HomeMy WebLinkAboutRESOLUTION 2006-79 ESTABLISHING A BUSINESS EXPENSE POLICY AP Council/Agency Meeting Held: Z4LV6
Deferred/Continued to:
Approved ❑Conditionally Approved ❑ Denied City Cl k s Si natur
Council Meeting Date: December 18, 2006 Department ID Number: CA 06-37
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Jennifer McGr ity Attorney
PREPARED BY: Jennifer McGr ity Attorney
SUBJECT: Adoption of Resolution Establishing a Business Expense Policy
Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue The recent passage of Assembly Bill 1234 requires legislative bodies
to formally adopt a business expense policy applicable to elected and appointed officials.
Funding Source: There is no funding required by (or for) for the recommended action.
Recommended Action: Motion to: Adopt Resolution No. 2 0 0 6-7 9 A Resolution of the City
Council of the City of Huntington Beach Establishing a Business Expense Policy for Elected
and Appointed Officials.
Alternative Action(s): Do not adopt Resolution No. 2 0 0 6-7 9
Analysis: One of the means to insure that the City's elected and appointed officials
receive training and knowledge regarding new technology, as well as current changes in
laws, rules and regulations relating to municipal government is to provide business expenses
and/or reimbursement for attendance at these functions. Training, meetings, and schooling
is a means to keep the City and its elected and appointed officials up to date in the field of
municipal government. This resolution establishes the policy for providing business expense
reimbursement for elected and appointed officials, including the reporting out obligations.
The resolution mirrors the expense policy that has been previously enacted by the City
Administrator for City employees via Administrative Regulation No. 301.
E- 7
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: December 18, 2006 DEPARTMENT ID NUMBER: CA 06-37
Environmental Status: N/A
Attachment(s):
City Clerk's
Page Number No. Description
1. Adopt Resolution No. 2 0 0 6-7 9,A Resolution of the City Council
of the City of Huntington Beach Establishing a Business Expense
Policy for Elected and Appointed, Officials.
-2- 11/22/2006 11:38 AM
ATTACHMENT NO . 1
RESOLUTION NO. 2 0 0 6-7 9
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF HUNTINGTON BEACH ESTABLISHING A BUSINESS
EXPENSE POLICY FOR ELECTED AND APPOINTED OFFICIALS
WHEREAS, AB 1234 mandates the adoption of a business expense policy for elected
and appointed officials; and
The City Council,desires to establish an expense policy, as authorized by City Charter
Section 401 and Minute Action of the City Council, for all elected and appointed officials of the
City who attend approved meetings, schools, conferences,training programs,and seminars,
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Huntington
Beach that the Business Expense Policy shall be as follows:
BUSINESS EXPENSE POLICY:
1. POLICY
La. This policy shall apply to all elected and appointed officials of the City.
Lb. The City Administrator and / or the Director of Finance shall be responsible for
the proper administration of this policy for all elected/appointed officials.
I.C. Any exceptions from this policy must have prior written approval of the Citv
Council.
2. ALLOWED EXPENSES. Whenever possible, group rates shall be used.
2.1 Registration
2.1.a. Approved schools and training exercises specifically related to the functions and
responsibilities of the elected/appointed official in his/her present job classification:
2.1.b. Approved participation in meetings that provide specific job-related information
or input for City programs.
2.1.c.` Approved participation in meetings that affect department or City programs so
that the value to the City warrants attendance:
2.1.d. Attendance at non-budgeted meetings may be granted at the expense of the
elected/appointed official provided the above criteria are met.
2.Le. Registration fees normally payable in advance shall be obtained through the
regular requisition and purchasing process.
06-606/4957 1
Resolution No . 2006-79
2.2 Travel
2.2.a. Expense for local transportation shall be allowed when necessary to conduct City
business.
2.2.b. Air travel at coach fare by the most direct route. Air transportation costs normally
payable in advance shall be obtained through the regular requisition and purchasing process.
2.2.c. Car rental shall have prior approval by Administration and a City discount credit
card shall be used.
2.2.d. Personal cars may be used, with prior approval of Administration, at the amount
per mile as allowed by the most recent Internal Revenue Service Allowance, or the equivalent
amount of round trip air coach by the most direct route for one passenger, whichever is the lesser
amount.'
2.2.e. Travel time, when allowed, will be based on the most cost-effective mode of
travel. The approving authority shall make such determination.
2.3 Lodging
2.3.a. Lodging shall be obtained at the single room rate or at government 'rates when
available. Government rates shall be requested on all lodging reservations.
2.3.b. Rates shall not be higher than any special rate offered for the meeting location.
2.3).c. Whenever practical, lodging shall be arranged and paid for by the City.
2.4. Miscellaneous Allowable Fees and Costs
2.4.a. Telephone expense shall be allowed for City business only.
2.4.b. Costs necessary for school or meeting supplies which cannot be obtained by the
City prior to such school or meeting.
2.4.c. Costs of miscellaneous items may be allowed when it is specifically shown that
such items were necessary to conduct City business.
2.4.d. All additional charges incurred shall be at the expense of the attending elected/
appointed official.
3. PER DIEM ALLOWANCE
3.La. Per Diem will be allowed in lieu of A detailed accounting of expenses. This will
ordinarily be forty-five dollars ($45) for each full day during the travel period. On official
business authorized by the City Council, Councilmembers shall be allowed, in lieu of detailed
accounting, a per diem of fifty dollars ($50). It is recognized that certain cities (e.g. New York)
are "high cost" areas. Accordingly, a supplemental allowance of up to twenty dollars ($20) per
06-606/4957 2
Resolution No. 2006-79
day for a total of sixty-five dollars ($65) may be allowed if approved by the City Administrator
in advance. Per diem for the following cities shall be as indicated: New York $65; Washington
D.C. $65; San Francisco $65 Monterey`$55, Palm Springs$55.
3.1.b. The per diem requirements shall be l)for days actually spent on City business;2)
for programmed days of a conference meeting, and 3) for time spent in travel (limited to the
shortest travel time available).
.1.c. Separate reimbursement will not be made for items identified as being covered by
the per diem allowance. Per diem expense will include, but not be limited to, the following
items:
1) Meals purchased during the inclusive dates of the trip.
2) Tips and gratuities of reasonable amounts for meals, hotels and
transportation purposes.
3) Miscellaneous items of expense otherwise unclassified will be included in
this category. Personal items and entertainment, unless such entertainment is necessary to
conduct City business, will'be included under this category and will not be reimbursed if in
excess of per diem allowance.
4) Exceptions: Per diem allowance will not apply to official travel for
meetings, conferences and conventions which: a) do not require an overnight or out-of-town
attendance; b) takes place within the County of Orange limits; and c) one day meetings,
conferences and conventions which are within commuting distance will not be allowed per diem
allowance but will be subject to reimbursement based on reasonable, actual and itemized
expenses for purposes listed in this paragraph.
4. ADVANCES.
Request for advances should be submitted for approval at least ten (10) days prior to departure.
The approving authority may grant one hundred percent,(100%) of the approved estimate of
expenses. Advances shall be paid in accordance with procedures established by the Finance
Director. In no case shall any money be advanced for expenses to be incurred by any person
other than the authorized elected/appointed official.
5. RECORDS
Records of expenses as outlined above shall be maintained on a City form. The elected
appointed official shall provide itemized expense receipts on prescribed forms for the following
5.1.a. All travel for which tickets must be purchased, lodging, parking; all meals; all
other expenses for which receipts can be obtained.
5.1.b. Date, amount, purpose and reason for failure to furnish receipt(s) shall itemize all
expenses for which receipts cannot be obtained.
5.I.c. All expenses, with or without accompanying receipt, shall be reported on the
appropriate City form, approved for such purposes. Expense reports shall be submitted to the
approving authority within ten (10) working days upon return. Any elected / appointed official
who fails to comply with this provision shall forfeit his/her right to future advances.
06-606/4957
Resolution No. 2006-79
5 1 A The elected /' appointed officials shall be responsible for all personal record
keeping which may be necessary to meet Internal Revenue Service requirements relative to his or
her taxes.
5.I.e." Elected / appointed officials shall comply with this policy and insure that all
requests are approved in advance and proper reports and receipts are submitted.
6. BROWN ACT MEETINGS
Elected 1 appointed officials shall report on any Brown Act meeting attended at the expense of
the City/Agency at the next regular meeting of the legislative body.
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the 18 t h day of December - 20 06 .
Mayor
REVIEWED AND APPROVED: IPPROVED AS TO FORM:J 1 1
ity Ad nistrator y Attorney J�
ITIATED AND APPROVED:
ity Attome
06-606/495 7 4
Res. No. 2006-79
STATE OF CALIFORNIA
COUNTY OF ORANGE ) ss:
CITY OF HUNTINGTON BEACH }
1, JOAN L. FLYNN the duly elected,qualified City Clerk of the City of
Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby
certify that the whole number of members of the City Council of the City of
Huntington Beach is seven; that the foregoing resolution was passed and adopted
by the affirmative vote of at least a majority of all the members of said City Council
at an regular meeting thereof held on the 18th day of December,2006 by the
following vote:
AYES: Bohr, Carchio, Cook, Coerper, Green, Hansen, Hardy
NOES: None
ABSENT: None
ABSTAIN: None
City Merk and ex-officio C rk;of the
City Council of the City of
Huntington Beach, California
RCA ROUTING SHEET
INITIATING DEPARTMENT: City Attorney
SUBJECT: Adopting Business Expense Policy
COUNCIL MEETING DATE: December 18, 2006
RCA ATTACHMENTS STATUS
Ordinance (w/exhibits & legislative draft if applicable) Attached ❑
Not Applicable ❑
Resolution (w/exhibits & legislative draft if applicable) Attached
Not Applicable ❑
Tract Map, Location Map and/or other Exhibits Attached ❑
Not A plicable ❑
Contract/Agreement (w/exhibits if applicable) Attached ❑
(Signed in full by the City Attorney) Not Applicable ❑
Subleases, Third PartyAgreements, etc. Attached ❑
(Approved as to form by City Attorney) Not Applicable ❑
Certificates of Insurance (Approved by the City Attorney) Attached ❑
Not Applicable ❑
Fiscal Impact Statement (Unbudgeted, over $5,000) Attached El
Not Applicable ❑
Bonds (If applicable) Attached ❑
Not Applicable ❑
Staff Report (If applicable) Attached ❑
Not Applicable ❑
Commission, Board or Committee Report (If applicable) Attached ❑
Not Applicable ❑
Findings/Conditions for Approval and/or Denial Attached ❑
Not Applicable ❑
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED RETURNED FORVMRDED
Administrative Staff
Deputy City Administrator Initial
City Administrator(Initial) )
City Clerk ( )
EXPLANATION FOR RETURN OF ITEM:
Only)(Below Space For City Clerk's Use
RCA Author:' JMP/KC 06-606/5749