HomeMy WebLinkAbout2017-37 CC Reso - Reimbursement of Councilmembers and Planning Commissioners for Electronic Equipment1
RESOLUTION NO. 2017-37
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADOPTING PROVISIONS
FOR REIMBURSEMENT OF COUNCILMEMBERS AND PLANNING COMMISSIONERS FOR
PURCHASE OF ELECTRONIC EQUIPMENT NECESSARY FOR PAPERLESS AGENDA
PACKET REVIEW
WHEREAS:
1. Ukiah City Code ("UCC") Section 60 provides for reimbursement of City Councilmembers for
actual and necessary expenses incurred in the performance of official duties for the City; and
2. UCC Section 1153 provides for the reimbursement of Planning Commissioners for expenses
incurred in performing their official duties in accordance with resolutions adopted from time to
time by the City Council; and
3. 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
4. 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 Councilmember
and the Planning Commissioner appointed by each Councilmember ("City Officials") 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 City Officials 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. City Officials 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 City Officials' request, the City will purchase equipment, provide it to the City Official,
who can then reimburse the City for any sum exceeding $600.
2. City Officials 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 City Official's expense.
3. Upon being sworn into a new term of office, each City Official will be eligible to be reimbursed
for the actual cost of electronic equipment meeting the performance standards in #1.a, above,
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not to exceed $600, subject to the conditions in #1.b, above. The provisions of item #2, above,
will also apply.
4. City Officials 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 City Official's study, understanding, and review of an agenda item is improved
by having a paper copy of a particular agenda item, a City Official 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 City Official.
c. It is the intention of the City Council to proceed with a paperless agenda process to the
fullest extent possible, and all City Officials shall be expected to use that medium. Should
the electronic format become an impediment to decision making for any current and/or
future City Official, 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 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.
5. Planning Commissioners shall receive reimbursement 30 days after adoption of Ordinance No.
PASSED AND ADOPTED at a regular meeting of the City Council held on July 19, 2017, by the
following roll call vote:
AYES: Councilmembers Scalmanini, Crane, Mulheren, Doble, and Mayor Brown
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:,'(/ }l
Kristine Lawler, City Clerk
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