1002 RESOLUTION NO. 1002
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS
ESTABLISHING A REIMBURSEMENT POLICY IN ACCORDANCE WITH
GOVERNMENT CODE�§ 53232.2 AND 53232.3. �
The City Council of the City of Rolling Hills does resolve as follows:
SECTION 1. The City Council finds and declares as follows:
A. Elected and appointed City Officials are responsible for promoting and protecting
' public health, safety, and welfare. Among other things, these duties may require City
Officials to:
1. Discuss the City's concerns with state and federal officials;
2. Participate in regional, state and national organizations that affect the
City's interests;
3. Attend educational seminars designed to improve City Officials' skills
and provide information; and
4. Promote public service and morale.
5. Attend meetings, ceremonial events and other activities sponsored by
constituents, neighborhood groups,business organizations and similar
groups.
6. Meet with constituents, civic groups and others with an interest in the
City.
B. It is in the public interest to reimburse City Officials' expenses incurred in
connection with these activities consistent with the provisions of this Resolution.
SECTION 2. Declaration of Policy. This Resolution is adopted in accordance with Government
Code �� 53232.2 and 53232.3 so that the City of Rolling Hills may reimburse appropriate
expenses incurred by elected and appointed City officials while on authorized travel or
otherwise engaged in the conduct of City business. Absent City Council approval, and only in
extraordinary circumstances, the City will not reimburse City Officials an amount greater than
allowed by this Resolution for expenses incurred during the course of conducting City
business.
SECTION 3. Definitions. Unless the contrary is stated or clearly appears from the context, the
following definitions govern the construction of the words and phrases used in this
Resolution:
A. "City Officials" means members of the City Council and members of boards,
commissions, and committees appointed by the City Council;
B. "Reimbursement" means all forms of payment for expenses incurred by City
Officials in the course of their official duties whether paid directly by the City
(including without limitation, with a City-issued credit card) or advanced by City
Officials with personal funds and later reimbursed from City funds.
SECTION 4. City Business —Authorized Activities.
A. Expenses incurred while engaging in the following City business activities are
generally authorized expenses if all requirements of this Resolution are fulfilled:
1. Communicating with representatives of regional, state and national
government on City adopted policy positions;
2. Attending educational seminars designed to improve City Officials'
skill and information levels. A list of recognized meetings is attached as
Exhibit "A," and incorporated by reference;
3. Participating in regional, state and national organizations whose
activities affect the City's interests;
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4. Recognizing service to the City (for example, thanking a longtime �
employee with a retirement gift or celebration of nominal value and cost);
5. Attending City events; and
6. Attending meetings with constituents, neighborhood groups, and
business organizations.
B. Expenditures incurred in connection with activities or events not listed in Paragraph
A above require prior approval by the City Council. In addition, the following require
City Council preauthorization:
1. Out-of-state travel (including international); and
2. Expenses foreseeably exceeding$1,000 per trip.
SECTION 5. Unauthorized Expenses: The City will not reimburse City Officials for expenses
incurred outside the scope of the City Official's duties including, for example and not
limitation, the following:
A. The personal portion of any trip. For example, if a City Official elects to travel to an
event in advance or stay longer on personal business, the City need only reimburse the
City Official for roundtrip travel costs and costs incurred during the event's duration;
B. Political or charitable contributions or events;
C. Family expenses, including partner's expenses when accompanying a City Official
on City-related business, as well as children-related expenses;
D. Entertainment expenses, including theater, movies (either in-room or at the theater),
sporting events, or other non-business cultural events;
E. Non-mileage personal automobile expenses, including repairs, traffic citations,
insurance or gasoline; and
F. Personal losses incurred while on City business.
G. Expenses for which City Officials receive reimbursement from another agency are
not reimbursable.
Any questions regarding the propr.iety of a particular type of expense should be
resolved by the City Council before the expense is incurred.
SECTION 6. Transportation.
A. Generally. City Officials must use the most economical mode and class of
transportation reasonably consistent with scheduling needs and cargo space
requirements, using the most direct and time-efficient route. Government and group
rates must be used when available.
B. Airfare. Airfares that are equal or less than those available through the Enhanced
Local Government Airfare Program offered through the League of California Cities
(www.cacities.org/travel), the California State Association of Counties
(www.csac.counties.org/default.asp?id=635) and the State of California are presumed
to be the most economical and reasonable for purposes of reimbursement under this
policy.
C. Automobile.
1. Automobile mileage is reimbursed at Internal Revenue Service rates ,
presently in effect (see www.irs.gov). For 2006, the rate is 44.5 cents per
mile. These rates are designed to compensate the driver for gasoline,
insurance, maintenance, and other expenses associated with operating the
vehicle. This amount does not include bridge and road tolls,which are
also reimbursable.
2. Only travel for City business outside of Rolling Hills is authorized for
reimbursement.
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3. A City Official may leave from his/her home for City business.
However, the City will not reimburse mileage that exceeds mileage from
City Hall to the destination point.
D. Car Rental. Rental rates that are equal or less than those available through the State
of California's website (www.catravelsmart.com/default.htm) are considered the most
economical and reasonable for purposes of reimbursement under this policy.
E. Taxis/Shuttles. Taxis or shuttles fares may be reimbursed, including a 15 percent
gratuity per fare, when the cost of such fares is equal or less than the cost of car rentals,
gasoline and parking combined, or when such transportation is necessary for time-
efficiency.
F. Airport Parking. Long-term parking must be used for travel exceeding 24-hours.
G. Other. Baggage handling fees of up to $1 per bag and gratuities of up to 15 percent
will be reimbursed.
SECTION 7. Lodging.
A. Lodging expenses will be reimbursed only at the single occupancy rate for rooms.
B. Lodging expenses will be reimbursed for when travel on official City business
reasonably requires an overnight stay.
C. Conferences/Meetings. If lodging is associated with a conference, lodging expenses
must not exceed the group rate published by the conference sponsor for the meeting in
question if such rates are available at the time of booking.
D. Other Lodging. Travelers must request government rates, when available. A listing
of hotels offering government rates in different areas is available at
www.catravelsmart.com/lodguideframes.htm. Lodging rates that are equal or less to
government rates are presumed to be reasonable and hence reimbursable for purposes
of this policy. In the event that government rates are not available at a given time or in
a given area, lodging rates that do not exceed the IRS per diem rates for a given area are
presumed reasonable and hence reimbursable.
SECTION 8. Meals and Incidental Expenses.
A. For meals associated with City business within the County of Los Angeles, a City
Official may be reimbursed for his or her own meal up to the following amounts upon
presentation of receipts and documentation of the nature of City business conducted
during which the expense was incurred:
Breakfast: $ 15.00 •
Lunch: $ 25.00
Dinner: $ 35.00
B. For meals associated with City business outside of the County of Los Angeles where
an overnight stay is required, a City Official may claim a per diem in accordance with
the meals and incidental expenses (M&IE) rates established by IRS Publication 1542.
1. The time calculations for per diem starts when the City Official begins
travel. For each 24-hour period thereafter, the City Official can claim the
full per diem amount.
2. If there is a period of time at the end of the trip that is less than 12
hours, the City Official cannot claim more than one-half (1/2) the per
diem rate.
3. Receipts are not required to claim per diem.
4. Any reimbursement claim for expenses that exceed the per diem rate
may constitute additional income for tax purposes.
C. The City does not pay for alcohol/personal bar expenses.
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SECTION 9. Telephone/Fax/Cellular. City Officials will be reimbursed for actual telephone
and fax expenses incurred on City business. Telephone bills should identify which calls were
made on City business. For cellular calls when the City Official has a particular number of
minutes included in the City Official's plan, the City Official can identify the percentage of
calls made on public business.
SECTION 10.Cash Advance Policy.
A. From time to time, it may be necessary for a City Official to request a cash advance
to cover anticipated expenses while traveling or doing business on the City's behalf.
Such request for an advance should be submitted to the City Manager one day before
the need for the advance with the following information:
1. The purpose of the expenditure(s);
2. The benefits of such expenditure to the residents of the City;
3. The anticipated amount of the expenditure(s) (for example, hotel rates,
meal costs, and transportation expenses); and
4. The dates of the expenditure(s).
B. Any unused advance must be returned to the City's Finance Department within
seven business days of the City Official's return, along with an expense report and
receipts documenting how the advance was used in compliance with this Resolution.
C. In the event the City Manager is uncertain as to whether a request complies with this
policy, the City Manager must seek City Council approval.
SECTION 11.Credit Card Use Policy.
A. City does not issue credit cards to individual City Officials but does have a credit
card for selected City expenses. City Officials may use the City's credit card for such
purposes as airline tickets and hotel reservations by following the same procedures for
cash advances. Receipts documenting expenses incurred on the City credit card and ,
compliance with this policy must be submitted within five business days of use.
B. City credit cards may not be used for personal expenses, even if the City Official
subsequently reimburses the City.
SECTION 12.Expense Report Content And Submission Deadline.
A. All cash advance expenditures, credit card expenses and expense reimbursement
requests must be submitted on an expense report form provided by the City.
B. Expense repo'rts must document that the expense in question met the requirements
of this policy. For example, if a meeting is with a legislator, the City Official should
explain whose meals were purchased,what issues were discussed and how those relate
to the City's adopted legislative positions and priorities.
C. City Officials must submit their expense reports within thirty (30) days after an
expense is incurred, accompanied by receipts documenting each expense. Restaurant
receipts, in addition to any credit card receipts, are also part of the necessary
documentation.
D. Inability to provide such documentation in a timely fashion may result in the
expense being borne by the City Official.
E. All expenses are subject to verification that they comply with this policy.
SECTION 13.Reports to City Council. At the City Council meeting following an activity, each
City Official must briefly report on meetings attended at City expense. If multiple City
Officials attended, a joint report may be made.
SECTION 14.Compliance With Laws. Some expenditures may be subject to reporting under
the Political Reform Act and other laws. All agency expenditures are public records subject to
disclosure under the California Public Records Act.
SECTION 15.Violation Of This Policy. Use of public resources or falsifying expense reports in
violation of this Resolution may result in any or all of the following:
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A. Loss of reimbursement privileges;
B. A demand for restitution to the City;
C. The City's reporting the expenses as income to the City Official to state and federal
tax authorities;
D. Civil penalties of up to $1,000 per day and three times the value of the resources
used; and
E. Prosecution for misuse of public resources.
SECTION 16.If any part of this Resolution or its application is deemed invalid by a court of
competent jurisdiction, the City Council intends that such invalidity will not affect the
effectiveness of the remaining provisions or applications and, to this end, the provisions of this
Resolution are severable.
SECTION 17.The City Clerk is directed to certify the passage and adoption of this Resolution;
cause it to be entered into the City of Rolling Hills book of original Resolutions; make a note of
the passage and adoption in the records of this meeting; and, within fifteen (15) days after the
passage and adoption of this Resolution, cause it to be published or posted in accordance with
California law.
SECTION 18.This Resolution will become effective immedia.tely_upo ' s adoption.
PASSED AND ADOPTED this 23`d da of Jan�ua�' ,200-.
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ATTEST:
MARILYN ERN, DEPUTY CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ��
CITY OF ROLLING HILLS )
I certify that the foregoing Resolution No. 1002 entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS
ESTABLISHING A REIMBURSEMENT POLICY IN ACCORDANCE WITH
GOVERNMENT CODE �§ 53232.2 AND 53232.3.
was approved and adopted at a regular meeting of the City Council on January 23, 2006 by the
following roll call vote:
AYES: Councilmembers Black, Heinsheimer, Hill and
Mayor Pernell .
NOES: None .
ABSENT: Mayor Pro Tem Lay.
ABSTAIN: N o n e .
and in compliance with the laws of California was posted at the following:
Administrative Offices.
�(1��, ,�„ D,�_ _ � Q,c ��
DEPUTY CI��ERK
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EXHIBIT A
Length
Name of Conference (In Da s)
Any conference or travel approved in advance by the City To be determined
Council.
Lea ue of California Cities Annual Conference 4
Annual Meeting of the Employee Relations Inst. League of 4
California Cities
Annual League of California Cities Conference for Planning 3
Commissioners
Annual Le islative Conference Lea ue of California Cities 1
National Conference of the International City/County 4
Mana ers Association
Mayors and Councilmembers Institute League of California 3 v
Cities
California Joint Powers Authorit Annual Meetin 1
Annual Meeting of the California Chapter of the American 4
Institute of Planners
National Conference of American Institute of Planners (AIP) 4
Annual Conference of the Urban Land Institute (ULI) 4
Annual Meetin of California Contract Cities Association 3
Legislative Orientation Tour (California Contract Cities 3
Association)
League of California Cities Mayors and Councilmembers 3
De artment
League of California Cities Annual Redevelopment 3
Conference
California JPIA Risk Mana ement Conference 2
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