RPVCCA_CC_SR_2012_05_01_06_Travel_&_Expense_Policies_Elected_&_Appointed_OfficialsCrrvOF RANCHO PALOS VERDES
MEMORANDUM
TO:HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM:CAROL LYNCH,CITY ATTORNEY cfl--
DATE:MAY 1ST,2012
SUBJECT:RESOLUTION AMENDING THE CITY'S TRAVEL AND EXPENSE
POLICIES FOR ELECTED AND APPOINTED OFFICALS SO THAT
ALL OF THE CITY'S POLICIES ARE CONSISTENT AND ARE SET
FORTH IN ONE RESOLUTION
RECOMMENDATIONS:1.}ADOPT RESOLUTION NO.2012-_,A RESOLUTION OF
THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES
AMENDING AND RESTATING ITS EXPENSE REIMBURSEMENT
AND USE OF PUBLIC RESOURCES POLICY;2.}AUTHORIZE
ADDITIONAL EXPENSE REIMBURSEMENTS FOR
COUNCILWOMAN BROOKS AND MAYOR PRO TEM CAMPBELL,
AND 3.}AUTHORIZE A MONTHLY SALARY FOR PLANNING
COMMISSIONERS IN THE AMOUNT OF $135 TO COVER THEIR
COST OF CONDUCTING SITE VISITS ON PROPERTIES WITHIN
THE CITY.
EXECUTIVE SUMMARY
In response to the adoption of Assembly Bill 1234 ("AB 1234"),which was adopted by the
Legislature to implement the requirement for ethics training and expense reimbursement
policies for local agencies in California,including cities,the City Council previously adopted
Resolution No.2007-24.In Resolution No.2007-24,the City Council established a
Planning Commission reimbursement at the pre-existing level of $50.00 per month to
compensate the Planning Commissioners for their use of their automobiles when they
conduct site visits within the City and continued the then-current automobile expenditure
reimbursement that was paid to Council Members.Subsequently,the City Council adopted
Ordinance 500,which established a City Council salary to replace the monthly automobile
allowance that was paid to the City Council and increased the automobile stipend that was
paid to Planning Commissioners to $125.00 per month.
These more recent enactments created some inconsistencies between the City's existing
policies pertaining to expense reimbursement for City officials,which are currently
memorialized in Resolution No.2007-24 and City Council Policy No.16.The attached
draft resolution reconciles the minor inconsistencies and places all of the policies regarding
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May 1,2012
expense reimbursement for elected and appointed officials into one resolution and repeals
City Council Policy 16 and Resolution No.2007-24.This resolution does not cover City
employees,since reimbursement to employees for City-related expenses is addressed in
City personnel policies and rules.
BACKGROUND
Summary of AB 1234
AS 1234 ,became effective on January 1,2006,and requires cities to establish written
expense reimbursement policies for members of legislative bodies of the City.
These policies must state what types of occurrences qualify a city official to receive
reimbursement of expenses and must place limits on the amounts of expenses that may be
reimbursed without prior City Council approval.AS 1234 also requires city officials who
receive compensation from the City to participate in mandatory ethics training sessions
every two years.
AS 1234 was adopted by the Legislature in response to a perception of abuses in the
reimbursement of expenses to local officials.Previously existing State law,now limited by
AS 1234,provided that a city may reimburse its city officials for actual and necessary
expenses incurred in the performance of official duties.Cal.Gov't.Code §§36514.5 and
53232.2(a).
If a city reimburses its city officials for actual and necessary expenses after January 1,
2006,the city council must have first adopted a written policy,in a public meeting,
specifying the types of occurrences that qualify a city official to receive reimbursement of
expenses relating to travel,meals,lodging and other actual and necessary expenses.The
City had such policies in effect both before and after that date in City Council Policy No.16
and City Council Resolution No.2007-24.
The reimbursement policy required under AS 1234 applies to any "member of a legislative
body,"as defined by Government Code Section 53232.The term "legislative body"
includes the City Council and any City commission,committee,board,or other body of the
City,whether permanent or temporary,decision-making or advisory,created by ordinance,
resolution,or formal action of a legislative body.
The reimbursement policy may specify the reasonable reimbursement rates for travel,
meals and lodging,and other actual and necessary expenses.If a city's reimbursement
policy does not specify such reimbursement rates,the city must use the Internal Revenue
Service ("IRS")rates for reimbursement of expenses as established in the IRS Publication
463.Reimbursable expenses include,but are not limited to,meals,lodging and travel.
Cal.Gov't Code §53232.3(a).
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For lodging expenses,if the lodging is in connection with a conference or other organized
educational activity conducted in compliance with Government Code Section 54952.2(c),
including the ethics training required by AS 1234,the lodging costs must not exceed the
maximum group rate published by the conference or activity sponsor,provided that lodging
at the group rate is available to a city official at the time of booking.Cal.Gov't Code
§53232.2(d).If a group rate is not available,the city official must use comparable lodging
that is consistent with the city's reimbursement policy or other governmental or group rates
offered by a transportation or lodging provider.Cal.Gov't Code §53232.2(c),(d)and (e).
Please nqte that officials subject to AS 1234 are required to use such government and
group rates when available.Cal.Gov't Code §53232.2(e).
All expenses that do not fall within the adopted travel reimbursement policy or the IRS
reimbursement rates must be approved by the City Council in a public meeting before the
expense is incurred,except as provided in Government Code Section 53232.2(d).Cal.
Gov't Code §53232.2(f).
The City must provide expense report forms to be filed by City officials for reimbursement
of actual and necessary expenses incurred on behalf of the city in the performance of
official duties.Cal.Gov't Code §53232.3(a).Expense reports,which will be public
records that are SUbject to disclosure under the Public Records Act,must document those
expenses that meet the reimbursement policy for the expenditure of public resources.Cal.
Gov't Code §53232.3(b).City officials must submit their expense reports within a
reasonable time after incurring the expense.Cal.Gov't Code §53232.3(c).The City
Council must determine what a "reasonable time"is after the expense has been incurred.
Cal.Gov't Code §53232.3(c).The receipts that document each expense must accompany
all expense reports.Cal.Gov't Code §53232.3(c).In addition,city officials must provide
brief reports on meetings attended at a city's expense at the next regular meeting of that
particular legislative body of the city.Cal.Gov't Code §53232.3(d).
Penalties for the misuse of public resources or the falsification of expense reports may
include,but are not limited to,the following:(a)the loss of reimbursement privileges;(b)
restitution to the city;(c)civil penalties for the misuse of public resources pursuant to
Government Code Section 8314;and (d)prosecution for the misuse of public resources,
pursuant to Penal Code Section 424.Cal.Gov't Code §53232.4.
DISCUSSION
Consolidated Resolution Regarding Reimbursement for Travel Expenses
The City previously adopted City Council Policy No.16,which established the City's
policies concerning the reimbursement for expenses incurred by City Council Members in
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connection with the performance of their official duties on behalf of the City.This policy
also applies to members of any City commission or committee that the Council has
authorized to request such reimbursement.Council Policy No.16 referred to specific local
events and conferences for which reimbursement could be requested from the City.In
response to the specific mandates of AS 1234,the City Council Policy No.16 was further
clarified in 2007 by the adoption of Resolution No.2007-24.
The attached resolution incorporates the provisions that are required by AS 1234 and
eliminates redundancies and inconsistencies between Resolution 2007-24 and City Council
Policy No:16.Pursuant to the existing policies,the City provides an annual travel budget
amount for each Council Member that can be used to pay for travel to certain conferences
and events.Under this budget,the City permits Council Members to attend local events as
well as conferences that are related to City business,such as events hosted by the League
of California Cities and Contract Cities.These provisions have been retained,but
references to specific events have been deleted.
Council Policy 16 also provides that the City Council can establish an additional
discretionary travel pool each year against which the City Council Member may request
reimbursement for City-related travel and expenses,if his or her specific budget is
exceeded,provided that it is approved by the City Council at a duly noticed Council
meeting.It is Staff understands that the discretionary fund has not been funded in the
City's budget for many,many years.For this reason,it has been eliminated from the draft
resolution.In addition,the references to reimbursements to City employees,which already
are addressed in the City's personnel rules,are not included in the proposed resolution,
since the purpose of this resolution is to address elected and appointed officials,as
required by AS 1234.
Automobile Reimbursement
The City also pays each Planning Commissioner a flat monthly automobile allowance of
$125 to reimburse the Commissioners for local travel within the City to view properties that
are the subject of applications that will be determined by the Planning Commission.City
Council Members previously received a flat automobile reimbursement,but that was
replaced by the City Council salary of $400 per month for each City Council Member,which
was enacted pursuant to the adoption of Ordinance No.500.
The flat monthly expense payments for automobile use that are paid to Planning
Commissioners were established by former City Councils based on case and statutory
authority.See,Albright v.City of South San Francisco,146 Cal.App.3d 171 (1983),and
Government Code Section 1223,which provides as follows:
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"When traveling expenses are allowed by law to any state,county,judicial district,or
city officer,he may contract with the appropriate authorities for an allowance or
mileage rate for the use of vehicles owned or rented and used by him in the
performance of duty,in lieu of the usual transportation charges."
The City's independent auditors and the auditor who performed the recent IRS audit both
recommended that the stipends that are being paid to Planning Commissioners be
converted to salaries,similar to the monthly City Council salary.Since Staff previously
issued 1099 forms to the Planning Commissioners for the stipends,the Commissioners
were requ.ired to pay income taxes on the monthly stipends.Thus,converting the stipends
to salary will not change the Commissioners'obligation to pay income taxes on the amount
that is received from the City.However,the conversion to salary will require the City to
take the standard deductions for Social Security and Medicare,so Staff recommends that
the amount of the monthly salary for Planning Commissioners be increased to $135 per
month so the Commissioners will receive the same net amount that they currently receive
as a stipend.
Adjustments for Mayor Pro Tem Campbell and Councilwoman Brooks
During the 2010-11 budget year,Mayor Pro Tem Campbell inadvertently exceeded his
individual budget and received reimbursement from the City in the amount of $4,242.01.
The possibility of a repeat of this occurrence has been substantially reduced by the
monthly reports that the Finance Staff provides to each City Council Member.During the
current 2011-12 fiscal year,Mayor Pro Tem Campbell has used very little of his travel
budget ($200 to date)and has $3,800 offunds remaining in his budget.Accordingly,Staff
recommends that Mayor Pro Tem Campbell not be required to reimburse the City for the
$242.01 that exceeded his 2010-11 travel budget.
Councilwoman Brooks (and the other two new Council Members)started their term mid-
fiscal year.Accordingly,Finance Staff calculated their travel budgets by taking the total
amount that was budgeted for three Council Members ($12,000)and deducting the
expenses that the three outgoing Council Members had incurred before they left office
($1,358.10)and then equally allocating the difference among the three new Council
Members,meaning that each new Council Member had a budget of $3,547 for the balance
of the 2011-2012 fiscal year.Due to Councilwoman Brooks'appointment to the League
Policy Committee,she anticipates that she will be travelling to Sacramento for a meeting.
She also wishes to attend the Contract Cities Conference later in May.Staff has
calculated that to attend these two conferences,and if any local meetings arise,she will
need an additional allocation of $450 for this fiscal year.Staff recommends that this
additional amount be approved by the City Council,especially since there is approximately
$9,000 of unexpended funds in the travel budget for all five City Council Members.
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CONCLUSION
This resolution consolidates the rules for reimbursement of elected and appointed City
officials into one document and eliminates the prior inconsistencies between the two
documents.Accordingly,Staff recommends its approval.
Staff also recommends that the City Council authorize Staff to re-categorize the automobile
stipends that are paid to Planning Commissioners to be paid as salary and grant a
correspon,ding increase of the salary that is paid to each Planning Commissioner to $135
per month so the net amount that they receive monthly from the City will be similar to the
$125 that they are receiving currently.
Finally,Staff recommends that Mayor Pro Tem Campbell be able to retain the
reimbursement that he received during the 2010-2011 fiscal year in the amount of $242.01,
which was incurred in connection with City-related business but exceeded his $4000
budget allocation last year,because he has a substantial surplus in his travel and expense
budget this year,and allocate an additional $450 to Councilwoman Brooks'budget for this
fiscal year,since she is likely to exceed her budget allocation due to the upcoming Contract
Cities conference and League meeting in Sacramento,both of which will be held before the
end of this fiscal year.
ALTERNATIVES
The City Council could choose to leave the current policy and resolution in place.Staff
does not recommend this alternative as the two documents contain minor inconsistencies.
Attachments:Draft Resolution
City Council Policy No.16
Resolution No.2007-24
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF RANCHO PALOS VERDES AMENDING AND
RESTATING ITS EXPENSE REIMBURSEMENT AND USE
OF PUBLIC RESOURCES POLICY AND REPEALING
AND REPLACING COUNCIL POLICY NO.16 AND
RESOLUTION NO.2007-24.
A.The City Council of the City of Rancho Palos Verdes takes its
stewardship over the use of its limited pUblic resources seriously.Periodically,
the City Council has adopted policies relating to expenses actually and
necessarily incurred by public officials in connection with their official duties on
City business.In 2004,the City Council amended City Council Policy No.16,
which is the City policy regarding the reimbursement of City Council Members
and members of City commissions and committees for expenditures incurred for
travel and meetings and guidelines regarding reimbursement for expenses
incurred in connection with City business.In 2007,the City Council adopted a
resolution to clarify and augment those policies in order to comply with state
legislation that had been adopted,Government Code Section 53232,et seq.
B.Due to some changes to City policies,including the adoption of
Ordinance 500 establishing Council salaries,the City Council desires to amend
its policies again to ensure that they are current and to remove redundant
provisions that may cause confusion.Accordingly,this resolution shall repeal
and replace City Council Policy No.16 and Resolution No.2007-24.
C.The City of Rancho Palos Verdes has a history and practice of
limiting expenses that may be incurred by City Council Members,members of
City commissions and committees,and employees for travel and related
conference expenses.In addition,the City always has required such expenses
to be reasonably incurred in the conduct of the City's business,in accordance
with the requirements of previously existing law.
D.State law was amended to mandate that cities adopt written
expense reimbursement policies that apply to members of the City Council and
members of other City commissions and committees.
E.The City Council finds that there are benefits to the City if the City
reimburses City Councilmembers and members of other City commissions and
committees for their actual and necessary expenses incurred in connection with
the City's business.Those benefits include:
1.The opportunity to discuss the community's concerns with
state and federal officials;
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2.Participating in regional,state and national organizations
whose activities affect the City;
3.Attending educational seminars designed to improve
officials'skill and information levels;and
4.Promoting public service and morale by recognizing such
service.
F.Legislative and other regional,state and federal agency business is
frequently conducted over meals.Sharing a meal with regional,state and federal
officials is frequently the best opportunity for a more extensive,focused and
uninterrupted communication about the City's policy concerns.Each meal
expenditure must comply with the limits and reporting requirements of this policy
and applicable local,state and federal law.
G.This policy provides guidance to the City's elected and appointed
officials on the use and expenditure of City resources,as well as the standards
against which expenditures will be measured.This policy satisfies the
requirements of Gov't Code §§53232.2 and 53233.3,supplements the definition
of actual and necessary expenses for purposes of state law relating to
permissible uses of public resources,and supplements the definition of
necessary and reasonable expenses for purposes of federal and state income
tax laws.The policy also applies to any charges made using a City credit card or
any other forms of payment.
NOW THEREFORE,THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES HEREBY FINDS,RESOLVES AND ORDERS:
Section 1.Statement of Policy.This policy shall apply to the use of City funds
and the reimbursement of expenditures incurred by the members of the City
Council and the members of other City commissions and committees (sometimes
referred to hereinafter as "public officials.")This policy does not apply to other
public officials and employees of the City who are not members of legislative
bodies of the City and are governed by the City's personnel rules.
Section 2.Annual Budget.The City Council shall approve an annual budget,
prepared by the City Manager,for travel and meeting attendance,including local
meetings and overnight travel,by City officials,including an annual budget for
each City Council Member.All other expenses for overnight trips,conferences
and events that exceed or are not approved as part of the standard travel budget
shall only be funded upon prior approval by a majority of the City Council at a
duly noticed City Council meeting.
Section 3.Definitions.For purposes of this policy,the term "local meeting"
shall be used for all meetings within the greater Los Angeles area that do not
require an overnight stay.The term "conference"shall be used for all meetings
beyond the greater Los Angeles area that require an overnight stay to be on time
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for the start of the meeting.The greater Los Angeles area shall be defined as a
destination within 50 miles of Rancho Palos Verdes.
Section 4.Authorized Expenses.City funds,equipment,supplies and staff
time must only be used in connection with City-related business.Expenses
incurred by public officials in connection with the following types of activities
constitute authorized expenses,and may be reimbursed by the City as long as
the other requirements of this policy are met:
1.Serving the needs of the residents,businesses and visitors of
the City.
2.Communicating with constituents in compliance with applicable
laws.
3.Communicating with representatives of regional,state and
national government on City policy positions.
4.Attending educational seminars designed to improve public
officials'skill,knowledge,and information levels.
5.Participating in regional,state and national organizations whose
activities benefit or affect the City's interests.
6.Recognizing service to the City (for example,thanking a
longtime employee with a retirement gift,celebration or award of nominal value
and cost or attending a local meeting to present a City proclamation to an
individual or group).
7.Attending City,community,regional and other events.
8.Gathering facts and information regarding City projects,issues
and priorities in other jurisdictions.
9.Implementing a City-initiated strategy for attracting or retaining
businesses to the City.
10.Attending meetings for which a meeting stipend is expressly
authorized under this policy.
Section 5.Council approval required.The reimbursement of an expense in
excess of the amounts authorized in this policy or in the City's annual budget,
incurred in connection with international or out-of-state travel,or in excess of the
annual limits established for each office holder shall require prior approval by a
majority of the City Council at a duly noticed City Council meeting.
Section 6.Non-reimbursable expenses.Examples of personal expenses that
the City will not reimburse include:
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1.The personal portion of any trip,such as charges for laundry
service,dry cleaning,room service,and personal telephone calls.
2.Political or charitable contributions.
3.Family expenses,including a spouse or partner's expenses
when accompanying a City official on City-related business,as well as expenses
related to children or pets.
4.Entertainment expenses (e.g.theater,movies,in-room movies
and video games,recreation,gym fees and massage expenses,or cultural
events not related to City business).
5.Non-mileage personal automobile expenses,including repairs,
traffic citations,insurance or gasoline.
6.Personal losses incurred while on City business.
7.Mileage incurred by City Council Members to attend local
meetings shall be at the attendee's expense.
8.In accordance with the interpretation of the California Attorney
General and the Los Angeles County District Attorney,Council Members shall
not be reimbursed for their expenses in purchasing meals for third parties,such
as constituents,legislators,and private business owners,at meetings held to
discuss legislation or other matters affecting the City.
Section 7.Use of Accounting Procedures.The City shall follow established
accounting procedures of the City for payment and/or reimbursement of
expenses related to travel and meeting attendance.Eligible costs associated
with City-related business shall be charged against each individual Council
Member's budget,or in the case of City commissions and committees,against
the budget for that particular commission or committee. Generally,notification of
the attendee's intent to attend should be made prior to the scheduled departure
or meeting date in order to provide the necessary time for staff to make
appropriate arrangements.All meetings,regardless of whether one-day local
meetings or conferences,must have budgeted funds available for reimbursement
or advance registration.If funding is not available,the attendee must obtain prior
approval from the City Council at a duly convened meeting,and a corresponding
budget adjustment also must be approved.City Council members shall submit
reservation requests or receipts to the City Manager's Office,which will prepare
the warrant request for payment or reimbursement relating to City Council travel
and meeting attendance.Travel and meeting expenses reimbursed by other
agencies are not subject to reimbursement by the City.Any questions regarding
the propriety of a particular type of expense shall be submitted to the City Council
for determination before the expense is incurred.
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Section 8.Cost Control.To conserve City resources and keep expenses
within communi,ty standards for public officials,expenditures shall adhere to the
following guidelines.All expenses must be ordinary,necessary and reasonable
amounts.Any expenses incurred that exceed these guidelines must be
approved in advance by a majority of the City Council at a duly noticed City
Council meeting.
1.Transportation.The City will use the most economical
mode and class of transportation reasonably consistent with the City official's
scheduling needs,time constraints,and cargo space requirements,using the
most direct and time-efficient route.Government and group rates will be used
when available.The City Council recognizes that certain public officials are part-
time volunteers,and that other commitments may impact the economy of
availa~le travel arrangements.
a.Airfare.Airfares that are equal to or less than those
available through the Enhanced Local Government Airfare Program offered
through the League of California Cities (www.cacities.org/travel).shallbe.in
most normal circumstances,presumed to be the most economical and
reasonable for purposes of reimbursement under this policy.The City Council
recognizes and acknowledges that such airfares are not always practicable or
available in certain limited circumstances,and finds that higher airfares may be
appropriate in individual cases,in which case,air travel shall be by the lowest
cost scheduled carrier that reasonably meets the schedule of the traveler.If the
attendee wishes to travel by automobile instead of by plane outside of Southern
California,he or she may do so.Reimbursement will be the lower of the
prescribed mileage allowance or the cost of the round-trip airfare to and from the
destination,as permitted by this paragraph.
b.Automobile.The City Council finds that the use of an
automobile is essential to the performance of the functions of a member of the
City Council and the Planning Commission in the City of Rancho Palos Verdes
and shall pay a monthly salary to Councilmembers and Planning Commissioners.
Pursuant to Government Code Section 1223,the salary for Planning
Commissioners is hereby established at $125.00 per month to compensate
Planning Commissioners for their local automobile travel on Planning
Commission-related business within the City.By Ordinance No.500,the City
Council has established a monthly salary for City Council Members,in
accordance with the provisions of Government Code Section 36516,to
compensate Council Members for their local automobile travel on City-related
business within the City and within fifty miles of the City.Personal automobile
travel for City Councilmembers more than fifty miles from the City shall be
reimbursed based on the number of miles traveled and at Internal Revenue
Service rates presently in effect (see www.irs.gov).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.The Internal Revenue Service rates will
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not be paid for local rental vehicles;only receipted fuel expenses will be
reimbursed.
c.Car Rental.Charges for rental vehicles (e.g.rental rate,
applicable taxes and insurance,receipted fuel expenses)may be reimbursed for
out of town travel,if renting a rental vehicle is more economical than other forms
of transportation.In making such determination,the cost of the rental vehicle,
parking and gasoline will be compared to the combined cost of such other forms
of transportation.Rental rates that are equal to or less than those available
through the State of California's website
(http://www.catravelsmart.com/default.htm)shall be considered the most
economical and reasonable for purposes of reimbursement under this policy,but
higher rates may be appropriate.Where feasible,City officials shall share a
rental car.
d.Taxis/Shuttles.Taxis/shuttles fares may be reimbursed,
including a 15 percent tip,where the fare is equal to or less than the cost of car
rentals,gasoline and parking combined or such transportation is necessary for
time-efficiency.
2.Lodging.Lodging expenses will be reimbursed or paid
for when travel on official City business reasonably requires an overnight stay.
An attendee is not eligible for reimbursement for hotel charges incurred prior to
the official first day of a conference or other scheduled City business event,
unless it would be an inconvenience for the attendee to arrive on the first day of a
conference that begins in the morning.In these cases,the attendee shall be
eligible for reimbursement for hotel charges for one night prior to the official first
day of the conference.Attendees are required to provide the hotel with a letter
advising the hotel that the elected or appointed officials are exempt from
transient occupancy tax (TOT)charges while conducting official business on
behalf of the City.
a.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,see next paragraph.
b.Other Lodging.Travelers must request government lodging
rates,when available.A listing of hotels offering government rates in different
areas is available at http://www.catravelsmart.com/lodguideframes.htm.Lodging
rates that are equal to or less than 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 median retail price for lodging for that area listed on
websites like www.hotels.com or www.expedia.com or an equivalent service shall
be considered reasonable and hence reimbursable if,given the circumstances of
the travel,such comparable rates can be found.In unique circumstances,the
City Manager may approve the reimbursement of reasonable lodging costs that
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exceed the two standards above,if necessary under the circumstances.
3.Meals.City officials shall take,when available,meals provided as
part of a conference registration fee.For fiscal year 2011-2012,reimbursable
meal expenses and associated gratuities shall not exceed $80 per day and must
be documented by receipts.Such amount will be adjusted annually without
further action by the Council to reflect changes in the cost of living in accordance
with statistics published by the U.S.Department of Labor,Bureau of Labor
Statistics Consumer Price Index,all urban consumers for the Los Angeles
Metropolitan Area,for the twelve months ending on May 31 st of each year for the
following fiscal year.
4.Telephone/Fax/Cellular.Officials will be reimbursed for all
actual telephone and fax expenses incurred while on City business.Telephone
bills shall identify which calls were made in connection with City business.The
City may provide cellular telephones or personal digitial assistance devices
(pda's)at the City's cost for the use of public officials for City business,which
shall be addressed in a separate City policy.
5.Internet.City officials will be reimbursed for Internet
access connection and/or usage fees away from home,not to exceed $15.00 per
day,if Internet access is necessary for City-related business.
6.Airport Parking and Other Charges.The City will
reimburse:parking costs based on actual costs or the equivalent of long-term
parking rates used for travel exceeding 24-hours;baggage handling fees;and
reasonable gratuities.
Section 9.Cash Advance Policy.It may be necessary for an official to request
a cash advance to cover anticipated expenses and per diem expenses while
traveling or doing business on the City's behalf.Any request for an advance
should be submitted to the Finance Department not less than 5 days prior to 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 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).
Any unused advance must be returned to the City treasury within 5
business days of the official's return,along with an expense report and receipts
documenting how the advance was used in compliance with this expense policy.
For the City Manager and elected and appointed officials,the City Council shall
make the final decision regarding compliance with this policy,if necessary.
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Section 10.Credit Card Use Policy.City officials may use the City's credit
card for such purposes as airline tickets,meals 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 ten days of the end of use.City credit cards may not be
used at any time for personal expenses,even if the official subsequently
reimburses the City.
Section 11.Expense Report Content and Submission Deadline.All cash
advance expenditures,credit card expenditures and expense reimbursement
requests must be submitted on an expense report form provided by the City and
shall be accompanied by receipts,invoices and other supporting documentation.
Expense reports must document that the expense in question satisfies the
requirements of this policy.The form shall include the following advisory:
All expenses reported on this form must comply with the City's
policies relating to expenses and use of public resources.The information
submitted on this form and the supporting documentation are public
records,which will be retained by the City in accordance with the City's
document retention schedule.Penalties for misusing public resources and
violating the city's policies include loss of reimbursement privileges,
restitution,civil and criminal penalties as well as additional income tax
liability.
Except as required sooner by this policy,officials must submit their
expense reports within 30 calendar days of an expense being incurred,
accompanied by receipts documenting each expense.Restaurant receipts,in
addition to any credit card receipts,must be submitted.The inability to provide
such documentation in a timely fashion may result in the expense being borne by
the official.
Section 12.Verification of Expense Reports.All expenses are subject to
verification that they comply with this policy.The City Council and/or the Director
of Finance or his/her designee may request additional documentation or
explanation of individual expenditures for which reimbursement is requested by a
public official.
Section 13.Reports To the Public.At a subsequent City Council meeting,each
public official shall briefly report,orally or in writing,on meetings attended at City
expense.If multiple officials attended an event,a joint report or individual report
on behalf of all attendees may be made.
Section 14.Compliance With Laws.Some expenditures may be subject to
reporting under the Political Reform Act and other laws.Records of all City
expenditures and documentation regarding expense reimbursements are public
records subject to disclosure under the Public Records Act.
1454589 -8-
Attachments 6-8
Section 15.Repeal and replacement of City Council Policy 16 and Resolution
No.2007-24.City Council Policy No.16 and Resolution No.2007-24 are hereby
repealed and replaced by this Resolution.
Section 16.The City Clerk shall certify to the passage and adoption of this
resolution.
PASSED AND ADOPTED this 1st day of May 2012.
Mayor
ATTEST:
City Clerk Carla Morreale
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES )
CITY OF RANCHO PALOS VERDES )
I,Carla Morreale,City Clerk of the City of Rancho Palos Verdes,California,do
hereby certify that the foregoing Resolution,being Resolution ,was passed
and approved by the City Council of the City of Rancho Palos Verdes at a regular
meeting of said Council held on the 1st day of May 2012 and that Resolution was
adopted by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
City Clerk
1454589 -9-
Attachments 6-9
CITY COUNCIL POLICY
NUMBER:16
DATE ADOPTED/AMENDED:09/29/92 (amended 7/21/98,6/18/99 and 2/17/04)
SUBJECT:Travel and Meetings
BACKGROUND:
The City Council recognized the need to establish a travel policy to assure the needs of
the City are being met while limiting unnecessary expenditures.
POLICY:.
It shall be the policy of the City Council that the following procedures shall be followed
by the City Council and its Committee/Commission(s)and City staff with regard to
travel.
A.For purposes of this policy,the term "local meeting"shall be used for all meetings
within the greater Los Angeles area that do not require an overnight stay.The term
"conference"shall be used for all meetings beyond the greater Los Angeles area that
require an overnight stay to be on time for the start of the meeting.The greater Los
Angeles areas shall be defined as a destination within 60 miles of Rancho Palos
Verdes.
B.As part of the annual budget adoption,the City Council shall approve an amount for
each Council member for routine travel expenses ("standard travel budget").At the
same time,the Council may also establish a discretionary travel pool.If established,an
application by the Mayor or any Council members to use this discretionary pool may be
approved by a majority vote of the Council in addition to their standard travel budget
when the Council member's individual standard travel budget is depleted.
C.All meetings,whether one day local meetings or conferences,must have budgeted
funds available for reimbursement or advance registration.If funding is not available,
the attendee must obtain approval from the City Council at a duly convened meeting
and a bUdget adjustment must be made.
D.All local meeting and conference attendance shall be for City business affiliated
matters only and eligible costs associated with such travel shall be charged against
each individual Council member's travel bUdget,or charged against the discretionary
pool described in section (B),when the Council member's individual standard travel
budget is depleted.
Should a Council member serve on an official committee of the organizations listed
under the "Conferences"heading,item (3),or be assigned by the City Council or the
Attachments 6-10
l
('
\"..
City Council Policy No.16
Travel and Meetings
Amended:February 17,2004
Mayor to attend a special meeting on behalf of the City,he or she is then eligible to
have the costs associated with official or special committee meetings charged against
that City Council members travel account,or charged against the discretionary pool
described in section (8),when the Council member's individual standard travel budget
is depleted.
E.Registration fees and expenses incurred at local meetings and conferences must be
made under the following conditions to be reimbursed:
LOCAL MEETING:,
1)Local meetings include,but are not limited to,the following:
a)Older Americans Recognition Luncheon
b)Good Scout Awards Dinner
c)Peninsula Seniors Events
d)Peninsula Chamber of Commerce Events
e)Torrance Area Chamber of Commerce Luncheon
f)San Pedro Chamber of Commerce Luncheon
g)CAP Dinner
h)Palos Verdes Peninsula Land Conservancy Events
i)California League of Cities Events
j)Marymount College Events
k)Any event where the City Council is presenting a proclamation
I)The Peninsula Mayor's luncheon
2)Generally,notification of intent to attend should be made prior to the scheduled
departure in order to provide the necessary time for staff to make the appropriate
arrangements.
3)Reimbursement or pre-registration for a local meeting shall be limited to the
authorized attendees only.In cases where the City Council is presenting a
proclamation,reimbursement shall be provided for each Councilmember attending the
local meeting.Expenses for spouses and/or guests shall be paid for by attendees and
are not reimbursable.
4)Meals associated with a particular meeting,such as the League of California Cities
monthly meetings,or local events such as the Educator of the Year Awards banquet,
are reimbursable,provided that supportive receipts or other documentation is
submitted.It should be noted that the Attorney General and the District Attorney are
interpreting the Government Code as precluding the City from reimbursing Council
Page 2
Attachments 6-11
(,,,,..City Council Policy No.16
ie.,..Travel and Meetings
~ended:February17,2004
Members for their expenses in purchasing meals for third parties,such as constituents,
legislators and private business owners,at meetings held to discuss legislation or other
matters affecting the City.
5)The cost of parking in parking lots or parking garages is reimbursable,provided that
supportive receipts or other documentation is submitted.
6)Except as noted above,any other travel expenses,including mileage,incurred by
attendance at a local meeting that does not require an overnight stay shall be at the
attendees'expense.However,mileage reimbursement will be allowed for local
meetings;which involve ~round trip of more than 50 miles,provided supportive receipts
or other documentation Is submitted.
CONFERENCE:
1)Generally,notification of intent to attend must be-made prior to the scheduled
departure in order to provide the necessary time for staff to make the appropriate
arrangements.
2)Reimbursement for pre-registration for a conference shall be limited to authorized
attendees only.Expenses for spouses and/or guests shall be paid by attendees and are
not reimbursable.Requests for reimbursement should be submitted to the Finance
Department within 30 days of the conclusion of the conference by the attendee.
3)Conference attendance is limited to sponsorship by the following organizations:
a)League of California Cities
b)California Contract Cities
c)Southern California Assn.of Governments
d)California Joint Powers Insurance Agency
e)South Bay Cities Council of Governments
f)Other organizations of which the City Is a member or conferences for which
funds have been approved in the annual operating budgets.
Attendance at conferences (whether in-state or out-of state)sponsored by other
organizations not listed above,must be approved by the City Council at a duly
convened meeting.If approval is not obtained prior to the event,approval for any such
reimbursement may be obtained through approval of the warrant register.
4)Hotel charges will be allowed at the regular rate for a single occupant.If the hotel
imposes a fee for an additional guest in the room, the attendee shall pay the difference.
Page 3
Attachments 6-12
/.....City Council Policy No.16
;\Travel and Meetings
Amended:February 17,2004
Attendees are required to provide the hotel with a letter ~dvising them that the elected
officials,committee members and employees of the City of Rancho Palos Verdes are
exempt from transient occupancy tax (TOT)charges while conducting official business
on behalf of the City.
"J ..
t'it
\.
5)Attendee is not eligible for reimbursement for hotel charges incurred prior to the
official first day of a conference or other scheduled City business unless it would be an
inconvenience for the attendee to arrive on the first day of a conference·that begins in
the morning.In these cases,the attendee shall be eligible for reimbursement for hotel
charges ~or one night prior to the official first day of the conference.
6)Shuttle service to and from the airport and hotel is eligible for reimbursement.To be
reimbursed for the direct costs,attendee shall submit all supportive receipts and
request reimbursement using City expense report forms.
7)Rental car expenses may be reimbursed when it can be shown that the
circumstances justify the need for such transportation.When choosing to rent a car
over other forms of transportation,expenses.claimed should be ordinary,necessary
and for a reasonable amount.
8)Charges covering laundry,dry cleaning,room service,personal telephone calls,
rental car expenses not covered by item (7)above and personal entertainment are not
eligible for reimbursement.However,a phone call to a family member at home is
allowed to announce the safe arrival and departure time of the attendee.
9)Air transportation for travel beyond the greater Los Angeles area shall be computed
on the basis of the cost of coach class air travel,using the shortest and most direct
route.Air travel shall be by the lowest cost scheduled carrier that reasonably meets the
schedule of the traveler.If the attendee wishes to travel by automobile instead of by
plane outside Southern California,he or she may do so.Reimbursement will be the
prescribed mileage or the cost of round-trip airfare to and from the destination,which
ever is the lowest cost.
F.Use of funds for City Committee/Commission member attendance at local meetings
and conferences must be budgeted by the City Council.If travel is approved,the
Committee/Commission member(s)shall follow the standard travel procedures as
outlined in the above procedures.Expenses claimed will be ordinary,necessary and
for a reasonable amount.
G.Use of funds for City Staff attendance at local meetings and conferences must be
budgeted by the City Council.If travel is approved,the City staff member(s)shall follow
Page 4
Attachments 6-13
(
t"'''''····,City Council Policy No.16
::\...Travel and Meetings
Amended:February 17,2004
the standard travel procedures as outlined in the above procedures.Expenses claimed
will be ordinary,necessary and for a reasonable price
W:\POLlCY\20040217_COUNCIL POLICY 16_Travel and Meetings.DOC
l~/.
\....Page 5
Attachments 6-14
RESOLUTION NO.2007-24
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES
AMENDING AND RESTATING ITS EXPENSE REIMBURSEMENT AND USE OF PUBLIC
RESOURCES POLICY.
A.The City Council of the City of Rancho Palos Verdes takes its stewardship over the
use of its limited public resources seriously.Periodically,the City Council has adopted policies
relating to expenses actually and necessarily incurred by public officials in connection with their
official duties on City business.Most recently,in 2004,the City Council amended City Council
Policy No.16,which is the City policy regarding the reimbursement of City Council Members and
members of City commissions and committees for expenditures incurred for travel and meetings and
guidelines regarding reimbursement for expenses incurred in connection with City business.Most,if
not all of the policies,practices and procedures contained in this Resolution already are set forth in
City Council Policy No.16.This Resolution is intended to clarify and augment that City Council
Policy.
B.The City of Rancho Palos Verdes has a history and practice of limiting expenses that
may be incurred by City Council Members,members of City commissions and committees,and
employees for travel and related conference expenses.In addition,the City always has required
such expenses to be reasonably incurred in the conduct of the City's business,in accordance with
the requirements of previously existing law.
C.State law recently was amended to mandate that cities adopt written expense
reimbursement policies that apply to members of the City Council and members of other City
commissions and committees.
D.The City Council finds that there are benefits to the City if the City reimburses City
Council members and members of other City commissions and committees for their actual and
necessary expenses incurred in connection with the City's business.Those benefits include:
1.The opportunity to discuss the community's concerns with state and federal
officials;
2.
affect the City;
Participating in regional,state and national organizations whose activities
3.Attending educational seminars designed to improve officials'skill and
information levels;and
4.Promoting pUblic service and morale by recognizing such service.
E.Legislative and other regional,state and federal agency business is frequently
conducted over meals.Sharing a meal with regional,state and federal officials is frequently the best
opportunity for a more extensive,focused and uninterrupted communication about the City's policy
concerns.Each meal expenditure must comply with the limits and reporting requirements of this
policy and applicable local,state and federal law.
F.This policy provides guidance to the City's elected and appointed officials on the use
and expenditure of City resources,as well as the standards against which expenditures will be
measured.This policy satisfies the requirements of Gov't Code §§53232.2 and 53233.3,
supplements the definition of actual and necessary expenses for purposes of state law relating to
permissible uses of public resources,and supplements the definition of necessary and reasonable
Attachments 6-15
expenses for purposes of federal and state income tax laws.The policy also applies to any charges
made to a City credit card.
NOW THEREFORE,THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES
HEREBY FINDS,RESOLVES AND ORDERS:
Section 1.Statement of Policy.This policy shall apply to the use of City funds and the
reimbursement of expenditures incurred by the members of the City Council and the members of
other City commissions and committees (sometimes referred to hereinafter as "public officials.")
This policy does not apply to other public officials and employees of the City who are not members
of legislative bodies of the City and are governed by the City's personnel rules.
Section 2.Annual Budget.The City Council shall approve an annual budget,prepared by the
City Manager,for overnight travel and meeting attendance by City officials.All other expenses for
overnight trips,conferences and events that exceed or are not approved as part of the standard
travel budget shall only be funded upon prior approval by a majority of the City Council at a duly
noticed City Council meeting.
Section 3.Authorized Expenses.City funds,equipment,supplies and staff time must only be
used for authorized business of the City.Expenses incurred by public officials in connection with the
following types of activities constitute authorized expenses,and may be reimbursed by the City as
long as the other requirements of this policy are met:
1.Serving the needs of the residents,businesses and visitors of the City.
2.Communicating with constituents in compliance with applicable laws.
3.Communicating with representatives of regional,state and national government
on City policy positions.
4.Attending educational seminars designed to improve public officials'skill,
knowledge,and information levels.
5.Participating in regional,state and national organizations whose activities benefit
or affect the City's interests.
6.Recognizing service to the City (for example,thanking a longtime employee with a
retirement gift,celebration or award of nominal value and cost).
7.Attending City,community,regional and other events.
8.Gathering facts and information regarding City projects,issues and priorities in
other jurisdictions.
9.Implementing a City-initiated strategy for attracting or retaining businesses to the
City.
10.Attending meetings for which a meeting stipend is expressly authorized under
this policy.
Section 4.Council approval required.The reimbursement of an expense in excess of the
amounts authorized in this policy or in the City's annual budget,incurred in connection with
international or out-of-state travel,or in excess of the annual limits established for each office holder
Resolution No.2007-24
Page 2 of6
Attachments 6-16
shall require prior approval by a majority of the City Council at a duly noticed City Council meeting.
Section 5.Non-reimbursable expenses.Examples of personal expenses that the City will not
reimburse include:
1.The personal portion of any trip.
2.Political or charitable contributions.
3.Family expenses,including a spouse or partner's expenses when accompanying
a City official on City-related business,as well as expenses related to children or pets.
4.Entertainment expenses (e.g.theater,movies,recreation,gym fees and massage
expenses,or cultural events not related to City business).
5.Non-mileage personal automobile expenses,including repairs,traffic citations,
insurance or gasoline.
6.Personal losses incurred while on City business.
Section 6.Use of Accounting Procedures.City shall follow established accounting procedures
of the City for payment and/or reimbursement of expenses related to travel and meeting attendance.
City Council members shall submit reservation requests or receipts to the City Manager's Office,
which will prepare the warrant request for payment or reimbursement relating to City Council travel
and meeting attendance.Travel and meeting expenses reimbursed by other agencies are not
subject to reimbursement by the City.Any questions regarding the propriety of a particular type of
expense shall be submitted to the City Council for determination before the expense is incurred.
Section 7.Cost Control.To conserve City resources and keep expenses within community
standards for public officials,expenditures should adhere to the following guidelines.Any expenses
incurred that exceed these guidelines must be approved in advance by a majority of the City Council
at a duly noticed City Council meeting.
1.Transportation.The City will use the most economical mode and class of
transportation reasonably consistent with the City official's scheduling needs,time constraints,and
cargo space requirements,using the most direct and time-efficient route.Government and group
rates will be used when available.The City Council recognizes that certain public officials are part-
time volunteers,and that other commitments may impact the economy of available travel
arrangements.
a.Airfare.Airfares that are equal to or less than those available through the
Enhanced Local Government Airfare Program offered through the League of California Cities
(www.cacities.org/travel),shall be,in most normal circumstances,presumed to be the most
economical and reasonable for purposes of reimbursement under this policy.The City Council
recognizes and acknowledges that such airfares are not always practicable or available in certain
limited circumstances,and finds that higher airfares may be appropriate in individual cases.
b.Automobile.The City Council finds that the use of an automobile is essential
to the performance of the functions of a member of the City Council and the Planning Commission in
the City of Rancho Palos Verdes.In order to ensure that members of the City Council and Planning
Commission maintain an automobile,and pursuant to Government Code Section 1223,the City shall
reimburse Councilmembers and Planning Commissioner's on a monthly basis,upon submittal of
such a request on the official's monthly reimbursement form,a flat amount to cover the expenses of
Resolution No.2007-24
Page 3 of6Attachments 6-17
maintaining a vehicle and driving that vehicle within the City and fifty miles of the City to both City
meetings and functions and to meetings of organizations to which the City is a member.The flat
rate for the Mayor established pursuant to this policy is $350 per month.The flat rate for other
Members of the City Council is $200 per month,and the flat rate for Members of the Planning
Commission for conducting site visits within the City is $50 per month.These amounts are
determined to be the reasonable estimate of monthly mileage amounts incurred by the Mayor,City
Councilmembers and Planning Commissioners in performing their official duties within the City,and
in the case of the Mayor and Councilmembers,within fifty miles of the City.Personal automobile
travel for City Councilmembers more than fifty miles from the City shall be reimbursed based on the
number of miles traveled and at Internal Revenue Service rates presently in effect (see
www.irs.gov).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.The Internal Revenue Service rates will
not be paid for local rental vehicles;only receipted fuel expenses will be reimbursed.
c.Car Rental.Charges for rental vehicles (e.g.rental rate,applicable taxes and
insurance,receipted fuel expenses)may be reimbursed for out of town travel,if renting a rental
vehicle is more economical than other forms of transportation.In making such determination, the
cost of the rental vehicle,parking and gasoline will be compared to the combined cost of such other
forms of transportation.Rental rates that are equal to or less than those available through the State
of California's website (http://www.catravelsmart.com/default.htm)shall be considered the most
economical and reasonable for purposes of reimbursement under this policy,but higher rates may
be appropriate.Where feasible,City officials shall share a rental car.
d.Taxis/Shuttles.Taxis/shuttles fares may be reimbursed,including a 15
percent tip,where the fare is equal to or less than the cost of car rentals,gasoline and parking
combined or such transportation is necessary for time-efficiency.
2.Lodaina.Lodging expenses will be reimbursed or paid for when travel
on official City business reasonably requires an overnight stay.
a.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,see next section.
b.Other Lodging.Travelers must request government lodging rates,when
available.A listing of hotels offering government rates in different areas is available at
http://www.catravelsmart.com/lodguideframes.htm.Lodging rates that are equal to or less than
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 median retail price for lodging for that area listed on websites
like www.hotels.com or www.expedia.com or an equivalent service shall be considered reasonable
and hence reimbursable if,given the circumstances of the travel,such comparable rates can be
found.In unique circumstances,the City Manager may approve the reimbursement of reasonable
lodging costs that exceed the two standards above,if necessary under the circumstances.
3.Meals.City officials shall take,when available,meals provided as part of a
conference registration fee.Reimbursable meal expenses and associated gratuities shall not
exceed $80 per day.Such amount will be annually adjusted without further action by the Council to
reflect changes in the cost of living in accordance with statistics published by the U.S.Department
of Labor,Bureau of Labor Statistics Consumer Price Index,all urban consumers for the Los Angeles
Metropolitan Area.
Resolution No.2007-24
Page 4 of6
Attachments 6-18
4.Telephone/Fax/Cellular.Officials will be reimbursed for all actual
telephone and fax expenses incurred on City business.For cellular calls when the official has a
particular number of minutes included in the official's plan,the official should identify the percentage ,
of calls made on public business and will be reimbursed for that percentage of applicable charges.<
The City may provide cellular telephones at the City's cost for the use of public officials for City
business.
5.Internet.City officials will be reimbursed for Internet access connection
and/or usage fees away from home,not to exceed $15.00 per day,if Internet access is necessary
for City-related business.Public officials may be reimbursed the actual cost of Internet connection
fees for home use,if such connection is reasonably necessary for the public official to carry out his
or her duties.
6.Airport Parking and Other Charges.The City will reimburse:parking costs
based on actual costs or the equivalent of long-term parking rates used for travel exceeding 24-
hours;baggage handling fees;and reasonable gratuities.
Section 8.Cash Advance Policy.It may be necessary for an official to request a cash advance
to cover anticipated expenses and per diem expenses while traveling or doing business on the City's
behalf.Any request for an advance should be submitted to the Finance Department not less than 5
days prior to 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 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).
Any unused advance must be returned to the City treasury within 5 business days of the
official's return,along with an expense report and receipts documenting how the advance was used
in compliance with this expense policy.For employees,the City Manager shall make the final
decision regarding compliance with this policy.For the City Manager and elected and appointed City
officials,the City Council shall make such decisions,if necessary.
Section 9.Credit Card Use Policy.City officials may use the City's credit card for such
purposes as airline tickets,meals 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 ten days of the end of use.City credit cards may not be used at
any time for personal expenses,even if the official subsequently reimburses the City.
Section 10.Expense Report Content and Submission Deadline.All cash advance
expenditures,credit card expenditures and expense reimbursement requests must be submitted on
an expense report form provided by the City.Expense reports must document that the expense in
question met the requirements of this policy.The form shall include the following advisory:
All expenses reported on this form must comply with the City's policies relating to
expenses and use of public resources.The information submitted on this form is a public
record.Penalties for misusing pUblic resources and violating the city's policies include loss
of reimbursement privileges,restitution,civil and criminal penalties as well as additional
Resolution No.2007-24
Page 5 of6
Attachments 6-19
income tax liability.
Except as required sooner by this policy,officials must submit their expense reports within 30
calendar days of an expense being incurred,accompanied by receipts documenting each expense.
Restaurant receipts,in addition to any credit card receipts,must be submitted.The inability to
provide such documentation in a timely fashion may result in the expense being borne by the official.
Section 11.Verification of Expense Reports.All expenses are subject to verification that they
comply with this policy.The City Manager and/or the Director of Finance or his/her designee may
request additional documentation or explanation of individual expenditures for which reimbursement
is requested by a public official.
Section 12.Reports to the Public.At a subsequent City Council meeting,each public official
shall briefly report,orally or in writing,on meetings attended at City expense.If multiple officials
attended an event,a joint report or individual report on behalf of all attendees may be made.
Section 13.Compliance With Laws.Some expenditures may be subject to reporting under the
Political Reform Act and other laws.Records of all City expenditures and documentation regarding
expense reimbursements are public records subject to disclosure under the Public Records Act.
Section 14.The City Clerk shall certify to the passage and adoption of this resolution.
PASSED AND ADOPTED this 6th day of March 2007.
/s/Thomas D.Long
Mayor
Attest:
/s/Carolynn Petru
City Clerk
State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes )
I,Carolynn Petru,City Clerk of the City of Rancho Palos Verdes,hereby certify that the above
Resolution No.2007-24 was duly and regularly passed and adopted by the said City Council at a
regular meeting thereof held on March 6,2007.
City Clerk
Resolution No.2007-24
Page 6 of6
Attachments 6-20