SR-9E
qe
MAY - 5 1S:I
CM KEL"f \cmgr\stfrpt\ccrules Santa MOnica, CalIfornia
Council Meeting Apnl 1, 1998
TO Mayor and City Council
FROM City Staff
SUBJECT Proposed Council Rules Concerning Travel and Resources Available to
Councllmembers
Introduction
ThIs report presents for CIty Council consIderation a resolutIon containing proposed
CouncIl rules concerning travel and resources avaIlable to councllmembers
Background
As directed by the CIty Council, staff revIsed the resolution outlining rules regarding
Council travel, staff assIstance and matenals Clarification of Council policy regarding
reImbursement of chIld care expenses for City Council and Boards and CommIssIon
members while attending offIcIal CouncIl and CommIssion meetings IS provided In thiS
report
Previously, the Council adopted Resolution 5532(CCS) which clanfled Section 602 of the
CIty Charter by establishing a poliCY regardmg travel by the Council Section 602 of the
City Charter provides that members of the City Council be reimbursed for necessary travel
and other expenses when on offiCial duty out of the City on order of the City CouncIl
1
qE
H~Y - 5 638
In general, Resolution 5532 CCS addresses conferences, meetings and other events
council members may attend, travel advance procedures, and budgeting for
Councllmember travel The attached resolution IS consistent with and elaborates on
Resolution 5532 In addition to the Information on travel by Councllmembers, the attached
Resolution Identifies resources available to Councllmembers
DUring prior diScussions of this matter, Councllmembers suggested reVISions to the Imtlal
proposal Those suggestions have been Incorporated Into the attached resolution The
most Significant reVISion Involves the way travel funds are distributed to outgoing and
Incoming councllmembers Additionally definitions are clarified and poliCY gUidelines as
opposed to specifiC examples are proposed
As requested by the City CounCil, this draft was proVided In October for CounCil review and
comment One question raised was whether It would be permIssible to use City travel
funds to attend events sponsored by organizations that the City does not belong to
According to the rules, a Councllmember must seek the approval of a majority of the
council In order to attend such an event at City expense By CounCil poliCY offIce holders
cannot use public funds to attend an event sponsored by a political party Another question
was whether the City should pay all or part of a Councllmember's electriC utility bills
because of the City provided fax machine and computer ThiS suggestIon has not been
Incorporated In the resolution because the Incremental amount of power used IS minimal
2
--
Rules of Conduct for City Council Meetings
City Staff IS currently workIng to propose revIsed rules of conduct for City Council
meetings In addition to Incorporating the rules regarding seating and voting order already
adopted by the City Council, reVISions are being formulated which Will make the rules
consIstent with State law and current practice A draft revised resolution Will be circulated
prior to scheduling this matter for council consideratIon
Reimbursement for Child Care EXDenses
In the past, the City Council has indicated support for Board and Commission members
obtaining reimbursement from the City for child care expenses Incurred while attending
commiSSion meetings Councllmembers and the Commission on the Status of Women
have felt that child care responsibilitIes should not preclude IndiViduals from volunteering
service to the City According to City Council Resolution 6751 (adopted September 20,
1997) board members and commiSSIoners are eligible to receive reimbursement up to
$2500 per meeting (not to exceed $50 00 per month) for expenses related to service on
the Board or Commission Eligible expenses would Include but are not limited to child care
expenses Procedurally, eVidence of actual expenditures of $10 or more IS submitted With
each reimbursement request ThiS Resolution does not apply to the Council
Budaet and Financial Imoacts
- -
There are no budget or financial Impacts associated With the recommendation contained
In thiS staff report
3
Recommendation
Staff recommends that the City CouncIl consider and adopt the attached resolution
Prepared by John Jahh, City Manager
Susan McCarthy, Assistant City Manager
Katie E LIChtlg, Semor Management Analyst
Attachments Resolution regarding GUidelines and Standards on Travel and
Resources avaIlable to Councllmembers
4
- -- --- -- --
CM KEL SG F \CMGR\STFRPTS\CCGUIDE1
April 1,1998 Santa Monica, California
RESOLUTION NUMBER (CCS)
(CIty Council Senes)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA
AMENDING AND EXPANDING RESOLUTION 5532 (CCS) REGARDING TRAVEL BY
COUNCIL MEMBERS TO INCLUDE CITY COUNCIL GUIDELINES AND STANDARDS
RELATING aJ;f{~RQJN~ TO COUNCIL TRAVEL. STAFF ASSISTANCE fSQJ~: AND
OTHER RESOURCES AVAILABLE TO COUNCILMEMBERS
WHEREAS, Section 602 of the City Charter of the City of Santa Monica
provIdes that members of the City Council shall receive reimbursement for necessary
travel and other expenses when on offiCial duty out of the City on order of the City Council,
and
WHEREAS, the City Council desires to establish a policy In furtherance of
thiS section
THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE
AS FOLLOWS
SECTION I Coo~n=CII;~~yej~in((~~j(~ens~~~~~Ifi!~~~~~Mri9YF9nan~:~it'Yif@jR~y
actual and necessary expenses Incurred by Councl members when tl-ey travel o..;tslde the
City wh.le cor:ductlng o~lclal City business In f\.ortherance of thiS poliCy. the follOWing
gUidelines are establls/"led
PJ C_Q~r.c;[members' attendance at conferfJflCfiS and mef2.U'19s...
Councllmembers are hereby authorized to attend conferences,
conventIons, meetings, educational seminars and other events
sponsored by those organIzations In which the City holds
1
membership 9B~~~PQ-o~r~:l?~~1t(~~~~~"y Examples of such
organizations are National League of Cities, NatIonal Conf'EH'Emce
of Mayors, CCi:ifGiiii~ LeCigue Gf Citie:;, League of California Cities,
Local Government Commission, Independent Cities ASSOciation and
the Southern California Association of Governments
AM M!l other travel by Councllmembers and all travel by outgoing
(~~~~I~~~tIgijl;.~-QU~~nm~tlm@t~ shaH ro~if be approved at a duly
noticed CounCil meeting, by a simple majority of the members In
attendance
g" TraVefBu(faeff~~~~Cbljnblmem~~j1)~lt~~eiVe ari~gq~I~~m~~nt
~ -~~
of travel funds at the beglnnl""ig of each fiscal yea" In the ever:t a
eoorlC(rmembei~lS~~aWY)l3ffiber~I8t~tlia~bo~rtEof;brie?OE~th~~al,Bve:-
-~-~-~ ~ ~-~ ~-~~~ ~- ~ ~~_-_...~~_~ ~...__ ~_.;. ~ __~_._ - - ~_-_~_-_- -~ ~.- - ~~~~~~~~_-___ _ _.... -~--<" _-~-_-~ ~ ~-~~_~_"'_"'-- -.7~
>;'0 ~~~~oif - ~o' < <""""-~lc;<c TO'd 'is,?;c;>ayfc(itat f(~nuJa8aitio;~o.<i~(r~~Ot~
m~JiQrL-_ Qrll~lJtt~l_QO~UID" _~Q, ,_-~ ~,,_,JiLEL,.=____ ~-~-~!M _,_@'~~~~~
City meetings. the CounCil may consIder an additional one-time
~UQ~~~t~lfqQas~r~Jfl~~Rg,rna~fitUJjfJ~4fi~~~U~Ug~]
deliberations For outgoing Counc:lmembers and t~ose standing for
r~&l~p!JQ!iJ!y~~Jffb~~ pHhe~t)ij~~I~!J:?~~rp.4dge~ y.rRl~g;~:t<<g~J~d
at t'1e beginning of ~he fls:::al year. for Incoming Councilrnembe~s
8:1d these re-elected seven-twelfths of t!'1e annual travel budget Will
be allocated when the Councllmember IS Installed Any travel funds
unspent by an outgoing Councllmember or those Councilmembers
not re-elected Councllmembers Will not be allocatee Travel
expe~~ffluresby each Council member shall be a[~ limIted by to the
amount of funds In thetf hIs or her "tripS and meetings" account
One Councilmember may tiC:;ii5f&i fuiid:; fivili :'i:; vi h6i G'~'y'ii
aeeouAt to fRat of authOrize use of a portion of his or her a II o::::at I on
QY another Councllmember If authOrization IS made In writing to the
2
......~.. 1.1______ __..I ___.__ ___ ___..."'_..1 ~_ &1.._ ....._..__.1 Council with
vlLY IVICl:l~Q~vl c;u....... ~V~H::::;i'.o;J' I;;U'V ,..,tVVIUV-.... LV LlIO VVUII\pIII
a copy to the City Manager
~ach Co....ncllmember will be provided with penodlc updates of
ris/her travel expenses compared to budget as expenses are
ih9urred.
q~ Expense5;~FteffnDursea&BefiiJt>iJt$~~la~~~~i!11~~Ut~~~oloQ-DiWf
travel may Include but are not lImited to registration fees,
transportation (Including rental vehicles at the meeting site If su~
IS less expensive and more practical than other available transltl
11eals. chll::1 care allo....vance of not more than $20 oer day and
lodging Admln.stra~lve procedures reg ard I ng official ~ravel
contained In Administrative Instruction IV-2-1 are applicable to ~he
Cbrlntit
""-.. .__...... IlA__L....___ ___ _. ....1.-.__.__..... &_ ......__~.._~. ._.-1.... ._ _.-J.~____ _.r ...__~~_I
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J.___ __~. &__ _It ________1-1- ___-I ________ r _"-~-------- ..... _I. ...J.__ I_~_.__
lV I-'oy IVI 011 I...O~VIIO.....I" 011..... 11"''''''''''~~OIY O^I-'",I.;)v.;) 111....'1..11..11"1::1 IVU~1I11::1
~_... ___1- ^ II &.._..1_ ...__..._ __ _-J. r__ __ _~ ...__~ ~_I ---.. ._.L ......-.. L. .11..
alliU .II"OJC.lly r\U IUI.~~ UIO\lVlf UI QU\I'QII.......v VI llo...,O'I IIIU..:JIL LJV" lUll'
JLi~~'.t.-... . .--- --.. '-n ~t...__. .-1.. ------.-~.-- ~& ~---.-~- --.... 1-.11- -~-
';OUII".... UI-'VII '0\1..1' \1 II vUbI" 1-'1 v.;)vl I\OLlVII VI I v....vll-'\~, I-'C::HU LI"'~I ...\'-'
1..,______ _s 1__.... .&.L...__ d"o1 " r'tn __.....1.- ___-oJ ....._.1. L..._ ...___.__'-_....J .& .&.1-__..
1....^P-';::;;II.;:jI-';::;;.-::I' VI )-';;;;.;;;JI~ \.llr;.l) I ...p I V VV 'tJC\"") I 11CvY I nJ\ U'1;;;; I ~'-'''C:PIt-'L~'-'' 11 UI'1i:fi J
Sic itciii,L:c;:: ^ ..I.v'ari--'" &. .-...- --~ _u~_~..J_'" _1.._11 1.._ __~. .___...1 .-
r-\U I'-"'V'..... IUI I......~ I I\JL O^fJ"'iI .......c.... ..;).Iall uc I VU..I1 5 H;;;,Y lV
~I.._ ......~.. r-._____ I"'\u.___
lI.v vny I II IOllvv '\",IIJ I.....vl
C0uiiCi:lU~i1i~er3 ...1.-- ...1_ --< ....1_-,.. -.....---- .t. ._..1_ _1.._11 1..-
VVJ ~v UV IIVL.. YI QYV OU...OII...." IUIIU.;t .;tJ 1011 LJ'W-
rSii'iibi...iiScd .t__ c:1 ____ ___L-. 1__ --..I ......_-----_. _"-r_______
IVI E CO..;tVI IQU5-';;;;;;; Oil...... 11~'-'O..;Jl..;Jc:Hy "^1-'011.;>0.:> UI-'VII
______.&._.a..__ _& ____.._.a._ --...1 1...11_ -~- r-"".,_____ ..a.____ __~ 1__....._ ........__
......1 v.;:J'I;J'1 n..auv~ I VI I 'C'vCI.........;:J, t-'CUU .....Inv, Clv L..-^l'.Ivl ...::1'1;:;0 ~ L'l\:ill I~ VI I~~~ 1I U::ilI I
ft"l "" rot ro&i"'\ _ __-I __... L-ar.'- _ .-. ......__......_ _ _..... __ ........ .~ "'l-._~. ____ ..&.__.__-J
.p I v VV I,...vu , IV\ I I V'" 0 ;;)UI-'I-'V' \.. '1::1 I "''-'''''I-'l .. \1 Ivy (;II" I\"IIII~"U
3
w.~ Reconciliatlon~:Of~Ex~~-nses; j~QjJ~~iIffl~~~~~h~JE~fggQJj~ff~1~
expenses and cash advances for each trip or event within 30 days
of the reimbursable activity
C1 Prohlblt~s;t Expens~s Expenditures by Counci!members for the
follOWing Items are not eligIble for reimbursement
j~ Travel expenses for a Councllmember s far,";ll~ or
traveling companion, except those expenses for child
care as prOVide In tre applicable AdminIstrative
lr\sl&:9t~9m
~ Mealor other expenses Incurred pnor to or after the
end of the offiCIal travel (with the ex:.eptlon that meals
while traveling d'rectly to and from are permlltedJ~
~. Parties and entertainment which are not offiCially
sponsored by the City
4~ :t1ie':cf!sEot~jcohojicJ:ieveril-"e:s'1
, - - - - - - - - - - - - - - - - - - - .9 _ _ -
Sf Portions of offiCial travel hosted or paid for by other
e:01iti~!1
f$J Mlre~g~\(~~&I~~usl0-9~~ p~t~g6aE~~Dlx;.1~~Whll_~ij~~~tJ
Qff[~iijl~t(~~I~tatq$j
~~~K~riI~n~ Ho~t1ng~Ye"i!~for'VlsitifigDig!1Uiries. The City may host events
lnte:lded to welco;,,;,,:e dlgnltanes VISiting the City In their offiCIal capacity as an elected or
appoln~ed oF-lelal of a governmen~al entity. foreign or do:r.es~lc Within tne constraints of
the CounCil Office budget (public enter::alnment line Item) the fo. oWing procedures ane/or
<~-"-f'"-.'k</~'"-"- ---1'-"
p-~JgLe~$~!3PR~
~ A Councllmernoer shall place an Item on the City Council age~da
to request adva:1ce approval for hosting and paying for the event
The reque~t -shOUJ9' inClude 1~~ntiflcatiQfl oftl1:~~gtl~&t~lq~R~~fDyn~d;;
4
a~~nbll~~Eixceecr~cost~Qtlnei~veol "~tni1~officla>>c;~;~;o~~-'set)r~tbe~,W3it
- - - - - - - - - -.", - - - - - - -'- - - - - - - - - f-._,- ~_ >,~-,-_ _~~~~4"~ -_~~~~~--
and any written Itinerary from the VISIting dignitaries
00 All Council members shall be invited to attend any approved event
{QH~[~i1!pg~~Ugm(~rf~~~
~< A}H~~t~~!OY~~ to attend an approved ever.t shall have an offiCial
Ru(pbs~~ro~~~:atfehaJn~"~~iliEf~~EWEmt or sha:l be the sRQU$~~~Ot
_ _:>- ~/___~~_~_ _~. /" _ s--<- __._-.- _. ~__............-........~...-....
com~aoron~o~~~Cit--c_~~ff1cfaHpf~Vrsrtrtl~:al"-'"-~lfa''"~
~ _ _ p_- _ _ _ _ < _-_ -. _~ _- _ Yr__ _ -_ ~ _ ~ _ ~ _ ~ _~_,~ ~ 19-_ __t'JD, _ ~
SECTION III Resources Available for Conducti09.._City au~ines~. Ce--:8 n
resources are require': by' Council members to conduct City nuslness. \Nlthl'i the
constraints of the budget and upon request from the Council member the following
resources will be made available
/!I:, A'l{~y~l~~~I~~H~)~~nq ~tB~::CRYn9jj~~ff]~~t(f:J~Ji.of~jpfO~qNl6go~~
CC..mcll:TIernber leaves cfflce
B? A reasonable amo~n~ of OffIce supplies (inc uClng statloner~).
photographic portral:s of ~r,e Councl''TlelTber and bL:slness cards for
Qffi9i~t Cijy-w~e.
G: Reimbursement of telephone calls which are related to City COJncl1
b~stnes~:
0; E;1~.Ctr6nIG equipmentlnduding; but riot fimlt@Jo;- a p6fffi.9[~~G@mJlar
f~f~Ph9[1~_-a page(::~ perso6'~r-computer syst'$m ihcluQlhg~~~15finter
and a facslrrlle machine ElectronIc equrpment will be consistent
wiUl~then(rOdan(r-' :atl~Q-(~-~-g8ea t(fCltYoStaffland~shalLbe~relir -e(j
_-_-_-_- -_-_-_-_- _ _-_:Q'Y_ _ J?(QM-,-_-_-,-_~-_ - -_-_ ~~,--~-_-~_-_-_- -_~ -_ .-,-,- -v_-J!L~,-
tQ~Jij~ City when a Council member leaves office,
5
E' Ir.stalla:lon of one telephone line ~~ijB~th?~~rgOi~EtqY!Rm~n'
"'
a~~Nfef{1fg~~~~lwJ?(lr~w~rm~~Etijg$..gO~.9J~i@llr~g!i~e~.fl~fl~
ioCtifreJJJ~J~lr>- ~-_rt ~ the '-eLac1iQotci~e- - frmeiU~
~~<_ _ _ "'"' _ "'~ _ _ _ IP.P-Q _~_ _~_~ -~ __ _ ~ _ _ ___ _.Q ~fJ:t~~_<. <
ffi InformatlQD Retnevall.Research by_C'~y Staff A Councllme:-:-:ber
may directly request routine easily re~rievab[e Information from a
sftift~me"mbet;fe"Ogniilro~a:r'-' {SSae~"--"enaft(:~Befotr -~tfie~~-8untjlt{ao
'-'-~ ,-, ,-,-,-,-,-.-.-. .-.g-, ,,_-,-,g,-, <-- - < ~ ~ - ~_-.~__"_ 9:----- ,-. -~~-~ -.-, _',' ,-.". ,=~
Issue which the Councllmember Intenas to bnng to the Counc,lor
an Issue previously established as CouncIl policy Such d:rect
req~ests should be rrade With the ~Qj;L@1igilnb~jD.~ll~g~~
City C:e"k or City A~torney as appropnate and wlth:n departmental
oroadml OfS:t(~tie :policies.
a~ Res 0 QO..ses_ to C!tlzen'.s Comolall1ts__by._Cltv Staft ComplaInts
dealing With the administratIve affairs of the City should be dlrec~ed
by the Councllmember to the City Manager or to the appropnate
D~Rijmfi~ofH~ad With a copy or appropnate notificatIon to the City
Manager, Cou'icilmembers may request that staff respond direct,y
f9.Jhe~gJi)stituent~~ll~ck to the InquIring COl.ncllmernber so that he
or she may personally contact the ccmplalflant
R1 Asslstance~~fo~Sl~ff~lff~Spe~cn~an(jHlliif~gpon(fentrEi~~reparanonl
Courcllmembers are entitled to staff assistance for speech and
cQrr~$pQijq~Deg~prepa-r~ftQrj:~r~[~J~?i~JO~~<<Y1Rli~rit~ss The City
M_~D:a9~G~Wi I ~~ ~~~lu-at~jfle - ieqy~~f -ader assign ca-ppropriate : ~taJf
r~~Q~r~~-s': Whe~~~'l~iI~~-,:eJfd~9ytBn~_ pf _ issC!esJg:J:?~ cov~rect~j:
Yie.JL~$:=jJyailable supporting matenal IS ~o be prov ded by the
requestIng Councllmember Requests should be I mlted to a
speech or correspondence that reflects adopted Council policy or
6
rel?1~~::toEm~lt~rs- tr,a~ have been or wl~1 be considered by the
Council Councll'T.emoer correspondence shail be limited to 200
prg~~O!m~UHi~r;~!~trlQut(QOf
H l<r1feRlovernmentaf~Assr(]nh1enfs~~1Rij~lgO~~I~~Iaff~~~J~tan~1~Jl
be provided to Councilmembers serving on or seeking appointment
t9:a~~PQrjpatl!~~ti)bt~fgQ:vtiront{:tDl~1~Q<Ef~~~eihllft~~~~gJt~~fiq~
approved appoimment of a member to that body or In the case
when the Council IS not the approving oody, If the Council has
consented to that member sitting on that body. For purposes of this
policy Intergovernmental bodies are broadly defined to Include
wmmfU~~s of Intefgo~erTIm?Qf~I~~gencie~ -9fQJgaDI~~tio'ns. _Us~~pf
~laff sflaJJ~ be COr'lil${eo~Wlt1i~fti~~to.lf&WU1g- guiCielioe$:
t~ If the Intergovernmental body has Its own professional
__i
staff such staff should be used to the greatest practical
ijj1~~i~~~~~Ii~tI~fit~
2~ ~Jty:~rtjQ~YI~tte:Qil~!flEt~imlrg~~RQ-Qf~[~li-m~~:(lg~if
the Councllmember requests such attendance With the
alipCQya~~Pt (t~parfra~ot~(~Q~~Pjt~ !ba~~Jj~m~rit~
3. The Dn~ary responsibility of staff IS te review Issues
before t!":e In~ergovernmental body as t'1ey may affect
the City 81"ld advise and assist the Councllmember In
presenting Issues before the full CouncIl or
representing Council S pOSition before the body
J:) F{oulfne:S'upporfServlces. The Council OFlce staff provlaes rou~lne
~YPPQg;s<<;!rvjces t(;O~oyif~ilm~)i1~ers it1~JydflJg~fq~ J9J IQV{!Og:
j~ pjep~rnURft~f~&tesgpri1~ir~t:t~I~t(Qg,J9~qffi~iaJ~CjfY
bUSiness Within the resource restraInts of t.,e adcoted
7
budget ana the limitations noted above Each member
~!~~~~C-q!irlg(wiWge given equal consldera~ion City
resources will not be made available for
correspondence to or for political organIzations, In
support of a Councllmember's pursuit of an elective or
partisan office, In support or oppOSition of a ballot
measure, or In support of someone else's pursult of an
eleatve~Br~?~affisai\~fjjC@l
- - -- - - -, - - - - p - - - - - - - - - - - -- -
2:0 Assistance In scheduling meet'ngs cC'"1cernlng City
~
ooSlness:ana~makTtf'f"" istital~ahd-lraVe[aria[{-gments
'."."." -~ ".-. -~-.--- -- -!Q--Q9-----"~,.".". ----~-- - </ -----,-,g-.~-.-~---"
for Of.IC al meetings
3~ Assistance In securing sIngle caples of official records
4~ Unless otherwise requested by a Councllmerr:ber.
Council rna,l Will be opened dally and if of a non-urgent
o~f4~~;~HtSt(jbu~ed ~wilt)Eth~~~g~bga:od:mQf~g~y~aJjd
qefcre Council meetings on Tuesday evenln;)
Coun::,:merr:bers may pick up mall at City Hall at any
itm~
&~ a~P.QU~1i<<~~~eQQQgHffi~~~it[q~~jl~111~nQn~
-:;-?:-
jnqpJr~~
SECTION IV The City Clerk shall certify to the adoption of this resolutIon, and
thenceforth and thereafter the same shall be In full force and effect
APPROVED AS TO FORM
MARSHA JONES MOUTRIE
8
CM KEL SG F \CMGR\STFRPTS\CCGUIDE1
April 1, 1998 Santa MOnl
RESOLUTION NUMBER (CCS)
(City Council Senes)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA
AMENDING ANt> EXPANDING RESOLUTION NUMBER 5532 (CCS) REGARDING
TRAVEL BY COUNCIL MEMBERS TO INCLUDE CITY COUNCIL GUIDELINES AND
STANDARDS R[LATING REGARDING "Fe COUNCIL TRAVE~, ~TAFF ASSISTANCE
FOR AND OTHER RESOURCES AVAILABLE TO COONCILMEMBERS
WHEREAS, Section 602 of the City Charter of the City of Santa MOnica
provides that members ofthe City Council shall receive relmbursementfor necessary travel
and other expenses when on offiCial duty out of the City on order of the City Council, and
WHEREAS, the City Council deSires to establish a policy m furtherance of
thiS Section 602,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA
MONICA DOES RESOLVE THAT RESOLUTION NUMBER 5532 (CCS) IS HEREBY
AMENDED TO READ AS FOLLOWS
- - . .. .
SECTION I COuncil Travel and Expense. It IS the policy of the City to pay
. . ..... . .
actual and necessary expenses Incurred by CounciJmembers When thEiY lravetoulsidettle
. .-.-. ... .
. - ...
City while conducting official City business.ln.furthenulCe of thif)'Jio!icy;thefoUowing
g uJdeliries are established.
A Councllmembers' ~neng.9nce at conJ~rences and meetmgs
Councllmembers are heieby authorized to attend conferences,
conventions, meetings, educational semmars and other events
sponsored by those organizations In which the City holds
membership or sponsored by the ..- City Exampies of such
1
orgamzatlons are National League of CIties, Natioiia: Cviifaiailca of
Mayvis, Ca:ifo,ilia :"'aagua of Citias, teagQ~of'(~aJiforniaGitie~h
Laced Government CQJ1lmlssiotllhldependenlClties AS$oclatitm and
the Southern California Association of Governments
Aft Any other travel by Council members and all travel by outgOIng
. .
(post-electi(:m}ColJndlmemb6ts sha:: must be approved at a duly
noticed Council meeting, by a simple majority of the members In
attendance
B Travel Budget Each Councllmember shall receive an equal amount
of travel f4nds at tije beginnIng of each fiscal year In the event a
Councllmember IS a member of the board of one of the above-
"-.. .
mentioned organlzatlon8;and is required 10 aiten&addition~lout-of~
. .. .. ... ...
cnymeetings.Jhe CoiJncil may.conSider anaddltIonaJ one-:-time
allocation oftr8vel funds for1hi$pmpose during the annual budget
dehberatlon~For olltgoing Coullcilmembers and those standing fcir
re-elecAoh, five-twelfths oft,he annual ttf.lVeU,:):pdgetwill beall9cated
at the beglnmng of the fiscal year, for Incoming Councllmembers
andtnose re-elected, seyen-twelfth$ofthe anrlualttavel budget will
..
beaIJocated when theCoancilmember is instal~~~ Any travel funds
unspent by an outgoing Councllmember or those Councllmembers
not re-elected Councllmembers will not be re-allocated Travel
expenditures by each Councllmember s~a:: ba are: limited by to the
amount of funds In t~aii his or her "tripS and meetings" account
One Councllmember may tiaiisfa, fuilds f,oi"ii ~iS 01 ~a, C;V"V11
accouiit to t~at af suthorizeuseof a portion of his or herallocatiQJ1
by another Councllmember If authorization IS made In wntlng to the
City Maiiagai aild copia5 aia pivviGad tv the CvuiiCi: COuncibilith
a copy to the Cjty Manager
2
Each Councllmember will be provided with periodic updates of
. .. .
hi~ftler travel expenseS compar.eato budget a$e~penses are
incurred.
C Expenses Reimbursed,.. Reimbursable expenses for authorized
travel may Include but are not limited to regIstration fees
trari$portation (including rental vehicles at the meetmg site If such
"-"- . .-.
IS leSs expensive anti more practiqBlthanotttef: av8ilable'ttansit);
. .
meals; ch:ild care allOWanC6ofriOfmore thari>$20~r daY'~ and
lodg mg Administrative procedures regarding offICial travel
contairied In Admmlstratlve InstructIon IV-2-1 are applicable to the
CounCil.
""_..__.1 .....___L.___ ___ _...&1.-._...__-1.&.-. .-I__....,c..-...-I_._ _-1..____ .-.,c.&.__...-.I
.....VUII.....II IYI~llllJ~l;:) ell ~ ouu IVIl'~U lV \.II OVV I UIIU;:I III OUVCJ.II\"oI:: VI 1I OVI::I
.._ __.. &__ _II _______L..I_ __.... ________. _u______ .__,. ......__ 1_...._.__
lV tJoy IVI 011 1I::0;:lVIIOlJII:: OIIU 11~\"o~;:);:)OIY ~^tJ~II;:)I::;:IIII\"OIUUIII!:IIVU!:IIII!:I
__.... ___1- ^ II &. ._...._ ....__..._ ._ _..1..____ -..E .L__. _.-..1 _. ._.1. 1-._ .c. .11..
OIIU 111~01;:) 1"'\11 IUIIU;:I UICJ.YVII III a\.lVOllul:: VI lIaVl::1 111U;:)~ lJl:: IUIlY
.4 ._.I...c:_.-I . .~__ __.1. .__ J.L_~. __L ~_____..&._....__ _E. ____._J._ __.-.1 L....I_ -..-
JU;:)UIII::U UtJVl1 Il::lU111 1111 VU!:I11 tJll::;:)1::11 LaUVl1 VI I l::ul::ltJ L;:) , tJalU IJIII;:), I::l.....
expenses of :i355 t:'aii $~ G GG cac:' iii3~d ii0t b~ i'~ci3ijJti3d ift:-,~y ai'~
...1.___--..___ -s ^-I~~_______-I ~.._-I__ __.&. _..,,__...-1.-.-1 _L.._II ...._ __~.~___--I- ~_ .&.1-._
IL~IIIIL~U I"'\uveu 1\"ol::U I UIIU;:) IIV~ ~^tJI::IIUCU ;:)110.11 lJl:: Il::lUllll::U ~v ~II~
City rmance Officer
r-.__.~ _.I__~I-. ~__ ...L- _ ...1- --.. --1--..- _--1._____ &..-....- _L.._II L.._
.....VUII....IIIII~llllJl::l ;:) VVIIV UV IIVL UI avv ou VOII\"o~ IUIIU;:) ;:)11011 lJ~
__._1.... .___.... &__ _II _______LI_ __..I ii~Ci355a'y' -.....------ i..ipvii
1I::II11IJUr ;:)I::U IUI 011 11::0;:)VllellJll:: aliI.< ~^"'I::I 1;:1..,.;:)
______.L_.L.__ _E ____._J._ _ _..-1 L. .11_ -..- r-..._____ _ ..1.___ _r 1___ .&1-.__
tJll::;:)~IIlCJ.L1VII UI 1I::\"o~ltJL;:), tJCJ.IU IJ III;:) , I::l..... l...^tJl::ll;:I~ Ill::l I I;:) VI I~;:);:) U lall
""'....n nn ___-I __.& L_.,-. .- _....-.__...&..__ ____....... .~.&.L_,. ___ ..&.____.__.-1
-II I V VU II~~U IIVI IlaY~ 0 ;:IutJtJUI L1111::1 1I::\"ol::ItJl II L11~Y al..,. 1l~111I'~U
D. ReconciliatIon.. of expenses Councllmembers shall reconcIle the
expenses and cash advancesf6r~h trip or event witijin 30(j~s
Of the reimbursable activity.
3
.-... "- - ..- .-.- --.
E. Prohibited<Expenses. ExpendituresbyCounciimembersfor the
following Items are not eligible for reimbursement
1 Travel expenses for a Councllmember s family or
traveling compamon. except those expenses for child
care 8!i. provide In the applicable Administrative
IhstruCtion.
2 Mealor other expenses Incurred prior to or after the end
. - -. .- - -- ...
aIthe offreial traY~Hwltfl:the exceptJon that'mealsWl1ile
traveling directly to and from are permitted),
3 Parties and entertainment which arenotPfficially
sponsored by the CIty
4 The cost of alcoholic beverages.
. .- .- ----... ..
.. ..... .
5 Portions of Official travel hosted or paig,forbyother
entities.
6 Mileage traveled using a personal vehicle while nolpn
official travel status.
SECTION II Hosting Events for Visitin.9.P'i.9nit~rje~. The City may host SOCial
events intended to welcome dignitaries visiting tbeCity in their official capacity a$an
.. ..- .--.
elected orappainted official ofa.govenirnentat entity, foreign or domestic.JNithintfie
- . ..
cori~traintsof the Council Office budget (public entertainm:~trroe i~m). thefoJlowirlg
procedures and/or policies apply:
A A Councllmember shall place an Item on the City CounCil agenda to
request advance approval for hostl(lg~nd paYIt19 fortne event~ The
reqtiestshould includeidentificatidnof the g~tst()be inVjted, a
. .
"not to exceed" cost of the>event, the official PtJfp08eB:fthEfVisit and
any written itinerary frorn~he visiting dignitanes.
B. AIICouncilmembers shall be invitedto atlendaoy approved event
foniisiting dlgmtaries.
4
L_ _ _ _ __ __
. . ..
C. All guest$if)vltedfosffend an approve~event shan have~n offiCial
purpose for attendmg the event or shall be the spouse or campa man
of a City official orVlsltingdjgnitary.
SECTION III Resources Available for Conductina City Business. Certain
resources are requlrecf<by Councilmembers to conduct City busIness Wlthm the
constraints .of the budget and upon request from the CounctlmemQer, the. follOWiil9
(Elsourceswill bemad~available:
A. A key to City HalLand the Council Office to be returned wnena
CouneilmemberleavesOffice.
B A reasonable amount of Office supplies (Including stationery).
photographic portraltsoHhe CO(jnC:iJmember and boSin~sscards.for
official City use.
.. .
C. Reimbursement for lhecost of letephone celtIS mad? which a.re
related to City CoUncil busmess.
D. Electromc eqUipment mcludmg, but not limited to, a portable cellular
. .
telephone~<a>pager and a personal CQf,llptl:tE;lr sy~temitlcludinga
. . ... .
.. ..- .
printe(and a faCSimile machine. 8leclroolc eqwpmentwllI be
consistent with the kind and quality provided to,<Cityslaff and shall
be returned to the CitY when a Coijricilmembe(feave$office~
E Installation of one telephone hnetb be used/with the electronic
. - - - -..
. . ..
equipment as wella$ reimbUrsement of reasonable incim:m~1
expenses incurred tdsupportllieeleclronic equipment
F. Information Retrieval/Researchby City Staff. A Couii(;.Ilmember
may directtyrequest routine, easily retrievable informatjpn from a
5
staff member regarding an Issue pending before the Council an
issue which the COUE1Ci1mell1ber Intends to bring to the Councilor an
issuepreVrous Iy e5tabl ished as Cou ncllpaIlCy~Such:;pjre6treq uests
should be made with the knowiedgeof the CityManag~r, City Clerk
or City Attorney as appropriate arid Within departmental or
administrative policies.
-- . . - --- - .
G. ... Responses to Citizen's Complaints byCity St8ff~ COfuptairitSabout
. .- ... .
with theadll1inistrative affalfsofthe Clty~hould be directed by the
CouncIl member to the City Manager or to the appropriate
. ... ..
.. . -.
DepartmentHeadWith a copyodippropriate notification 10 the Gily
Manager/Councllmembers may request that staff respondipirectly
to the constituent or baCk to the inquking COlincifmember so tn(;lthe
or she maypersonaJly contact the cornpiain,ant.
H. Assistance of Staff in Speech>andCorresponaencePreparation.
Councllmembers are entItled to staff aSSistance for speech and
correspondence preparation related to City business The City
. .... --"
Manager wilLevaluate thereques1 and assign appropriateSl$ff
resources VVhen available an outline of Issues to be covered as
well as available supporting material IS to be provided by the
requesting Co.,mcilmember.Requesfs should belimitedto a speech
or correspondencelhat reflects adopted Council policy ofrelatestp
matters that have been or wilt be considered by theCouncH.
Councilmember correspondence shalt be limttedto 200 pieces of
ma il per di$tiibution
....1. Intergovernmenta1 AssIgnments Reasqna:tJlestaffassistance Will
. - - - -
be provided to Councilmembers serving on ar$eek~OO appointment
to a nonpartisan intergovernmental body Whe.n tfle Council has
6
approved appointment of a member to that body or, In the case
when the COUncil is not ttie approving body. If the Council has
. .
..- . --.-.
consentedtothat member slttmgon th.iltbOdy. For purpOses 01111is
policy,: intergovernmental bodies are broadly defined to Include
.. .. .... ..
committees of intergovernmental agencies Qrorganizalion$i Use Of
staff shall be consist$fwith tbefpl]Qwing gui~inest
"-" ...
1. IUhe intargovernmentalbody has ."itS ownprofessiQnal
.. .. -.
staff, $uch staffshouJd be useg "to the great~t praCtiqal
extent. rather than City staff~
. .... ..-.
2. City staff may attend theintergdV~rrlnlental meeting if
the Coun~lmember rE:}QY:ests such~ltenCianceWith the
approval of depCirtm$tat and City management.
3 The primary reSponsibility of staffis to review issyes
before the intergovemmentalbody as theY(iiay affect
the city and advise and assi!i)tthe CounCilrnemberin
presenting issues before th~ftillCouncB or represeriting
Council s pOSition before the body
J RQutlne Support Services The Council Office staff provides routine
supportseJilices to Councilmembers ir"l(;jt.l(jirigttieroIlOWing:
1. Preparation ofc;orrespondehce relating to official City
bl.JSines$withintf1~r~9urce restraints of the adopted
budget and the limitations noted above Each 6fthe
Gouncilmember wilt be given equaJcon.sideratjon. City
resources . vii'll! not be made available for
correspondence to or for political organizations In
. -. - -.
support of a CQundllllernber'spursuit ofanelectiv~~r
partIsan office In support of or Opposition to a ballot
measure or In support of someone else's pUrsUit of an
elective or partisan office.
7
2 Assistance In scheduling meetings concernmg City
b.usinessand making logistical and travel arrangements
for offICial meetmgs.
...3. Assistance m securing single caples of offiCial records
4 Unless otherwise requested by a CQuncilml9mber~
. ..
Cquncil mall will be opened daily and If of a non-urgent
nature, 4iStribut~d with the agenda on Thursday and
befo re Council meetmgs on Tuesday evening
Counpilmembers may pick up maif at CityfJall atabY
time~
-- . ..
5. Response, ata Councilmember~sJequest;to telephone
. . .
'nq U1nes
SECTION IV The City Clerk shall certify to the adoption of thiS Resolution, and
thenceforth and thereafter the same shall be m full force and effect
APPROVED AS TO FORM
~<L~;14 ~&,
MARSHA Jet'fES MOUTRIE
City Attorney
8
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