SR-9A (39)'~ v ,~ 9a ~o
_
CM KEL fi lcmgrlstfrptlccrules2 wpd
Council Meeting May '19, 1998
TO Mayor and City Counc~l
FROM C~ty Staff
~AY } g ~
Santa Manica, California
SUBJECT Proposed Council Rules Co~cernmg Travel and Resources Available to
Co~nc~lmembers
I~troduct~on
This re~ort presents for City Council considerat~on a resolution containing proposed
Counc~l rules concern~ng travel and resources ava~lable to councEimembers
Backaround
As direeted by the City Cauncil on May 5, 1998, staff revised the resolution outl~ning rules
regardEng Counal travel, stafF assistance and resources Tfi~e re~GSed resolution
addresses th~ concerns about notify~ng fellow counci~members when travel funds are
sha~ed, the elig~bility of expenses fior e~ents that ~nclude a meal and are in lieu of
reimbursement for a meal, the kind and quality of electro~ic equipmer~t used by
Councilmembers, clarifying the limit on tt~e €~um~er of pieces of ma~l per distribu#ion and
recei~mg at ~East weekly mail deli~eries Each af tf~ese matters are addressed m the
attached resol~fion {noted in bold and italics in Aftachment Aj Councifinembers aiso
raised quest~ans about t~e appropnateness of recei~ing City reimbursemen~ fior
conferences and meetings within Santa Monica One minor change to the resolut~on has
1
..
MAY ~ 9 ~g
been made to address fhe Counciimembers' concerns {Section I~l) The City Atfarney wifl
be prepared to c1arG#y pro~risions of the City Charter that appEy to ex~ense reimbursement
for e~e~ts that take place wtthin the City
Budget and F~nancial Impacts
There are no budget or financial impacts associated with the recammendation contained
in this staff repart
Recommendation
Staff recammends tF~af the Gity Counci{ consider and adopt the attached resolution
(Attachment B}
Preparsd by John Jalili, City Ma~ager
Susan McCa~thy, Assistant City Manager
Katie E Lichtig, Senior Management Analyst
Attachment A Stnkeout Vers~on af Resolutian regarding Guidelines and Standards on
Travel and Resources ava~labEe to Councilmernbers
Attachment B Resolution for Adoption regarding Guidelines and Standards on Travel
and Resources available to Councilmembers
2
Attachment A
CM KEL SG F.ICMGRISTFRPTSIccreso wpd
May 19, 1998 Santa Monica, Califomia
RESOLUTION NUMBER (CCS}
(C~ty Counc~! Ser~es)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA M~NICA
Ai1/1ENDIf~G ~~1.~R~1V~~~t~~ RESOLUTfON NUMBER 5532 (CCS} REGARDING
TRAVEL BY COUNCIL MEMBERS TO INCLUDE CITY COUNCIL GUfDELINES AND
STANDARDS ~B ~~i4F~~F~~ TO COUNCiL TRAVEL, STAFF ASSISTANCE
~~~ AND OTHER RES~URCES ~~~I~~~~~~~~~~~IGJL~~~t~S
WHEREAS, Section 602 of the City Charter of the City of Santa Monica
provides that members oi the City Council shall receive reimbursement far necessary
travel and other expenses when on officiai duty out of the City on order of the City Council,
and
WHEREAS, the City Council desires ta establish a policy in furth~rance of
this Section 6~2,
NOW, THEREFORE, THE CITY C4UNCIL OF THE CITY OF SANTA
MONICA DOES RESOLVE THAT RESOLUTION NUMBER 5532 (CCS) IS HEREBY
AMENDED Tfl READ AS FOl.~OWS
SECTION ~ Council Trave~ arZd Exnense. It is the policy of tre C~t;,~ to pay
~~ual~i~i i=~s~~~ji ~x~i.is~s _~?i1'~sf ~y C~~nci~~ei~i~i~s'vYheri=~hi~~raiz~~~=..`=:='~-__`~=
~ify ~vhile ~onduc#ing offici~l City business In iu-the;a~~e of this ~o' c~,~ the folloti~;~ng
~~ic~ei_i~i~=~r~~s~~~il~s~Z~~;
~ ~c.~nctlr.-~~Cpbers' _attendance at conference~ _ and lneeki~~s
Councrlmembers are ~p authorized to attend conferer~ces,
conventions, meetings, educational seminars and other events
1
sponsored by those organizations ~n wh~ch the City holds
membersh~p ~~ ~~~~~~i~'~~~_;~i~~#t~~~~i~~€ Examples of such
orgar~~zatror~s are Natior~aP League of Cr#~es,
e#~la~a~s ^--~.`~-~~.~- ~ ~--y r ^ .~- te~~ae of~California=~i~i~s:
, ~..a~~~~~ ~ ~~~ ~~a ~;~ :r~ ,.,it~~J __ ~ _ _ _
Lacal Government Comm~ssian Independen` Cit~es Assoc ation and
#ti~ Southern Cafiforn~a Associat~on of Governments
~4f+ ~~ other travel by Councilmembers ~r~i~~]t-~~avei=p.~~utgfl~n~
~~ios~~~e~i~~~'~~u~~i)r~5~if~s ~ i~~5~ be approved at a duly
noticed Council meeting, by a simple ma~arity of the members ~n
attendance
B~~ T; avel Budge~ Each Cour~cilmember shall receive an equal amo~.:nt
of tra~rel funds at the }aeginning of ea~h fiscal year In the event a
Councilmem~er is a member af the baard a# c; ~e of the above-
- - ~ ~_~~ -- ~~_--~-= ._-,_-~_~ -- ~~r =- _~_- ____ _ -~1_- _ _ _ _ . . _
~ie~ti~r~~~g~t~~~a~~Qns_~rir#~s~i~iret~ ~fc~ =a~#~~d:ac~clitiona(~~u~-of;
C~ty meeti^gs, the Counc : may consider an ad~itional anz-t;me
a'locati~n of travel funds ~or th~s purpose dur~ng t`~e annual budget
delil~r~EiQia~;:,F~~.i~ufgQi~G~u~ilmei~be~a~_tF~~e s~anding_f~~-
re-ele~#~on, frwe-twe~fths cf the annual travel budget w~;l be al~ccated
a~~~~~~~~r~~~~_~e;~~~~~~a~; yfa~~ncorr~ i~~:;~~uric~~rierrib~~
and those re-~:s~ted spven-tv~~eifti:s of t~e ann~al travel budget ~v~11
be allocated w#ien the Counc~lmember ~s ~ns}a,fed Any tra~~~f funds
unspent by an outgo,ng Ccuncifrram~er o; those CounciTi~ie~E?er~
~ot~_~~tected Counalmembers ~v~~i r~~t be re-a ccated Travel
e~r~iti~es_b~ each Councilmember ~e ~~~ limited ~~~ the
amount of funds ~n ~tetF h~s or h~r "trips ~nd meetings" accourtt
s....,.,~..r._.~ r.._~_ s~'..... ~._ .... i..,.._
ne ouncilmember may ,~ a~ ~~~~~ E~~ ~~~ , ~ ~~ ~~~~~~ u~ ~ ~G~ VYY~ f
author~ze use of a pork~on o` his or rar allo~at on
2
b~ another Counc~lmember if authonzation ~s made in wr~tkng to the
r+.a.. ^ e._.,..._,...__ ,._.,i .._ ..,.. ...__ __....a..~ •.. ~4... r+,.........i ~`OU~1C1~
v~ty ~v~ai ~ayci a~ ~u ~,vj/ic.~ a~c j~~vr~uc~ ~~ ^i ic vvu~ i~.ii ,- -, `,` --
~Q~f[~~_~fa~w~~~i~~~~vpy:#~ ~~~ ~~Tty;~llar~ager
Eaen Counc~lmember will be provi~ed w~th periodic upd~tes of
hislhe~ travei ~xpenses compared to budge# ~s exp~nses are
i~~~~~:
~x Ezi~~nse~=~~~imb~rsei~~=_ Reirr~~ii~s~f~~~==exp~n~s=;~~r ~a~~l~o~~z~~
f~a~el_~may=~rrc~i~de;~~sat=_:are ng#=.~it~i~~~~~tor_~~egi~t~r~f~cir~,~~#~es;
transportat~on (inciu~mg rental vehicles at tne rneetmg s,:e ~f such
is less exper~si~rp ar~d more practical than other ava~lable transit},
i~~als~~~eii~~ =as~c~a~~ ~v~h"~Ii~~:r~ieefi~ig;~ir~~oii~~ "rerrce "~-f~ich
iri~l~ia~~~ ~~~;~n~~~~~~~~~~~~i~`~jr~i~u~e~rient_~oi~ ~fia~~~~1
during a day of offrcial #ravel, child care allo~Nance of r~at mcre
than $20 per day an~ Iodging Adr~ir~ strGti;re ~: ccedures
regarding off~c~al trave! conta~ned ~n Ad€r~n~strative [r~s~r~act~~n IV-2-
'f _ar~~~p~ili~a~~~#~~~e~~oit~~i~i
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cai ~~ 1 i iGO1J ~ii i ui ~~S ~i a'rri ~ lr) S~'Jcai i~~ vr u uVEi i i iuai uc ii.iii'y`
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~ R~a~~ric~[~~~~~_~~~~~~s~rise~._~~~r~~l~~i~?~~~-~~ha~[~~~~~~
expenses and cash advances for eackt trEp or e~en# rvithin 3D days
~~-~: _.-~_ _
of.~~~~r~ [ri~~~r~b3~~: ~~
~: Prohi~ited Exp~^s~ Expend~tures by Cc~.r~ci;members for ;he
fo~~~vYT~ig i~eriis=ars_~io~ ~Ji~ibl~~~`Q~reimb~rrs.~me~ts
~; ~`~a~et _~~~n~~;:#~~~_a;=~ou~i~itmemb~~~~=.fi~mil~._ o~
t~avel~ng compar,~~r~, except those expenses for child
care as pravide in the applicab!e AdministrQtivB
~n~tr~c~€C~i~:~
~ Meal or ofh~r ex~aenses mcurred prior to ar after the
en~ cf the offiaal ~ravel {w;~h trie excep:ion that ;~eals
w~ile~cave[ing _i~ir~ic~~~i tv~ar~d ~ro~-i:~r~~eirmi~fed~i
~, Parties and en~~rtamme:~t tivhich a~e not off~ci~lly
-- ----- - - ~ ~- -~ --_--_ r..._ :--~--- -
~siirc~~~by~t~~~i~;~x~~j~fa~-~~f~~#1r~~S~;tiQr~~1~
~i# ~is~i~;si~lut~~~~
~s T~e cost of aleohahc beverages
~~ PorFians of ~ffic.ai trave~ hcsted or pa~d for by at„~r
entif ies:
~: Mile~g~.~rai~el~d ~ss~ng=a-persi~~a1 ir~fi~ele ~iite_r~ot Q~i
4~Ff~~i~J=tra~r~~~s~atr~s~
~Tt~~:'~~~ F~~i~~i~~~nfi~~far ilisi~na~Diaiiifa~i~~~:~f~i~~~y:a~aj~ry~i~s~~s~~i~
events intended to welcome dign~taries v~s~ting the City in their off~cia! capacity as ar
~lected or appo~nt~d eff~cral af a gover^me~tat entity fore:g~~ ~r domAst,c ~l~thr ~ t~e
~~a~frain#s~=of~~e`~Gctunc:l Office budgat rpublic ente~:ainrneni lir~ ,t~m; the fvllowm~
4
~racedures an~lar policies apply
~ A Cc~ncr~rrem~er s~all place a~ 1#~rr on the Crty C~uncil agenda
to request advance approval for hostir,g a; ~d paying fcr the eve~t
T#~~~~u~~s~o~.il~ii~~lr~d~~s~~#~i~ati~r~~~thecg~a~st~~~o;f~~ ~u~f~d~
a~not to exceed` cost of ~he event, the offic~a~ purpose af the vis~t
~i~~ra~y~'~#~~~~i~i~e~a~f~~ii~~t~~~~~~~~~=~i~n~~~~[esr
~~= A'i Cou~cilmembers shall be invited to ~ttend any appro~red evpr~:
for visr~ng-digr~itar~~~.
~~ AI! gues:s inv:ted to attend an appr~~,red event shall have ar~ off cial
---_-- - ~ -- ~~. - - ~~~_ ___._ ____ --- - -
~~a~~~~~r~~ens~in~ti:~h~~~~r~~ ~~s~rs~~~t=-~r =#~~;~s~~~~~,~i~
cam~an~or~ of a City afficial or vis:.~ng d;gnitary
~~~TIt~N~~1~~ Re~iurce~=~Auaifabl~=for=~Goiii~u~inv=~it~"Busine~~:-~ ~er~~~r~
~es~vr~s-.~r`~~tr~quired==~ry~_~~iui~e~~mem~~rs .o conduct C~;y busmess Vll~th~~ ~he
constraints of the budget and upon request from the Councilmember, tha following
resources wi~1 be made ava~lable
Ai A key to C~ty Hai~ and the Cou~4,l 4ff~ce to be retu; ned w,hen a
Coun~ilrnember Eeaves of~~ce
~: A reasanable amount of flffice suppli~s tmc u~mg st~t~on~rya
photoc~~"ra~~cpa~#rai~s~~f#~ie ~ounc~finerr~be~~~nd busine~s_car~ls_f4r
~~~~~~:~~~~_
~; Reimbursement for the cost of tele~h,one calls rnade ~4hivt~ are
r~l~ted to C;~y Council busin~ss_
D: E1ect~oi~ic ~c~i~iprii~en~~ii~~luding,; b~~ n~~t ~iri~iitetl~ fc~t -a pQrtabPe:;~liular
5
telephana, a pa~er and a personal computer syster~ incluc~ng a
printer and a facs mil~ machinA A group of not more than 3
~ou~ei~member~~~hQti~, per~odi~~lfy~r~iietir~~ at~a~-~~fiFirm_=fl~~
e~ecfrcini~.~egui~i~rien~t4=~ie:pi'~~~~ed ~~;e~ch.~~vun~~ICr~iei~a~~~
Electronic equipmer~t w~ll~b~e~ea~sis~e~twi~-Nte-/~in~-a~raF~tt~lity
provi~F-#o-£i#p-s!a#~sfld shall oe teturn~d ta the C~ty wnen a
Caunci}mem~er leave~ o~ftce
EF Installation of one tele~hone line to b~ used w:h the electronic
~quiprr~er,t as well ~s reimb~,:rsemer.t of reasonabl~ anc~dental
~~~e~~~~~~~~4 ~~ sap~~~;tii~~~~~~i~ic eq~i~~~r~~
~; Infarmation RetrievallR~seareh by City Staff. A Ceuncilmember
may direclly request routine, eas~ly retr+evat~le information from a
staff inember regarding an issue pending before #he Council, a~r
~ssue wh~ch the Cou^4,Imember intends :~ bnng ta th~ Cour~:; or
an issue prev~ously astabi~sned as Counc~l policy Such d~rect
r~"r_e~ts~~~u~~~e,~ads, witt~~~~~[a~cri~clge ~Qf #ti~~~~~y ~V1ar~ag~t~
City Clerk or City Attorney as appropriate and w~th~n deparFmental
~ra~~i~i~~t~~~p~iii~ie~~
~: Responses to Cit~zan's Campla~nts by City Sta=f Cc~p~amts a~out
~vitt~~I~~,~~imi~is~,r~#iue~affairs of_the ~~ty sh~o~ld~b~d~rect~d b~ t~ie
~auncilmember to the City Manager ar ta the appropr~a;~
pepartment Head wi~h a copy or appropr~a:e not~ficatian tc tr,e C~ty
Ma~i~~~-: :~t~ur~i liia~rf~er~~~y~.~~i~~~3~?~~_s~af~~~~sp~rii~~~r~~t1y
to the constituent or ~ack to tl~e ir~qurrEng Councilmembe~ so t~a: h~
or ~he may persanally conta:.~ the camplainant
6
H~: ~~i~~~i~`~~if~~~?i~~~~pe~~ ~ani~:~i~~te~para~en~=.Pi~p~~aif~Qr~~
Cou~cilmem~srs are entrtled tc a reasonable amourtt ot s:aff
ass~stance for speech and ccrresaandence prep~rat~on rela~ed to
Ci#y~~usi~;e.ss~~~;T~~~~if~_IG~~_riag~i~~~ill~~vaCuate_t~ie reGu~st and
assign ap~ropr~ate staff resources When available, an a~,tl~ne of
issues to be covered as we[I as ava~lable supporting materia{ is to
~;~vi~;~~"~~~~i~~~rng~~r~r~~i~~rier~~=~ t~~ques~s~:~~ioi~ld:~
limited to a speecn or cArrespandence thak reflec.s adopted Coun~ ~
poL~y or relat~s ta mat-ers thdt have been ~r •4f.~ill be cansidere~ by
~~~ ~~~ur~"c~~:===~~a~n~il~nert~b~r_~rre~porad~~ce~shall be=_Cimi~ed ~~
2Da pieces of ma.l per d~srr~bution unless the correspondence is
,~~w~~-~-~.~ ;~_~~_ _~-~ - ~-._LL.~__._.~. - ----- -. : .~_____~~_
i~esp~r~alrri~,tc~=ti~~er~i~i~:~`oi~s#~tu~en€;reqt~~s~~c~~=iitg~tXTes~
~t I~?tergoverr~mental Assignments R~asonable sta~f ass~stance v~~ilE
be provided to Counc~lme:~~ers serving on cr see~cing ap~~intmen:
~o:a~_r~~rip~~sar~~_intergov_ea~n~rient~l trody~~~fi~n~~~~i~~-~c~uncit=}~~~
approved appointment o~ a mernber ta that body ar, ~:~ tre case
rrrhz~ the Cour~cil is not t^~ a~prov ng body, if the Counc~~ has
r:on~i~~:~~~~~# ~nem1~~~~~tti~g;~~~~j~;;:_~~~-pcir~s~~=~_f~is
policy intergovemme^tal bodies are braad;y cefined tc include
cc~m~r.~ttees of Entergovernmental ager~cies or organrzat chs Use of
sta~~tiat~:~e_~on~isfeti~wit~~#Me fc!'o}4~ ng gu~~elmes
~~ ~~~I~~ntergQV~r~~i~en~~~_~i~i~y;has_itsfl~vri~pra~ess~i9nal
sfaffL~~_si~fF`s~icicii~-t~e us~d ~~~f?~~~~eate~# ~raetica[
~x~~R~ ~~ith~~~ian~~ityr~~aff~
~.. Ci#y stafF inay attend the intergcverrmental meeting if
~iQ:~~ianeilme~i~~E=[-~que~~~,su~~~f#~ndar~c~ wit~-~i~i~
~ippGOVaI~=€~fiy~ej~~i~menfal ;ar~c~. ~~i~fnanag~tnen~_
3~ Th~:~rirriar~Tesponsibi~itjr ~f=s~~ff is~ ko r~~tiei±v=is~~~s
7
befare the intergovernmeniat body as they may a~Fcct
t#~e City and a~v~se a~d assist the Cauncilmem~er i;
preserti:~g issues before t~e f;:ll Co.~ncil or
~~j~~sent~ ng .~C~~a~E~l'~= ~osi#ior~~i~~~~~ t~e_~~~;
J; Routir~e Support Services. The Council Dff~ce staff pravides rout~ne
suppo~t services to Councilmembers incf.ad~r~g the followi^~g
~: Preparation af correspondencs re!a`~ng to offrc~af City
business within the resaurce restrGir~;s of the adop~ed
budget and the lim~tations r,o;ed ab~ve Each of the
Councilmember rvill be ~~ver~ equal c~nsi~eration C~ty
~~~~~c°s will not be made availabl~~~=>~~r
~€~~e~p~i#$i~==t4~~~~~c~~po~~t~~~~€~f~ar~iia~~~~i~; i~
support of a Co~r~cilmember's pursu;t of an elective cr
p~r~~~~±~=~~{~i~x~~~~~~=~i~;~i~~ oppos~t~~~=~o=~~~itQ~
mea5:are or in support of samec^e.~1s~'~=pur5uit_~~a~
eC~~five ~r~~r~i~ari=offi~e:
~ Assi~ar~ce m s~he~ut.~g meet~ngs concern~ng City
~s~~s and mak~ng Iog~st~cal and travel arrangements
for oificial meetmgs Th~s includes but is nct I+rr•ited ta
arra"rigir~~f~~~i~e~in~ ~oa~~~~~~ee:~4€:#h~~~o~i~~ia~I
~e~cansist~~~~i#~=~~e_~ee~~c~ar~ed ~r~~~~f~r~st~ff~~d
rriay~~e cha~~~i~_ta t~e-Cify=eour~cii-~~fice b~adgef
~~ Assis~~r~~ir~=sec~r_ing~s~rrgJe~:c~ipies_vf of#ic~~f_`r_~~orcl~
~~ Unless otherwise requested b~ a Caunc~lmember
Counc~l mai! wEll b~ opened daily and if of a~on-ur~ent
nature, d~~tributed tiv :h tF,e agenda c~ Tn~,arscay and
before Cauncil meetangs on Tues~'~y er,~enin~ !f fhere
~-- ~_-~- ;~--------- - - .. ._ ___~ ~, . _
is_~ caur~cif~eefiri~_scf~ealr~led~iur~r~gr a twv i+~!eek
8
period then mail wr1l be delivered to the
-~y.~_~ _ ~_r~ ~~~ ~__
CQ~ncr7~i~rr~~e~~~=~io~~~~a~ ~~ea~#= _fl~i~~~-~_~~i~~k:
~~i~nc[tinerri~e«~;~~=~~c~up_r~a~t:-a~ ~ity:~-lafl.at~_ar~~
#ime~
~; #~~~p~~se;=at a-~n~ii~~ilr~i~rrri~ier'~~r~q~~s~fy~to felephor~e
~~ui~~e~:
SECTION IV The City C~erk shall certify to the adaption ofi this Resalution, and
thenceforth and thereafter the same sha11 fi~e in full force and effect
APPROVED AS TO FORM
MARSHA JONES MOUTRIE
C~ty Attorney
9
Attachment B
CM KEL SG F ICMGRISTFRPTSIccreso2 w~d
May 19, 1998 Santa Monica, California
RESOLUTION NUMBER (CCS)
(Crty Council Ser~es}
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA M~NICA
AMENDING AND EXPANDING RESOLUTEON NUMBER 5532 ~CCS) REGARDfNG
TRAVEL BY COUNCIL MEMBERS TQ INCLUDE CITY COUNCIL GUIDELINES AND
STANDARDS REGARDING C4UNClL TRAVEL, STAFF ASSISTANCE FOR AND
OTHER RES~URCES AVAILABLE TO COUNCILMEMBERS
WHEREAS, Section 602 of the City Charter of the City of Santa Monica
pro~ides that membe~s of the City Council shali receive reimbursement for necessary
travel and other expenses when on official duty out af the City on order of the City Counctl,
and
WHEREAS, the City Counc~l desires to establish a policy in fur~herance of
this Section 602,
N~W, THEREFORE, THE CiTY COUNCIL OF THE CITY OF SANTA
MONICA DOES RESO~VE THAT RESdLUTION NUNlBER 5532 (CCS} IS HEREBY
AMENdED TO READ AS F~LLOWS
SECTtON i Counc~f Tra~el and Exnense If is fhe policy of the Cify fio pay actuaf
and nec.essary expenses incurred by Cauncilmembers when they travel wh~le conduct~ng
afficial City busEness In furtherance of th~s policy, the followmg guidelines are
established
A Councilmembers' att~nda~ce at conferences and meet~nas
Councilmembers are authorized to attend conferences,
canventions, meetings, educattonaf seminars and other events
1
sponsor~d by those organizat~ons in which the City holds
membersh+p or spor~sared by the C~ty Exarr~ples ot sr~ch
organizations are National League of Cities, League of California
CE~1~5, Lacal Government Commission, Independent Citi~s
Assaciation and the Southern Cal~fornia Association of
Governments
Any ott~er tra~el by Councilmembers and al! travel by vutgo~ng
~post-elect~on) Counc~~members must be approved at a duly
noticed Gounc~l meet~r~g, by a s~mple ma~ority of the members m
attendance
B Travel Budaet Each Councilmember s~all rece~ve an equal amount
of travek funds at the beginning of each #iscal year in the event a
Councilmember Es a member of the board of one o# the above-
mer~taoned orgarnzations and Es required to attend additiona! out-of-
C~ty meet~ngs, the CouncEl may cons~der an additional on~-t~me
aflocat~on of travel funds for this purpose dur~ng the annual budget
deliberations For outgoing Councilm~mbers and those stand~ng for
re~lection, five-t~velfths of tt~e annual tra~el budget will be allocated
at the begmn~ng af the frscaf year; for mcomrng Councilmembers
and tF~os~ re-elected, seven-~veEfths of the annual travel budget will
be allocated when the Councilmember is instaffed Any travel funds
unspent by an outgamg Councilmember or those Cauncifm~mbers
not re-elected Gouncilmembers will no# be re-allocated Travel
expenditures by each Co~ncilmember are limited ta the amount of
funds in his or her "tri~s and meetings" account One
Counc~lmember may autF~or~ze use of a part~on of his ar her
allocat~an by another Councilmember if authonzation is made ir~
2
writmg to the Ca~ncil Office staff w~th a copy to the City Manager
Each Co~ncilmember will be pro~ided with periodic updates of
hislner travel expenses campared to budget as expenses are
incurred
C Expenses Re~mbursed Reimbursable expenses for au#horized
traveE may include but are not limited to reg~strat~on fees,
transportation (includ~ng rental vehicles at the meetmg site if such
is less expensive and more practicaf than other avaG~able transat},
mea~s, events associated w~th the meeting or conference wh~ch
incl~des a meal and ~s in l~eu of reimbursement for that meal during
a day of official tra~el, child care allowance of not more than $20
per day, and lodging Administrative procedures regarding official
travel contain~d m Administrative InstructGOn IV-2-1 are app~ECable
to the Cauncil
D Recanciliation of exoenses Councilmembers shall reconcile the
expenses and cash advances for each trip or event w~t~in 3~ days
of the reimbursable activity
E PrahibEted Exoenses Expenditures hy Gou~cilmembers for the
~ollowing items are not eligible far reimbursement
1 Travel expenses for a Councilmember's family or
tra~elEng compa~ion, except those expenses for child
care as prov~de ir~ t~e applicable Administrat~~e
Ins#r~ct~on
2 Meal or other expenses mcurred pr~or to or after the
end of #he offic~al travel {with the exception that meals
3
while tra~eling direct~y ta a~d from are perm~tted),
3 Parties and entertaEnment wh~ch are not offic~ally
sponsored by the City exc~pt as noted in Section IC of
this resolutian
4 The cost of alcoholic be~erages
5 Portions of official tra~el hosted or paid for by other
entities
fi Mileage traveled using a personal vehicle while not on
off~cial travel status
SECTIaN II Hostina Events for Visitina Dianitaries The City may host social
e~ents intended to welcome dignitaries v~siting the City in the~r offic~al capac~ty as an
elected or appoEntec! official of a go~ernmental entity, foreigr~ or domestic W~thin the
constraints of the Council Office budget (p~blic en#ertamment Ime item), the foflowing
procedures andlor policies apply
A A Councilmember shall place an ~tem on the City Counc~l agenda
to request ad~ance appro~al for host~ng and paymg for the event
The requESt should include identifcat~on of the guests ta be invited,
a°not to exceed" cost of the event, the aff~cial purpose of the ~~s~t
and a~y written itinerary from the visit~ng dignitaries
B All Councilmembers shall be invited to attend any approved e~ent
for ~isiting dignitarEes
C All guests m~ited to attend an approved event shall have an off~cial
purpose for attending the event or shall be #t~e spouse or
campanion of a City officiaf or Wisiting dignitary
4
SECTION III Resources Available for ~onductina Gitv Business Certain
resources are required by Councilmembers to conduct City busmess Within the
constra~nts of the budget and upon request from the Counc~lmember, the following
resources will be made available
A A key to City Hall ar~~ the Council Off~ce to be returned when a
Councilmember leaves office
B A reasonable amount of Office suppEies (~ncluding stationery},
photographic portraits of the Councilmember and business cards for
official City use
C Reimbursement for the cost o~ telephane calls mad~ which are
related #o C~ty Council bus~ness
D Electronic equipment includmg, but not limited ta, a portable cellu~ar
telephane, a pager and a personal computer system including a
printer and a facsim~le machine A group of not more than 3
Councilmembers should penodicafly re~iew and affirm tF~e electronic
equipment to be pro~ided to eact~ Councilmember Electronic
equipment shall be r~turned to the C~ty when a Go~nc~lmember
lea~es office
E Installation of one telephone line to be used w~th the electronic
equipment as well as reimE~ursement of reasonable incidental
expenses incurred to support the electronic equiprnent
F Informa#ion RetrievaVResearch by CEty Staff A Councilmember
may di~ectly request rout~ne, easily retne~able information from a
staff inember regarding a~ issue pending before the Council, an
5
issue which the Counc~lmember intends to bnng t~ the CounciE or
ar~ issue previously established as Council palicy Such d~rect
requests should be made with the knowledge of the City Manager,
City Cierk or C~ty Attorney as appropriate ancf within depar#me~tal
ar administrative pof~cies
G Responses to Citizen's Complamts by City StafF Compla~n#s about
with the adm~n~strative affairs of the City shoufd be d~rected by the
Counalmember to the City Manager or ta the appropnate
D~par~ment Head with a copy or appropriate notification to the CEty
Mar~ager Councilmembers may request that staff respond directly
to the canstituent or back to the inc{u~ring Counalmember so that F~e
or she may personally contact the complamant
H Assistance of Staff in Speech and Correspondence Preparation
Councilmembers are entitled to a reasonabEe amount of staff
assistance far speech and correspondence preparation related to
Clt]/ bU51C1BS5 The City Manager will e~aluate the request and
assign appropriate staff resources When ava~lable, an outline of
issues to be covered as we11 as availabEe suppartir~g matenal rs to
be provided by the requesting CounciEmember Requests should be
lim~ted to a speech or corres~ondence that reflects adopted Counc~l
policy or relates to matters that ha~e be~n or will be considered by
the Couneil CouncEfinember correspondence shall be limited to
200 pieces of mail per d~stribution unless the correspondence is
respondir~g to numerous constituent requests or Enquines
I Intergovernmental Ass~gnments Reasonable stafF assistanee wffl
be provided to Councifinembers ser~~ng on or seeking appaintment
6
to a no~partisan intergavernmental body when the Caunc~[ has
approved appointment of a member to that body or, in the case
wher~ the Council is not the appravang body, if the Council has
consented to that m~mber sitting an that body For purposes of this
policy, intergovernmentaE bodies are broadly define~ to ~nclude
commiftees of infergovemmental agencies or organizat~ons Use of
staff shall be consisten# with the following guideEEnes
1 If the intergovernmental body has its own professiona!
stafF, such sta#F should be used to the greatest practicaf
exter~t, rather than City staff
2 City staff may attend the intergovernmental meeting if
the Councilmember requests such attendance wEth the
appro~al of departmental and City mar~agement
3 T~e primary respor~sibilaty of staff ~s to review issues
b~#ore the mtergovernmental body as they may affect
the City and ad~ise and assist the Councilmember in
presentmg Essues before the full Caunc~f or
representing Council's position before the body
.3 Routme Suppor# Sernces The Councf! Office staff provides routme
support services to Councilmembers tncluding the following
1 Preparatian of corresponder~ce relating to off~c~al C~ty
business withm the resaurce restraints of the adopted
budget and the l~mitat~ons noted above Each of the
Councilmember w~ll be given equal cons~derat~on City
resources will not be made available for
correspon~ence to or for ~alitical organizatio~s, m
support of a Councilmember's pursuit of an elect~~E or
partisan off~ce, in support of or opposition to a ballot
7
measure, ar in suppo~t of someone else's pursuit of an
elective or partisan office
2 Assistance m schedu~~ng meetings cancernmg C~ty
business and mak~ng logisticaf and travel arrangements
for official mee#ings This includes but is not limited to
arranging for meeting room The fee for the room shall
be cons~stent with the fees charged to City staff and
may be charged to the City Council OfFice budget
3 Assistance m secunr~g singfe eo}aies of afficiai records
4 U~fess otherwise r~quested by a Councilmember,
Council ma~! will be opened cfaily and if of a non-urgent
nature, d~stributed with the agenda on Thursday and
before Council meettngs on Tuesday e~ening If there
is no council meetmg scheduled d~rmg a two week
period then mail will be delivered to the
Cauncilmember's home a# feast once a week
Councilmembers may pick up mail at City Hall at any
time
5 Response, at a Gouncilmembe~'s request, to telephone
inquirEes
SECTION IV The City Clerk sha11 certrfy to the adoptior~ af this ResolutEOn, and
thenceforth and thereafter the same shall be ~n f~ll farce and effect
APPROVED AS TO FORM
IV~ARSHA JC~P ES MOUTRIE
Crty Attorney
8
CM KE~ SG F 1CMGRISTFRPTSICCRES02 wpd
May ~ 9, 1998 Santa Monica, California
RES4LUTION NUMBER 9z~0 (CCS)
(City Cour~cil Senes)
A RESOLUTION OF THE CITY COUNCIL QF THE ClTY OF SANTA MDNICA
AMENDING AND EXPANDING RESOLUTION NUMBER 5532 {CCS) REGARDING
TRAVEL BY COUNC[L MEMBERS TO INCLUDE CITY COUNClL GUIDELINES AND
STANDARDS REGARDING COUNCIL TRAVEL, STAFF ASSISTANCE FOR AND
OTHER RESOURCES AVAILABL.E T4 COUNCILMEMBERS
WHEREAS, Section fid2 of the C~ty Gharter of the City of Santa Monica
prov~des that members of the C~ty Cauncil shall recei~e reimbursement for necessary tra~el
and other expenses when an offiaal duty out of the City on order of the City Council, and
WHEREAS, #he C~ty Council desires to establish a policy ~n furtherance af
this Sectian 602,
NOW, THEREFQRE, THE CITY COUNCIL OF THE CITY OF SANTA
MONICA ~QES RESOLVE THAT RESOLUTION NUMBER 5~32 ~CCS} IS HEREBY
AMENDED TO READ AS FOLLOWS
SECTION i Councif Tra~el and Expense It is the policy of the C~ty to pay ac#ual
and necessary expenses incurred by Councilmembers when they travel while cor~ducting
afFrcial City business In furthera~ce of this ~olicy, the following guidelines are estabiished
A Councilmembers' atter~dance at conferences and meetinqs
Counc~finembers are author~zed to a~tend conferences,
can~entions, meetmgs, educatconal seminars and ather events
sponsored by those organizations in which the CEty hofds
membership or s~onsored by the City Examples of such
organizat~ans are National League of Cities, League of Californ4a
1
Cities, Local Go~ernment Commiss~on, Independent Cities
Assaciatian and the Southern Califarnia Associat~on of
Go~ernments
Any other tra~ei by Counc~lmembers and all trave~ by outgaing
(post-electron) Councilmembers must be approved at a duly not~ced
Gounc~l meet~~g, by a s~m~~e ma)or4ty af the members 4n
attendance
B Tra~el Budqet Each Councilmember shall receive an equaf amount
of trave! funds at the beginnmg vf each fiscal year In the e~ent a
Gouncilmember is a member of the board or a committee of one of
the abo~e-mentioned organ¢at~orts and is required to attend
additiona] au#-of-City meetings, the Council may consider an
add~t~onal vne-time allocation of travef funcEs far this purpose during
the annual budget deliberations For outgoing Councilmembers and
those standing for re-electian, fi~e-twelfths of the annt~al travef
budget will be allocated at the begEnning of the fiscal year, for
incoming Counc~lmembers and those re-elec#ed, seven-twelfths af
the annual tra~el budget wdl be ailocated when the Councifinember
is installed Any travel funds unspent by an outgoing
Counc~lmember or #hase Councifinembers no# re-eEected wilf nat be
re-allocated Travel expendrtures by each Councilmember are
lim~ted to the amount of funds ~n h~s or her "trips and meatmgs"
account One Councilmember may a~thor~ze use of a portion of his
or her allocation by another CouncElmember if authorization is made
in wr~tmg ta the Council Office staff w~th a copy to the City Manager
Each Councilmember wifl be pravided wit~ periQdic updates of
hislher travel expenses compared to budget as expenses are
2
i~curred
C Expenses Re~mbursed Reimbursable expenses for authorized
travel may mclude but are not I~mited to registra#ion fees,
transportation (including rental ~ehicles at the meeting site if such
is less expensive and more pract~cal than other available trans~t),
meals, e~ents associated with the meetmg or conference wh~ch
includes a meaf a~d is in lieu of reimbursement for that meai dur~ng
a day of officcal traWel, child care allowance of not more than ~20 per
day, and lodging Adminisirative procedures regarding affic~al tra~el
contained in Administrat~ve Instruction IV-2-1 are applicable to the
Council
D Reconciliation of expenses Cauncilmembers shall reconcile the
expenses and cash advances for each trip or e~ent withm 3~ days
of the re~mbursable act~v~ty
E ProhibEted Expenses Expenditures by Cour~cilmembers for the
falfowing items are not eligEble for reimbursement
1 Travel expenses for a Councilmember's family or
tra~elmg com~anion, except those expenses for child
care as pro~ide in the applicable Adminis#rative
Instruction
2 Meal or other expenses incurred pnor to or after tf~e end
of the official travel (with the exceptjon that meals while
tra~elmg dcrectly to and from are permitted},
3 Parties and entertainment whrch are nat officially
sponsored by the City except as noted m Section IC of
this resolut~on
4 The cost of alcohofEC beverages
3
~ Portions of official trarfel hosted or paid for by other
entitEes
fi. Mileage traveled usmg a personal ~eh~cle whil~ not on
afficial trave[ status
7 Expenses associated with travel within Santa Monica
SECTION II Host~ng Even#s for Visitinq Diqnitanes The C~ty may host social
e~ents intended to welcome dign~tanes visiting the City iR tf~e~r official ca~acity as an
e4ected or appomted offc~al of a governmental ent~ty, faretign or c~amest~c Vlfit~~n the
constraints of #he Gounc~l ~ffice budget (public entertainment line item), the following
pracedures andlor policies apply
A A Counci~member shail piace an item or~ the City Council agenda to
request advance approval for hosting and paying forthe event The
req~est shoufd mclude ident~ficatEOn of the guests to be ~n~rted, a
`~no# to ~xceed" cost of the event, the official purpose of the ~isit an~ ~
ar~y wntten itinerary from the visiting dignitaries
B All Councilmembers shall be mvi#ed to attend any appro~ed e~ent
for visitmg dignitanes
C All guests invited to attend an approved eve~t shall have an official
p~rpase for attendmg the event or shall be tF~e spouse or companion
of a City official or vis~ting dignitary
SECTION ~I[ Resources AvailabEe for Conductinq City Business Cer#am
resources are required by Co~ncilmembers to conduct City business Within the
constra~nts of the budget and upon request from the Counalmember, the following
resources will be made a~ailable
A A key to City Hall and the Counc~! Office to be returned when a
Councrlmember lea~es office
4
B A reasonable amount of Offce supplies {including stationery},
photagraphic portraits of tF~e Councilmember and busir~ess cards for
offcial City use
C Reimbursement for the cast of telephane calis made wh~ch are
related to City Council business
D Electronic equipment including, but not limited to, a portable cellular
tele~hone, a pager and a personai computer system includ~ng a
prmter and a facsimile machine A group o~ not more than 3
Counc~lmembers should penadically review and affirm the electron~c
equipment to be provided to each Councdmember Electron~c
equipment shall be returned to the City when a Councilmember
leaves office
E installation of one telephone fine to be used w~th the electronic
equipment as well as reEmbursement of reasonable incidentak
ex~enses ~ncurred to suppart t~e electran~c equipment
F Publications, professional ~oumals and other written, auciio or ~ideo
materials required ~y a Councilmember ta conduct City business as
long as all matenals are pard far from a Councilmemher's budget
allocatcon
G Informa#ion Retrie~aUResearch by City Staff A Councilmember
may directly request rou#ine, easily retrie~able information from a
staff member regardmg an issue pendmg before the Counc~l, an
issue which the Cauncdmember intends to bring to the Council or an
issue previausly established as CoUncil policy Such direct requests
should he made with the knawledge of the C~ty Manager, City Clerk
5
o~ Ci#y Attc~rney as a~prapriate ar~d w~thm d~partmentaE or
admmistrative poficies
H Responses to Cit~zen's Complaints by C~ty Staff Complamts about
with #he admtn~strati~e affairs af the City should be directed by the
Councilmember ta the City Manager or ta the appropriate
Departmer~t Head with a capy or appropriate notificatron to the City
Manager Councilmembers may reques# that staff respond directly
to the constituen# or back to #he inquiring Courtcilmember so that he
or she may personally contact the compla~nant
1 Assistance of Staff ~n Speech an~ Correspondence Preparation
Councifinembers are entitled to a reasonable amaunt of staff
assrstance for speech and carrespondence preparatian re[ated to
G~ty busmess The City Manager will evafuate the request and
assign appropr~ate staff resources When available, an outlme of
~ssues to be co~ered as well as avatlable supporting material is to
be provided ~ythe requesting Councilmember Requests should be
I~mcted to a speech or correspondence that reflects ado~ted Counc~l
po[icy or relates to matters that have laeen vr will be considered by
the Counc~l Coun~ilmember correspondence shaVl be Vimited to 20a
pieces of mail per distributior~ unless the correspQndence is
responding to r~umerous constftuer~t requests or inquiries
J Intergovernmental Assignments Reasonable staff assistance will
b~ provided to Councilmembers servmg on or seeking appantment
to a nonpa-tisar~ interga~ernmen#al body when the Council has
approved appointment of a member ta that body or, in the case
when the Council ~s not the appro~ing body, if the Cauncil has
ca~sented to that member sittting on that bady For purposes of thtis
fi
pol~cy, mtergo~ernmental bodies are t~roacily defir~ed to incl~rde
committees of intergove~nmental ag~ncies ar organ~zations Use of
staff shall be consistent with t~e faElawirtg guidelines
1 ff t~e intergovernmentaf body has its own professional
staff, such staff shou~d be used to the greatest pract~cal
ex~ent, rather than City staff
2 City staff may attend the in#ergo~ernmental meet~ng if
the Councilmember requests such attendance with the
approval of departmental and City management
3 The primary respons~bility ot staff ~s to re~iew issues
before the ir~tergovernmental body as they may affect
the City anci ad~ise and ass~st the Councilmember in
presentfng issues befarethefull Council or representmg
Council's position before the body
K Routine Support Services The Council 4ffice stafF provides routme
support serv~ces to Councilmembers including the following
~ Preparat~on af correspondence relat~ng to afficial City
b~s~ness wtth~n the sesource restrair~#s of the adopted
budget and the IimitatEOns noted above Each of the
Counciimember will be gi~en equal consideration City
resources wilf not be made a~aElable for
carrespondence to or for politrcal organizations, in
support of a Councilmember`s pursuit of an elect~ve or
partjsan office, in support of or oppasition to a ballot
measure, or ~n support of sameone ~Ise's pursuit o# an
elective or partisan office
2 Assistance m schedul~ng meetmgs concerning C~ty
busin~ss ar~d making logist~cal and travel arrangements
for offic~al meetmgs T#~is includes but is not fimited to
7
arranging for meeting room The fee far the room shafl
be consistent with the fees charged to City staff and
may be charged to the City Council 4ffice budget
3 Assistance m secur~ng smgle cop~es of ofFc~al r~cords
4 Unless othenrv~se requested by a Co~r~cilmembar,
Cou~e~l ma41 wtll be vpened da+ly and ~f of a non-urgent
nature, distributed with t~e agenda on Thursday and
before Council meetings on Tuesday e~enin~ I~ there
is no coun~fl meetmg scheduled dur~r~g a two week
period then mail wiff be c4elivered to the
Councifinember's home at least ance a week
Counci~memYaers may p~ck up maii at Ci#y ~ial1 at ar~y
#ime
5 Response, at a Councilmember's request, to telephone
mquines
SECTION IV Afl cfocuments us~ng the C~ty tetterhead should be considered a~ubl~c
document As such, all documents shafl be provided to the City Councf~ OfFce Manager
5ECT10N V The City Cierk sF~afl cert~fy to the ar~option of th~s Resolution, and
thencefarth and thereafter the same sF~alf be m fulf force and effect
APPROVED AS TO FORM
~~ ~ ~~
~~ ~
MARSHA J ~ ES MOUTRIE
C~ty Attorney
8
.
R
Adopted and appro~ed this19th o~ May, 1998
.~..~~- ~~~
Robert Halbrook, Mayor
i, Maria M Stewart, C~ty Clerk af the City of Santa Monica, do hereby certify that
the foregoir~g Resolutian 9270 (CCS} was t~ufy adopted at a meeting of the Santa
Monica City Councfl held on the 19th of May, 1998 by the follow~ng ~ote
Ayes Counalmembers
Noes Councitmembers
Abstam Counci(members
Absent Co~ncilmembers
Fe~nstein, Genser, Hofbrook, Rasenstein
None
None
Ebner, Greenberg, 4'Connor
ATTEST
. ~
~ ~ -
Maria M Stewart, City Clerk