HomeMy WebLinkAbout55D - TRAVEL REIMBURSEMENT
REQUEST FOR
COUNCIL ACTION
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CITY COUNCIL MEETING DATE:
CLERK OF THE COUNCIL USE ONLY:
MAY 15, 2006
TITLE:
RESOLUTION ADOPTING A TRAVEL AND
EXPENSE REIMBURSEMENT POLICY
PURSUANT TO ASSEMBLY BILL 1234
APPROVED
D As Recommended
D As Amended
D Ordinance on 151 Reading
D Ordinance on 2nd Reading
D Implementing Resolution
D Set Public Hearing For
CONTINUED TO
+
FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Adopt a resolution establishing travel and expense reimbursement policies
for the City Council and Boards and Commissions.
DISCUSSION
In 2005, the California Legislature enacted Government Code Sections
53232.2 and 53232.3 as part of AB 1234, a comprehensive open-government
measure. Many provisions of AB 1234 are or may be inapplicable to Santa
Ana as a charter city. Nevertheless, staff recommends that the City
Council, in recognition of the City Council's stewardship in matters of
public finance, implement the purpose and intent of Section 53232.2 by
formally establishing standards for public officials' expense
reimbursement. The goal of AB 1234 is two-fold: one, to establish clear
limi ts for expense reimbursement by elected and appointed officials,
particularly in the areas of travel and lodging expenses; and, two,
implement transparent record keeping practices to permit the public to
monitor such expenses.
For many years, the City Council has followed a travel and expense
reimbursement practice that very substantially complies with AB 1234
mandates such as avoiding the use of first class airfare, taking
advantage of government rates for lodging, prohibiting payment of
personal and family expenses in conjunction with City travel and
requiring documentation of all expenses. Likewise, the City Manager has
adopted a travel and expense policy for city staff and other officials
that satisfies most of the goals of AB 1234.
550-1
Travel and Expense Reimbursement
Policy Resolution
May 15, 2006
Page 2
The attached resolution adopts a new formal policy. In addition to
setting standards for lodging, travel expenses and qualifying activities,
the policy directs the Executive Director of Finance & Management
Services to adopt a formal expense reimbursement form that all affected
officials will have to submit for all expenses.
FISCAL IMPACT
There is no fiscal impact associated with this action.
~\\~~:~JI' 0 ~ .~"_
Francisco Gutierrez
Executive Director
Finance & Management Services Agency
550-2
JWF 05/10/06
RESOLUTION NO. 2006-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA ADOPTING A TRAVEL AND EXPENSE
REIMBURSEMENT POLICY IN COMPLIANCE WITH
GOVERNMENT CODE SECTION 53232.2 TO PAY FOR
ACTUAL AND NECESSARY EXPENSES INCURRED IN
THE PERFORMANCE OF OFFICIAL DUTIES.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS
FOLLOWS:
Section 1. The City Council of the City of Santa Ana hereby finds, determines
and declares as follows:
A. It is necessary and desirable for members of the City Council and certain
other appointed City officials to incur various expenses in performance of
their official duties.
B. Santa Ana Charter Section 402 directs that members of the City Council
receive ". . . reimbursement for required travel and other expenses while
on official business of the City as authorized and approved by the City
Council." The City of Santa Ana has along standing policy of ensuring that
expenses incurred by its officials be reasonable and restricted to City
business.
C. The California Legislature has enacted Government Code Sections
53232.2 and 53232.3 as part of AB 1234, a comprehensive open-
government measure. Many provisions of AB 1234 are or may be
inapplicable to Santa Ana as a charter city. Nevertheless, the City
Council, in recognition of the City Council's stewardship in matters of
public finance, seeks to implement the purpose and intent of Section
53232.2 by formally establishing standards for public officials' expense
reimbursement.
D. Public resources should only be used when there is a substantial benefit
to the City such as meeting with regional, state, federal and international
officials on matters affecting City policies; participating in regional, state
and national organizations, attending educational seminars designed to
improve officials' skill and information levels; and, promoting public service
and morale by participating in community events.
Section 2. That certain City Council and Board & Commission Travel and
Expense Reimbursement Policy attached hereto and identified as Attachment A is
hereby adopted as the official policy which shall control the incurrence or
Resolution No. 2006-XXX
Page 1 of 6
550-3
reimbursement of necessary business expenses for members of the City Council and
the Mayor, as well as members of any City board, commission or committee covered by
Section 53232.2.
Section 3. This Resolution shall take effect immediately upon its adoption by
the City Council, and the Clerk of the Council shall attest to and certify the vote adopting
this Resolution.
ADOPTED this
day of
,2006.
Miguel A. Pulido
Mayor
APPROVED AS TO FORM:
Joseph W. Fletcher, City Attorney
AYES: Councilmembers
NOES: Councilmembers
ABSTAIN: Councilmembers
NOT PRESENT: Councilmembers
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, PATRICIA E. HEALY, Clerk of the Council, do hereby attest to and certify the
attached Resolution No. 2006-XXX to be the original resolution adopted by the City
Council of the City of Santa Ana on
Date:
Clerk of the Council
City of Santa Ana
Resolution No. 2006-XXX
Page 2 of 6
550-4
Attachment A
City Council and Board & Commission Travel and Expense Reimbursement Policy
A. Covered Officials/Activities
This policy shall apply to expense reimbursement requests for members of the City
Council including the Mayor and when acting in their elected roles as well as when acting
in their capacities as members of the governing boards of the Santa Ana Community
Redevelopment Agency, Santa Ana Housing Authority, Santa Ana Public Financing
Authority, and any other agency for which the City Councils acts as the governing body.
This shall also apply to members of the following City boards, commissions and
committees; Planning Commission, Community Redevelopment and Housing
Commission, Library Board, Recreation Parks and Community Services Board, Personnel
Board, Human Relations Commission, Environmental and Transportation Advisory
Committee, Youth Commission and any other City controlled body which meets the
definition of "legislative body" found in Government Code Section 53232.2.
B. Authorized Expenses.
City funds, equipment, supplies (including letterhead), titles, and staff time must
only be used for authorized City business. 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:
1. Communicating, lobbying and negotiating with representatives of regional,
state, national and foreign governments on matters affecting City policies
and positions, and representation of the City with such other governments at
official events and memorials;
2. Attending educational seminars designed to improve officials' skill and
information levels;
3. Representing Santa Ana on state and regional agencies, authorities and
districts such as the Metropolitan Water District; Orange County Sanitation
District, Transportation Corridors Agency, Orange County Transportation
Authority and the Orange County Water District;
4. Participating in regional, state and national organizations whose activities
affect the City's interests;
5. Attending official events of local and regional charities and other prominent
non-profit agencies active in the Santa Ana and Orange County
communities;
Resolution No. 2006-XXX
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6. Attending City events including employee awards programs, neighborhood
events and community meetings;
7. Meals for persons with whom the official is conducting City-related business;
8. Participating in City-sanctioned economic development activities promoting
or implementing a strategy for attracting or retaining businesses and other
development to the City.
C. Unauthorized Expenses.
The following expenditures incurred by affected officials in the course and scope
of their official duties shall not be reimbursed without prior City Council approval:
1. The personal portion of any trip;
2. Political contributions;
3. Family expenses, including those of a partner when accompanying an
affected official on official business, child or pet care. Solely in the case of
local charity/community activities described in B5 and B6 above, the City
Manager may pay for attendance of a spouse or guest of the affected
official.
4. Entertainment expenses, including theatre, shows, movies, sporting
events, golf, spa treatments, etc.
5. Non-mileage personal automobile expenses including repairs, insurance,
gasoline, traffic citations.
D. Statement of Policy
Travel expenses shall be allowed or reimbursed for days actually spent on City
business, for programmed days of a conference or meetings, and for time spent in travel
to and from these events. Expenses shall be computed for the days of the conference or
event attended and for travel days not to exceed one day before and after the event if
reasonably necessary.
E. Airfare
Generally, air transportation expenses shall not exceed the cost of jet air coach.
First class travel may be approved by the City Manager when it is the only class available
or if delay would result in additional expenses. All air travel shall be booked as far in
advance as possible so as to receive the lowest fares possible. Overnight flight may be
chosen by the individual but is not required. Affected officials shall use government and
group rates for travel offered in conjunction with the event when available. Mileage for use
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of a personal vehicle may be paid in lieu of airfare, not to exceed the lowest available
coach fare. In such a case, however, no additional lodging shall be permitted attributable
to vehicular travel time.
F. Meals
Affected officials shall be entitled to reimbursement for meals and associated
gratuities at a per diem rate of $50.00. Meal expenses in the high cost metropolitan areas
shall be $65.00. The Executive Director of Management and Financial Services shall
establish a list of qualifying high cost areas. He or she shall also adjust the per diem
amounts annually in accordance with changes in the consumer price index.
G. Lodqinq
1. Lodging expenses will be reimbursed or paid for when travel on official City
business reasonably requires an overnight stay.
2. Conferences/Meetings. If such lodging is in connection 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. If the group rate is not available, then the official must
request government rates, when available.
3. Other Lodging. Where lodging is necessary for an activity that is not related
to a conference or other organized educational activity, reimbursement shall
be provided at an amount not exceeding the prevailing rate in the community
for business class hotels. Whenever available, government rates shall be
utilized.
H. Travel
1. Mileage expenses for use of official's personal vehicle at the IRS
approved rate unless the official receives an auto allowance as part of
compensation, except when in lieu of airfare as provided below.
2. Bridge tolls and parking charges.
3. Taxi fares or shuttles fares including a 15 percent gratuity per fare, where no
rental car is utilized.
4. Rental car expenses. The use of rental cars is permitted when determined
to be the most effective use for local transportation. Mid-size vehicles shall
be utilized unless the conference/event is being attended by multiple city
officials/staff members, in which case the sharing of rental cars should be
considered where reasonable.
Resolution No. 2006-XXX
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5. Airport parking for the official's personal vehicle. Long term airport parking
shall be utilized where feasible. In lieu of parking, an airport shuttle may be
used not to exceed long term parking costs for the trip.
I. Miscellaneous Expenses
The following additional expenses are reimbursable.
1. Actual and documented telephone and fax expenses incurred on City
business.
2. Internet access connection and/or usage fees.
3. Miscellaneous travel expenses such as baggage handling fees of up to $2
per bag and reasonable tips and gratuities.
4. Conference and Training registration fees.
J. Implementation/Documentation/Reports
The Executive Director of Management and Finance Services, in consultation with
the City Attorney, shall develop an Expense Reimbursement Form complying with the
terms of Government Code Section 53232.3. All requests for advances or reimbursement
shall be made in conformance with the adopted form and this Policy. Any qualifying
expense may be provided in advance payments provided such expenses are supported by
receipts.
City Council members shall coordinate all travel and other City-related expenses
with the City Manager's Office. The City Manager shall adopt procedures to further
implement the policy herein created. The City Manager is also encouraged to implement
comparable policies for City staff.
In the case of members of the City boards, commissions and committees, no
reimbursement otherwise allowable by this policy shall be reimbursed unless the
expenditure is approved in advance by the City Manager or Agency Executive Director
responsible for the particular board, commission or committee.
Each affected official seeking reimbursement for expenses hereunder to attend a
Brown Act-governed meeting shall made a brief written or verbal report to their body at its
next regular meeting.
Resolution No. 2006-XXX
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