HomeMy WebLinkAbout2014-46 CC Reso - Reimbursement of Councilmembers for Electronic Equipment I
, RESOLUTION NO. 2014-46
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADOPTING PROVISIONS
FOR REIMBURSEMENT OF COUNCILMEMBERS FOR PURCHASE OF ELECTRONIC
EQUIPMENT NECESSARY FOR PAPERLESS AGENDA PACKET REVIEW
WHEREAS:
1. Ukiah City Code ("UCC") Section 60 provides for reimbursement of City I
Councilmembers for actual and necessary expenses incurred in the performance of official �
duties for the City; and I
2. The City Council has determined that it is cost effective for the City of Ukiah to
institute a paperless agenda process utilizing the electronic infrastructure now in place for
provision of electronically based agenda packets; and
3. Adoption of the City Council budget includes an allocation for miscellaneous supplies
and electronic agenda equipment:
NOW, THEREFORE, BE IT RESOLVED that:
1. During each four year term of office, or each term of appointment to office, a i
Councilmember shall be eligible to receive reimbursement for the actual cost of
eligible electronic equipment in an amount not to exceed $600 by meeting the
following conditions:
a. The electronic equipment is eligible if it allows for the Councilmember to receive,
read, and utilize agenda materials provided in an electronic format as a
substitute for paper copy within the confines of current City technology and
without additional and/or individual assistance from City staff.
b. The electronic equipment will be maintained, operated, and supported by the
individual Councilmember without on-going assistance from City staff. City staff
will provide start-up assistance where needed.
c. Councilmembers shall make a reimbursement request prior to the end of either
their elected or appointed term. A receipt of purchase shall be provided to the
City. If a receipt has been lost,a Council member may produce another
reasonable validation for the amount requested.
d. At a Councilmember's request, the City will purchase equipment, provide it to
the Councilmember, who can then reimburse the City for any sum exceeding
$600.
2. Councilmembers shall utilize the equipment for their four-year term of office, or
during the term of their appointment to office. Members will be eligible for one
replacement during that term of office due to equipment loss or damage. Members
are encouraged to assure that a standard or extended warranty is provided with the
equipment purchased. Repairs to equipment will be made at the individual
Councilmember expense.
3. Upon being sworn into a new term of office, each Councilmember will be eligible to �
be reimbursed for the actual cost of electronic equipment meeting the performance
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standards in #1.a, above, not to exceed $600, subject to the conditions in #1.b,
above. The provisions of item #2, above, will also apply.
4. Councilmembers will be required to utilize electronic equipment in order to assist with
cost reductions associated with paperless agenda production except where the
following conditions apply:
a. Where a Councilmember's study, understanding, and review of an agenda item I
is improved by having a paper copy of a particular agenda item, a ,
Councilmember may request that item to be printed. Such requests shall be
made to the City Clerk and/or City Manager by no later than close of business
two days before the meeting. For Special Meetings and Workshops, printed
agenda materials will be provided if requested at least 4 hours prior to the
posted meeting time. It is understood that the provision of printed copies will be
made on an occasional basis, and is not intended to become a regular printing
of agenda items.
b. Printed materials will be provided for meetings called on an emergency basis if
requested by a Councilmember.
c. It is the intention of the City Council to proceed with a paperless agenda process
to the fullest extent possible, and all Councilmembers shall be expected to use
that medium. Should the electronic format become an impediment to decision-
making for any current and/or future Councilmember, that member may
exclusively use a printed format. A member using an exclusively printed format
may take steps to migrate towards the electronic format, but will not be eligible �
for equipment reimbursement until the member makes exclusive use of
electronic agenda packets, limiting paper copies to occasional use as provided i
in item 4.a, above. �
d. Any member may choose not to seek reimbursement for eligible electronic
equipment, choosing instead to self-fund this particular expense. The electronic
equipment reimbursement of up to $600 is not available in such cases, for any
other purpose.
PASSED AND ADOPTED at a regular meeting of the City Council held on December 3,
2014, by the following roll call vote:
AYES: Councilmembers Mulheren, Doble, Brown, Scalmanini, and Mayor Crane '
NOES: None
ABSENT: None I
ABSTAIN: None I
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D las F. Crane ,Mayor
ATTEST:
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Kristine Lawler, City Clerk
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