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City Manager Office <br />www.santa-ana.org/city-managers-office <br />Item # 22 <br />City of Santa Ana <br />20 Civic Center Plaza, Santa Ana, CA 92701 <br /> Staff Report <br />February 21, 2023 <br />TOPIC: Proposed Resolution Adopting City Council Actual and Necessary Expense <br />Policy Pursuant to City Charter Section 402 and Approving Reimbursement Request <br />AGENDA TITLE: <br />Proposed Resolution Adopting City Council Actual and Necessary Expense Policy <br />Pursuant to City Charter Section 402 and Approving Reimbursement Request <br />RECOMMENDED ACTION <br />1. Adopt a Resolution approving the Proposed City Council Actual and Necessary <br />Expense Policy. <br />2. Approve reimbursement request not to exceed $1,500. <br />DISCUSSION <br />The City has an Administrative Travel and Expense Reimbursement Policy that applies <br />to employees and elected officials, which was updated in July 2021. The City also has <br />policies and purchasing procedures providing guidance for the City Council on <br />expenses and reimbursements related to office expenses and use of discretionary <br />special events and sponsorships. The City does not, however, have a policy or <br />procedure for the City Council to request reimbursement for actual and necessary <br />expenses provided for in Section 402 of the City of Santa Ana City Charter. The City <br />has received a request for reimbursement of an actual and necessary expense of under <br />$1,500 and this agenda item provides for the adoption of a policy and approval of the <br />reimbursement request. <br />Proposed City Council Actual and Necessary Expense Policy <br />Section 53232.2(a) of the California Government Code authorizes local agencies <br />to “reimburse members of a legislative body for actual and necessary expenses <br />incurred in the performance of official duties. Section 53232.2(b) of the Government <br />Code requires local agencies that make such reimbursements to “adopt a written policy, <br />in a public meeting, specifying the types of occurrences that qualify a member of the <br />legislative body to receive reimbursement of actual and necessary expenses.” <br />Furthermore, Section 402 of the City of Santa Ana City Charter also authorizes <br />reimbursement of actual and necessary expenses approved by adoption of a