12, City Council Appointments to Intergovernmental Agencies
• 7.4.15, Council Advocacy
• City Charter, Section 807
• Code of Ethics and Conduct for Elected Officials
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CITY OF LOS ALTOS POLICY AND PROCEDURE
TRAINING AND TRAVEL EXPENSE POLICY
FOR MEMBERS OF LEGISLATIVE BODY
PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for the authorization and administration of public funds
for travel expenses and reimbursements for official City business as they apply to members of legislative
bodies. For ease of reading, members of legislative bodies refers to Mayor, Vice Mayor, Council members,
and Commission members in the following policy. Additionally, meetings can refer to any meeting, seminar,
training, or conference in the following policy.
All travel paid by the City shall be for business and training purposes that is of value to the City and its
residents. All expenses incurred while on City business shall constitute actual and necessary expenses that
are reasonable and justified use of public funds. When traveling, members shall choose the most cost
efficient, direct and economical travel options available. This policy shall be consistent with AB 1234.
City officials shall keep in mind that some expenditures shall be subject to reporting under the Political
Reform Act and other laws. All agency expenditures are subject to disclosure under the Public Records Act.
POLICY
The purpose of this policy is to establish business travel guidelines for members that are fair, accountable
and transparent. This policy addresses the criteria for City payment of travel expenses and/or advances
incurred by the member. Only the authorized members are eligible for reimbursement.
This policy supplements the definition of actual and necessary expenses for purposes of state laws relating
to permissible uses of public resources. This policy also supplements the definition of necessary and
reasonable expenses for purposes of federal and state income tax laws.
City funds, equipment, supplies, and staff time must only be used for authorized City business and shall not
exceed the adopted budget appropriation.
The Council's training and travel budget shall include a separate appropriation for all Council members to
attend the League of California Cities Annual Conference.
INTERNAL CONTROLS
In order to safeguard public funds, all of the following internal controls shall be followed by all members
that incur expenses while traveling on City business:
Attachment D
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All members are responsible for reading and complying with this policy;,
All training and travel expenses shall be properly authorized by the legislative body in advance of
travel, except in emergency by the City Manager;,
The duties between the travel authorization and reimbursement payment shall be properly
segregated;,
All training and travel expenses shall be properly supported by adequate documentation;,
All reimbursement claims shall be filed in accordance with the policy;,
If an advance check is provided, the member shall make certain the amount corresponds to the total
estimated expenses minus any prepayment;,
It shall also be the responsibility of the member to be aware of and understand the estimate of
expenses established by the estimate. The member shall monitor expenses to ensure they are within
the estimated amount unless unusual circumstances exist and if so, document such circumstances;,
Prior to any travel during which reimbursable expenses will be incurred, the member shall estimate
the expenses which will be incurred as a direct result of the travel and attendance at the training or
conference;, and
It shall be the responsibility of the member incurring the expenses to provide the proper
documentation for each expense, including receipts as required.
GENERAL GUIDELINES
Allowable Expenses
1. Allowable expenses are those that are properly authorized and shall include, but are not limited to,
authorized business expenses incurred while engaging and/or participating in the following activities
and/or events, which meet the criteria listed below:
The meeting is mandatory and/or necessary to accomplish key City goals and objectives. Such
activities include, but are not limited to:
Participating in and attending meetings of regional, state and national organizations
whose activities affect the City’s interests;,
Attending educational seminars designed to improve skill and information levels that
may be benefit to the City;, and
Attending business meetings, functions of local civic or community organizations where
there is a clear nexus between the event and their official City duty, i.e., not purely social
events.
If the training location requires an overnight stay, efforts shall be made to ensure no local option
is available. Government rates shall be used when available. Attendance at conferences and
travel time to and from the conference shall receive prior approval from the legislative body.
Registration fees will be fully paid by the City via check or credit card. Any discounts offered
for early registration or attendance by additional persons shall be obtained whenever possible.
PROHIBITED EXPENDITURES
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1. The following are examples, but are not all inclusive, of personal expenses for which the City shall not
reimburse the member, even when incurred in conjunction with other approved reimbursable expenses:
Receipts that are not itemized;,
Any expenses that have not been properly authorized;,
Double-dipping of expenses (submitting the same expense for reimbursement more than
once through the same or various means);,
Expenses incurred as a result of supplemental personal travel;,
Political or charitable contributions or events;,
Family or companion expenses, including those related to child or pet care;,
Entertainment expenses;,
Meals for any person other than the member;,
Non-mileage personal automobile expenses, including repairs, traffic citations, insurance or
gasoline;, air flight upgrades
Personal losses incurred while on City business;,
Inaccurate receipts that are greater than the reimbursable cost of the item;,
Alcohol and gambling expenses;,
Traffic and toll violations;, and
Any expenses incurred by individuals that are not members;.
2. Payments for travel and expenses shall be requested as an advance, prepayment or reimbursement of
appropriate expenses for lodging, food, transportation and incidental expenses. Reimbursement of
expenses shall be made only for members; no reimbursement is allowed for non-members
accompanying the attendee.
3. All reimbursement claims or advances for travel and expenses (including registration) shall be
accompanied by sufficient supporting documentation including properly approved Request for Travel
Authorization Form, original receipts, copies of registration forms, invoices, cancelled checks or
notation for any receipts that are lost. An exception to this requirement is listed under section entitled
Meal Costs.
LODGING, MEALS AND TRANSPORTATION
Airfare
1. Use of air, train, private automobile, or other mode of transportation shall be selected on the basis of
the least expensive option for the City. Government and group rates shall be used when available.
2. Transportation costs to and from the authorized destination shall not exceed advance purchase
economy class airfare unless such fare is not available. Members shall inquire as to any government
discount the airlines may provide. The City shall not pay for upgrades (e.g. seat upgrades or early
boarding options) without prior approval from the legislative body.
3. Members shall receive reimbursement for additional expenses (checked bags, travel insurance, etc.) with
prior authorization.
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Automobile
1. Automobile mileage shall be reimbursed at the rate set by the Internal Revenue Service (IRS) in effect at
the time of travel and will be reimbursed for the distance between home and the destination or work
and the destination, whichever is less. The Finance Division shall be responsible for determining the
applicable rate at the time of travel. This amount does not include bridge and road tolls, which are
reimbursable at actual rates. Mileage reimbursement shall be submitted within thirty (30) days of travel.
2. If a personal vehicle is used to and from the airport, the actual mileage shall be reimbursed. If a
personal vehicle is left at the airport, the reimbursement shall be the lesser of the following: round trip
and parking costs compared with shuttle transportation.
3. The necessity for a rental car must be established and authorized in advance by the legislative body.
Only economy car models shall be rented, unless the upgrade is provided at no additional cost to the
City. Prepaid gas is not to be selected, but optional insurance is required and shall be reimbursed. The
member is required to notify the City’s Risk Manager immediately in the event of any incident or
accident related to the rental vehicle.
Taxis/Shuttles
1. Whenever possible, hotel courtesy buses or local shuttle services shall be used. Taxi service shall be
used only when no other convenient, less costly transportation is available.
Lodging
1. No lodging expenses incurred by members within a 50-mile radius shall be reimbursed unless there are
extenuating circumstances with prior legislative body approval.
2. The number of nights in the hotel shall be equal to the number of days at the conference unless prior
legislative body approval for an additional night prior or afterward for necessary and legislative body
related activities.
3. Lodging expenses shall be prepaid directly to the hotel or reimbursed. Prepayment or reimbursement
shall be limited to single occupant room rates. Lodging reimbursement shall not exceed conference
hotel cost or host group rate. If conference lodging is not available, prepayment or reimbursement will
be made for alternate lodging, but shall not exceed the conference hotel cost or host group rate. No
reimbursement shall be made when lodging is at a family/friend’s residence.
Meal Costs
1. The City shall reimburse for documented meal expenses including gratuity (not to exceed 15%),
according to the daily Maximum Federal Rate. For per diem rates within the US, the member shall use
rate listed on http://www.gsa.gov/. If the destination city is not listed, then the rate for the county
applies. If there is no rate for the city or county, the lowest rate applies.
2. Meal expenses, including gratuity, in excess of the daily Maximum Federal Rate shall not be reimbursed
without approval of the legislative body.
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3. The per diem rates are to be reimbursed only for full days of travel (travel away from City overnight). If
there is a partial day of travel, the City shall reimburse meal based on the Federal Meal Rate.
4. If any meal is included in the registration fee or the hotel fee, the member shall not receive
reimbursement for the included meal. For example, if lunch is included in the registration fee, then the
full day per diem will be less the per diem allocated for lunch.
5. If a member returns home after 1:00 p.m., the member will receive the per diem for breakfast and lunch.
If a member returns home after 6:00 p.m., the member shall receive the full day’s per diem.
Miscellaneous Expenses
1. Expenses related to City business shall be reimbursed for actual telephone, fax, parking expenses, tolls,
tipping (non-meal related as this falls under the Maximum Federal Rates), taxi, hotel wireless charges, or
other reasonable expenses. Miscellaneous expenses shall be itemized and receipts shall be provided.
Where receipts are not available, a signed declaration of expenditures shall be accepted by the City
Manager or designee at their discretion.
2. Incidental expenses incurred for fees and tips given to porters, baggage carriers and hotel staff shall be
reimbursed up to General Service Administration (GSA) limit (currently at $5 per day). If the member
receives a full day’s per diem, no additional incidentals shall be provided, as this is already included in
the GSA daily rate.
3. Personal expenses (e.g. shoe shine, in-room entertainment, personal phone calls, traffic fines, etc.) shall
not be reimbursable.
4. If a personal side trip is planned, the City shall reimburse not more than the advance purchase economy
class airfare to and from the original destination. Any additional costs related to personal travel shall not
be reimbursed by the City.
5. If a companion accompanies a member, only the business cost incurred by the member shall be
reimbursed. All costs incurred in addition to the member’s costs shall not be reimbursed by the City.
Business Meeting Expenses
1. Prior to any business meeting, the legislative body shall approve any meal expense based on the
Federal Meal Rate or in excess. The itemized receipt shall include the amount of the expense, the
date and place of the expense, the business purpose, and who attended the business meeting.
2. Meals shall only be reimbursed for the cost(s) of the eligible item on the meal receipt. Overcharged
amounts shall not be reimbursed.
3. Meal reimbursement shall be submitted within 30 business days of the meeting.
PROCEDURE
Member shall comply with the following procedures:
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1. Complete the Request for Travel Authorization for City staff and Finance Department with all
information regarding meeting, travel dates, travel plan, hotel information, estimated costs, and
justification for the event at least sixty days before registration for the meeting closes.
2. The relevant parties shall agendize the request as early as feasible for legislative body review.
3. Legislative body shall approve or deny the proposed travel expenses.
4. Submit requests for registration and any advances or prepaid items within the standard disbursement
time period.
5. Members are responsible for turning in all receipts to the Finance Division within 30 business days of
returning from travel. Only expenses approved prior to travel shall be reimbursed by the City.
6. Within 30 business days after the member’s return from a trip, a Statement of Travel Expenses (travel
and expense report), supported by the Approved Request for Travel Authorization Form, shall be filed
with the Finance Division complete with the proper signing authority.
7. All Statement of Travel Expenses shall include copies of documentation of previous prepayments or
advances made, including registration, airfare, hotel, training agenda, etc.
8. Following an event for which a reimbursement claim has or will be submitted, the official seeking
reimbursement shall briefly report on the event during the next regular meeting of the legislative body
and no more than 30 days after the claim has been fulfilled. If multiple officials attended, a joint report
shall be made. This report shall be made verbally, or provided as a written report to be included as
information in the agenda packet.
Finance Division shall comply with the following procedures:
1. Receives completed Statement of Travel Expenses with the Approved Request for Travel Authorization
Form from member.
2. Receives the required backup documentation: Meeting agenda, receipts for airfare, hotel, tax/transit,
map to and from if mileage is used, per diem rate of the travel destination from GSA website or meal
receipts with details if actual meal expenses is used.
3. Reviews requested prepayments, advances and reimbursements related to travel. Checks the budget for
consistency with budgeted funds.
4. Process Statement of Travel Expenses and provides payment for advances, prepayments or
reimbursements.
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CITY COUNCIL POLICY NUMBER: 2019-03
EFFECTIVE: November 25, 2019
SUBJECT: Use and Expenditures of City Resources by Councilmembers
PURPOSE:
This policy provides guidance to City Councilmembers on the use and expenditure of City
resources, as well as the standards against which those expenditures will be measured. As used
herein, the term "City" shall mean the City of Redwood City, the Successor Agency of the
Redevelopment Agency of the City of Redwood City, and the Redwood City Public Financing
Authority. This administrative policy would satisfy the requirements of Government Code
sections 53232.2 and 53232.3 in the event such requirements could be constitutionally applied
to charter cities.
POLICY:
A.General
1.City equipment, supplies (including letterhead), titles, and staff time may only be used
for authorized City business.
2.Expenses incurred by Councilmembers in connection with the following types of
activities constitute authorized expenses for which annually-established professional
development funds may be used, as long as the other requirements of this policy are
met:
a.Communicating and/or meeting with representatives of regional, state, and
national government on City-adopted policy positions;
b.Attending educational seminars designed to improve skills and/or gain
knowledge relevant to their service as Councilmembers;
c.Participating in local, regional, state, and national organizations whose activities
affect the City's interest;
d.Attending activities which recognize service to the City including but not limited
to employee and volunteer appreciation celebrations;
e.Attending events hosted by or sponsored by the City;
f.Attending meetings that implement a City-approved strategy for attracting or
retaining businesses, which typically involve at least one staff member;
g.Attending events that benefit non-profit organizations that serve the Redwood
City community; and
Attachment E
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h.Attending to such matters where the Councilmember is serving in an official
capacity, including but not limited to matters pending before a judicial, quasi
judicial, or administrative tribunal.
3.All reimbursement claims for travel and related expenses shall be submitted to the City
Clerk's office on Statement of Expenses Schedule A (attached) within 60 days and shall
be accompanied by sufficient supporting documentation, including original receipts,
copies of registration forms, and/or invoices.
B.Lodging Accommodations
1.If the lodging is in connection with a meeting, conference, or organized educational
activity, lodging costs may not exceed the maximum group rate published by the
conference or activity sponsor at the time of booking. If the group rate is not available,
Councilmembers shall use comparable lodging.
2.If any guest accompanies the Councilmember and such guest is not required by the City
to attend the meeting, conference, or organized educational activity, the City will pay
only for the Council member's lodging plus applicable taxes at a standard single rate.
C.Subsistence Allowance
1.The subsistence allowance as of the date this policy is adopted shall be based on the
formula used to calculate the federal rate and consistent with policies and practices that
govern staff expenses of this nature.
2.The allowance for Councilmembers leaving for a seminar after 12 noon but before 7:00
p.m. shall be based on the formula used to calculate federal rates and consistent with
policies and practices that govern staff expenses of this nature
D.Exceptions
1.All expenses that do not fall within the adopted travel reimbursement policy or the IRS
reimbursable rates shall be approved by the City Council before the expense is incurred.
E.Reporting
1.Councilmembers shall provide brief reports on meetings attended at the expense of the
City at the next regular council meeting.
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NAME:
DEPARTMENT:
DATE BRKFST LUNCH
*Code for OTHER EXPENSES
A -Taxi, Bus fare, Car rental
B -Telephone, Fax
C -Parking fees, Bridge Tolls
D -Plane or train fare
E -Registration fees
F -Miscellaneous
Account Code:
Account Code:
Account Code:
Account Code:
CITY OF REDWOOD CITY
SCHEDULE A
STATEMENT OF EXPENSES
Attach all receipts where practical
VENDOR NO.:
VOUCHER NO.:
OTHER DAILY
DINNER HOTEL OTHER CODE* TOTAL
-
-
-
-
-
-
-
-
-
-
-
-
Total -Schedule A
Total -Schedule B
Sub-Total
Less Cash Advance
TOTAL REIMBURSEMENT
Amount:
Amount:
Amount:
Amount:
TOTAL REIMBURSEMENT:
PURPOSE
-----------
----------------------
===========
I certify that this claim is a true record of expenses incurred on official business of the City of Redwood City
during the above period.
Date: Signature: -----------------------
Department Head Approval:
City Manager Approval:
Finance Department Audit:
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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.
Attachment F
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Policy
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POLICY AND PROCEDURES 1-02/ASD
Travel Arrangements and Expense Reimbursement
Revised: January 28, 2016
Page 2 of 8
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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Policy
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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.
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Attachment F - City Travel
Policy
Packet Pg. 74
POLICY AND PROCEDURES 1-02/ASD
Travel Arrangements and Expense Reimbursement
Revised: January 28, 2016
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.
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POLICY AND PROCEDURES 1-02/ASD
Travel Arrangements and Expense Reimbursement
Revised: January 28, 2016
Page 5 of 8
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
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POLICY AND PROCEDURES 1-02/ASD
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,
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POLICY AND PROCEDURES 1-02/ASD
Travel Arrangements and Expense Reimbursement
Revised: January 28, 2016
Page 7 of 8
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.
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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.
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Policy & Services Committee
Staff Report
From: Chantal Gaines, Deputy City Manager
Meeting Date: February 13, 2024
Report #: 2309-2058
TITLE
City Council Referral to Discuss and Recommend City Council Procedures and Protocols on:
Council Discretionary Expenditures – Consideration of the establishment of appropriate
parameters for Council discretionary expenditures and whether to allocate $2,000 annually
from the City Council contingency fund for each Council member to decide its purpose.
RECOMMENDATION
Staff recommends that the Policy and Services Committee discuss the referral from
the City Council related to City Council Discretionary Expenditures and make a
recommendation to the City Council for inclusion in the City Council Procedures and
Protocols Handbook.
BACKGROUND
The City Council discussed the City Council Procedures and Protocols Handbook on January 30
and March 20, 2023 and adopted the most recent version on April 24, 2023. The City Council
referred a few discussion topics to the Policy and Services Committee during these discussions.
The Committee made progress on these referrals and have sent recommendations to the City
Council for consideration on all but one of the referrals (City Council discussion planned for
February 5, 2024). Referral #7 is the remaining referral and is analyzed within this report. All
referrals are listed below:
1. Procedures Section 1.1: Annual Organization of City Council.
2. Procedures Section 5.1a(4): Video Participation for Public Comment.
3. Procedures Section 8.2: Related to Enforcement and Censure.
4. Protocols Section 2.2: Refrain from Lobbying Board and Commission Members.
5. Protocols Section 2.8: The Role of Council Liaison to Boards or Commissions.
6. Protocols Section 4: International Travel.
7. Protocols Section 4.1: Miscellaneous Expenditures. Council referral for the committee to
discuss the establishment of appropriate parameters for Council discretionary
expenditures and whether to allocate $2,000 annually from the Council contingency
fund for each Council member to decide its purpose.
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Council Discretionary
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ANALYSIS
In 2023, the City Council referred to Policy and Services discussion of “the establishment of
appropriate parameters for Council discretionary expenditures and whether to allocate $2,000
annually from the Council contingency fund for each Council member to decide its purpose.”
This referral includes several sub-questions:
1. As a policy matter, does the City Council wish to allocate some amount of City funds to
individual Council Members to spend at their discretion, within limits defined by law and
City Council policy?
2. If so, what is the appropriate amount?
3. What purpose or purposes does the City Council wish to define for these expenditures?
4. In light of the identified purpose or purposes, what procedures are appropriate.
As a first step in considering these issues, this memorandum outlines the relevant state and
federal law requirements that will apply to any program of this type. This memorandum does
not explore the pros and cons of adopting a program to delegate spending discretion to
individual City Council members. It also does not discuss in detail the various purposes that the
City Council could approve for expenditures (beyond identifying purposes that are unlawful
under state or federal law), except to list a few potential options for illustration and
consideration if the Committee chooses:
•Small grants to community organizations
•Reimbursement for expenses related to official duties
•Funding for community events
•Discretionary dollars to allocate during the budget process
There may be other permissible uses that the Committee wishes to discuss. Note that the
purposes that the Committee and City Council choose may lead to additional legal implications
and considerations that will need to be analyzed. For example, purchases of good or services
are likely subject to procurement and/or operational limitations.
Written Expenditure Policy. The City Council should adopt a comprehensive written policy that
identifies permissible purposes for expending City funds, identifies impermissible expenditures
and other limitations, and establishes clear procedures and documentation requirements.
At a minimum, the policy should identify key legal limitations, such as the following:
•City funds may not be used for personal activities
•City funds may not be used for partisan political activities, including campaigning for
office or supporting or opposing ballot measures or candidates
•City funds may not be used to fund specific religious purposes
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•Expenditures must comply with laws prohibiting conflicts of interest
•Expenditures must comply with limitations on “mass mailings”
The City Council policy should be flexible enough to address any other legal issues that may
arise, depending on the specific nature and scope of the policy implemented.
The policy also should specify a review process and documentation that will be required.
Review and documentation protect the City and each Council member by demonstrating
compliance with legal requirements and City Council policy.
Finally, note that City expenditure records are public records and are subject to disclosure on
request.
General Legal Restrictions. The following are state and federal law prohibitions on certain types
of expenditures of public funds.
Prohibition on Use of City Funds for Personal or Partisan Political Purposes. Public
funds are designated exclusively for public purposes. While the definition of a public
purpose is broad, there are categories of expenditure that clearly do not qualify. It is
unlawful to use public resources for personal or political purposes. Cal. Govt Code §
8314. This includes using public funds for a personal purpose, such as an official’s own
personal purposes or the purposes of family or friends. It also includes partisan political
purposes, including the official’s own campaign activities or support or opposition to
ballot measures or other political campaigns. Staff recommends that the expenditure
policy integrate this prohibition and also include clear examples to highlight what
constitutes personal or political use.
Note that some well-intended City expenditures that do not directly and immediately
benefit local residents—for example, donations to other cities in response to disasters—
can generate questions about compliance with the public purpose mandate. These
concerns are sometimes described as “gift of public funds.“ When these issues arise,
California courts generally defer to the wisdom of city councils to determine the
appropriateness and public nature of expenditures. For example, courts have accepted
council findings that disaster donations support a broad community of mutual aid that
benefits local residents in the long run. If the City Council wishes to authorize individual
Council members to make extra-jurisdictional expenditures, it should define the scope
and public purpose rationale in its written policy.
Restrictions on Use of City Funds for Religious Purposes. The federal and California
Constitutions prohibit use of public funds for the purpose religious practice. U.S. Const.
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amend 1; Cal. Const. Art. XVI, Sect. 6. Recent Supreme Court rulings, however, have held
that religious institutions may (and in some cases must) be allowed access to public
funds when these public funds are made available to other private organizations for the
same purpose. Carson v. Makin (2022) 596 U.S. 767. City Council’s policy should identify
both the restriction on the use of City funds for religious purposes and the requirement
not to discriminate against religious institutions and should encourage consultation with
the Attorneys Office whenever these issues arise.
Avoiding Conflicts of Interest. The Political Reform Act, Cal. Govt Code §§ 81000 et seq.
(the Act), prohibits City officials from directing funds in ways that could result in
financial benefits to themselves, their family members, or other entities in which they
have financial interests as defined by the Act. Under the Act, financial interests include
real property, ownership and investment in business entities, sources of income, gifts,
and personal financial holdings. Cal. Code Regs. 18700 et seq. City Council's expenditure
policy should acknowledge the conflict-of-interest provisions of the Act and incorporate
guidelines to ensure adherence to these legal requirements.
Adhering to Mass Mailing Rules. The Political Reform Act also prohibits the use of
public funds for “mass mailings.” Under the Act, a “mass mailing” is any tangible item,
like a newsletter or brochure, in quantities of 200 or more, featuring an elected official
and financed with public funds. These mailings may not be sent to residences, places of
employment, businesses, or post office boxes. (The restriction does not apply to
electronic communications.) If the City Council’s expenditure policy permits the use of
City funds for distributing such materials to residents, it will be important to include a
provision for staff review prior to distribution to ensure adherence to the mass mailing
restriction.
Additional Legal Restrictions that May Apply to Certain Types of Expenditures. Additional
legal procedures or restrictions might apply, depending on the type of expenditures that the
City Council authorizes. Without knowing what the City Council is interested in, we cannot yet
provide a complete analysis. We do know however, that the following types of expenditures
raise particular issues.
Reimbursement for Expenses Related to Official Duties. State law authorizes
expenditure of local funds to reimburse city council members for “actual and necessary
expenses incurred in the performance of official duties.” Cal. Govt. Code § 53232.2.
State law requires a written policy specifying the types of occurrences that qualify for
reimbursement, and establishes other procedural requirements for reimbursement
rates, documentation (receipts), and reports on uses of the funds. Govt. Code § 53232.3.
Amounts paid consistent with these procedures are excluded from salary that would
otherwise be subject to the maximums under state law and the Palo Alto Charter. Govt.
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Code § 36516(e). If the City Council decides to authorize funds to be used for
reimbursement, it will be important to comply with all of the requirements of Sections
53232.2 and 53232.3, so that these funds are not counted towards salary. This is
because the City Council has directed that salary be increased to the state-law limit,
leaving no room for additional funds should they be classified as salary.
Grants to Community Organizations or Funding for Community Events. When the City
makes grants to community organizations or funds community events, staff vets
recipients and uses agreement templates—appropriate to the type and size of the grant
or event—to document expectations and protect the City and taxpayers in the event of
unexpected negative occurrences. In the case of very small neighborhood grants, the
agreements are short and relatively simple, and focused on the most important issues
(e.g., non-discrimination and appropriate insurance). If the City Council is interested in
authorizing individual the City Council members to make grants or fund events,
consideration should be given to who will have contract authority, whether vetting and
documentation will be required, and what that will look like; conversely, if none is
required, the City Council should understand that there may be risks assumed by the
City as a result.
FISCAL/RESOURCE IMPACT
The City Council contingency fund total allocation is determined each year through the budget
process and this program proposes to dedicate some of those funds, thus this is not new
funding. However, depending on the program parameters discussed, the staff time resources to
administer the program would need to be further assessed.
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