RPVCCA_CC_SR_2011_08_16_H_Councilmember_Expenditure_reportCITY OF
MEMORANDUM
RJ\NCHO PALOS VERDES
TO:
FROM:
DATE:
SUBJECT:
Staff Coordinator:
HONORABLE MAYOR &CITY COUNCIL MEMBERS ~
DENNIS McLEAN~~ECTOR OF FINANCE &INFORMATION
TECHNOLOGY \!>L---
AUGUST 16,2011
CITY COUNCIL MEETINGS AND CONFERENCES EXPENDITURE
REIMBURSEMENT
Mqtt Waters,Senior Administrative Analyst
RECOMMENDATION
Provide direction to staff on whether to process reimbursement of FY1 0-11 Meetings and
Conference expenses incurred by a City Council Member in excess of the established
individual limit of $4,000.
BACKGROUND
City Council Members official duties regularly include attending meetings and conferences,
which often involve registration,hotel,meal and other associated expenses.The City of
Rancho Palos Verdes has established policies,practices and procedures to provide
direction and budgetary control for the expenses that may be incurred by Council Members
and members of other City commissions and committees (public officials).City Council
Policy Number 16 (adopted on September 29,1992 and last amended on February 17,
2004)provides procedures for City Council Members and public officials when attending
meetings and conferences.Part of this policy calls for the City Council to approve an
individual limit for each Council Member's meetings and conference expenses.
The policy also allowed the City Council to establish a discretionary pool as part of the
annual budget adoption process,which could be then used to replenish an individual
Council Member's allowance if that member's individual allowance was depleted.A
discretionary pool has never been included in any budget adopted by the City Council.
Even if a discretionary pool was established,a majority Council vote would be required to
allow funds to be used by an individual Council Member.
Resolution No.2007-24 was later adopted to clarify and augment City Council Policy No.
16 and capture legislated requirements established in 2007 by AS 1234.Section 2 of
Resolution No.2007-24 states:
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City Council Meetings and Conferences Expenditure Reimbursement
August 16,2011
Page 2
"Annual Budget The City 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."
Resolution No.2007-24 makes no mention of a discretionary pool.As stated previously,
the City Council did not establish a discretionary Meetings and Conferences pool in the
FY10-11 budget.
An allowance of $4,000 was allocated for each City Council Member for travel,training and
conference expenses in FY10-11.Expense reports submitted by public officials are
reviewed by staff to verify that they comply with City policy.Staff may request additional
documentation or an explanation of a particular expenditure.
DISCUSSION
After learning of the overage by Council Member Campbell in May,Staff advised Council
Member and developed and distributed the attached City Council Expenditure
memorandum and schedule of FY10-11 Meeting and Conference expenditures on June 7,
2011 to every Council Member.The attached schedule shows that Council Member
Campbell had exceeded his allowance in the amount of $242.01.Council Member
Campbell subsequently submitted expense reports to staff for expenses totaling $184.87
incurred on June 15,16,26,and 28.Based upon Staff's review,all amounts claimed
appear to be allowable expenses eligible for reimbursement,if the individual Council
Member limit has not been exceeded.If approved by the City Council,Council Member
Campbell's meeting and conferences expenses for FY10-11 would be $4,426.48.Staff is
not aware of any outstanding expenses still pending for Council Member Campbell,or any
other Council Member.
The total of City Council Meetings and Conference FY10-11 expenses,as of August 2,
2011,is $13,648,which is well within the City Council's overall meetings and conferences
budget of $20,000.As previously noted,the provisions of City Council Policy 16 and
Resolution No.2007-24 explicitly requires prior City Council approval.Approval of Council
Member Campbell's expenses over the individual limit would require the City Council to
make an exception to the provisions of both Council Policy 16 and Resolution No.2007-24.
The City Attorney has opined that an after-the-fact approval by the City Council of an
individual Council Member's expenses,in excess of an established individual limit,would
not constitute a violation of State Law.
Additional Information
As described previously,Staff initiated the practice of distributing the attached schedule of
City Council Expenditures to City Council Members in June 2011.As a result of the
overage,Staff has decided to produce and distribute the schedule to City Council Members
on a monthly basis (rather than quarterly)to improve the City Council's ability to monitor itsH-2
City Council Meetings and Conferences Expenditure Reimbursement
August 16,2011
Page 3
meeting and conferences expenses and mitigate the possibility of any reoccurrence.
Alternatives
1)Direct staff to reimburse Council Member Campbell for allowable FY10-11 expenses
above the individual $4,000 limit.Expenses of $242.01 have already been reimbursed;
and additional total expenses of $184.87 have been submitted for reimbursement;or
2)Direct staff not to process Council Member Campbell's request for reimbursement of
$184.87 in expenses.
FISCAL IMPACT
There is no budgetary impact as a result of the City Council's decision,as the total actual
expenses related to City Council meetings and conferences is well within the aggregate
budget amount of $20,000 for all five members of the City Council.
ATTACHMENTS:
City Council Policy Number 16:Travel and Meetings
Resolution Number 2007-24
June 7,2011 Quarterly City Council Expenditure Memo and Spreadsheets
H-3
CITY COUNCIL POLICY
NUMBER:16
DATE ADOPTED/AMENDED:09/29/92 (amended 7121198,5/18/99 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 50 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
H-4
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 (B),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
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City Council Policy No.16
Travel and Meetings
Amended:February 17,2004
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 a round trip of more than 50 miles,provided supportive receipts
or other documentation is submitted.
CONFERENCE:
1)Generally,notificatlon 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
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City Council Policy No.16
Travel and Meetings
~ended:February17,2004
Attendees are required to provide the hotel with a letter advising them that the elected
officials,committee members arid 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.
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 for 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
H-7
City Council Polley No.16
Travel and Meetings
~ended:February17,2004
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
Page 5
H-8
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 previou.sly 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
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;
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
H-9
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 requirem~nts 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
H-10
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 af6
H-11
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 Council members,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.Lodging.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 websitas
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 of6H-12
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
H-13
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 of6H-14
CITY OF
MEMORANDUM
RANCHO PALOS VERDES
TO:
FROM:
DATE:
SUBJECT:
HONORABLE MAYOR &CITY COUNCIL MEMBERS
MATT WATERS,SENIOR ADMINISTRATIVE ANALYST,FINANCE AND
INFORMATION TECHNOLOGY DEPARTMENT 6 .c--.;..o.
JUNE 7,2011
QUARTERLY CITY COUNCIL EXPENDITURE SPREADSHEETS
Staff has been requested to produce and distribute a spreadsheet to all City Council
Members outlining each Council Members'travel and meeting expenditures to date,for
Fiscal Year 10-11.The attached spreadsheets cover all expenses processed by the
Finance and Information Technology Department as of June 6,2011.These spreadsheets
should make it easier for Council members to monitor their Council-related expenditures.
Each member of the City Council is allocated $4,000 in FY 10-11 for travel,training,and
conference expenses.
Staff will distribute a year-end breakdown of all FY 10-11 travel and meeting expenditures
by the end of July.Beginning in FY 11-12,staff will distribute Council expenditure
spreadsheets on a quarterly basis.
Feel free to contact me at 310-544-5218 or mattw@rpv.com with any questions or
concerns.
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*Note:Spreadsheet shows all processed activity as of June 6,2011.Receipts not
processed by that date will not be reflected on this form.
City Council Expenditures:Brian Campbell
FY 10-11 Account #101-1001-411-57-00 June 6,2011
Transaction Date*Description Amount
5/23/2011 Walk on the Wild Side Tickets $40.99
4/22/2011 Freedom 4 You $100.00
4/22/2011 Peninsula Friends ReQistration $125.00
4/22/2011 Peninsula Education $235.00
3/9/2011 CCCA Expense $470.60
3/9/2011 League of CA Cities Expense $562.41
2/17/2011 PVP Salute to Business $95.00
2/7/2011 CCCA Expense $334.44
2/7/2011 CCCAReg.$540.00
2/7/2011 CCCA Airfare $191.40
2/7/2011 CA Foundation ReQistration $150.00
2/7/2011 Well ness Chef Dinner $106.49
1/13/2011 CCCAReQ.$320.00
1/13/2011 CCCA Airfare $161.40
12/8/2010 WCC Fall Conf.$149.00
11/10/2010 Salute to Business (refund)-$125.00
11/8/2010 Legislative Forum $35.00
11/8/2010 Salute to Business $125.00
10/27/2010 Sheriff Captain MeetinQ $31.28
10/27/2010 LeaQue of CA Cities/San DieQo Expense $174.00
10/27/2010 LeaQue of CA Cities meetinQ $35.00
9/1/2010 PV Art Center Event $135.00
8/4/2010 League of California Cities annual Conference $250.00
Total FY 10-11 Expenditures to Date $4,242.01..
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*Note:Spreadsheet shows all processed activity as of June 6,2011.Receipts not
processed by that date will not be reflected on this form.
City Council Expenditures:Tom Long
FY 10-11 Account #101-1001-411-57-00 June 6,2011
Transaction Date*Description Amount
03/16/11 CCCA Registration (credit)-$320.00
02/09/11 Lions Club $35.00
01/13/11 CCCA Reqistration $320.00
01/13/11 CCCA airfare $183.40
Total FY 10-11 Expenditures to Date $218.40..
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*Note:Spreadsheet shows all processed activity as of June 6,2011.Receipts not
processed by that date will not be reflected on this form.
City Council Expenditures:Anthony Misetich
FY 10-11 Account #101-1001-411-57-00 June 6,2011
Transaction Date*Description Amount
06/01/11 CCCA Expense $837.52
06/01/11 Leadership Expense $815.80
02/23/11 CCCA LAX Parking $89.00
02/07/11 CCCA Expense $511.79
01/13/11 CCCA Registration $320.00
01/13/11 CCCAAir $161.40
11/08/10 Legislative Forum $35.00
Total FY 10-11 Expenditures to Date $2,770.51..
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*Note:Spreadsheet shows all processed activity as of June 6,2011.Receipts not
processed by that date will not be reflected on this form.
City Council Expenditures:Doug Stern
FY 10-11 Account #101-1001-411-57-00 June 6,2011
Transaction Date*Description Amount
06/01/11 CCCA Expense $29.60
06/01/11 CCCA Expense $1,041.60
OS/23/11 CCCA Registration $320.00
02/07/11 CCCA Expense $506.89
01/13/11 CCCA Registration $320.00
01/13/11 CCCA Airfare $161.40
Total FY 10-11 Expenditures to Date $2,379.49..
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*Note:Spreadsheet shows all processed activity as of June 6,2011.Receipts not
processed by that date will not be reflected on this form.
City Council Expenditures:Steve Wolowicz
FY 10-11 Account #101-1001-411-57-00 June 6,2011
Transaction Date*Description Amount
06/01/11 CCCA Expense $585.06
04/22/11 CCCA Registration $320.00
03/09/11 CCCA Expense $110.00
03/09/11 Leaque of Ca Cities/Monterrev Park $59.98
03/09111 Leaque of Ca Cities/meetinq dues $35.00
02/07111 CCCA Expense $695.44
01/13/11 CCCA Reqistration $320.00
01/13/11 CCCA Airfare $139.40
01/13/11 League of Ca Cities Credit -$175.00
12/01/10 CCCA Expense $738.65
11/08/10 Legislative Forum $35.00
10/14/10 CCCA Fall Seminar $350.00
08/04/10 Leaque of Ca Cities Annual Conference $250.00
Total FY 10-11 Expenditures to Date $3,463.53..
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