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POLICY RESOLUTION NO. 25
RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF UKIAH DECLARING POLICY REGARDING
REIMBURSEMENT OF EXPENSES FOR ELECTED AND/OR
APPOINTED CITY OFFICIALS, OFFICERS, AND EMPLOYEES
WHEREAS, it is necessary to determine policy regarding reimbursement of
elected and/or appointed City officials, officers and employees for expenses
incurred that are directly related to conducting their respective City
duties and responsibilities; and
WHEREAS, it is the intent of this policy to establish and define
consistent practices to expense reimbursement throughout our municipal
organization; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Ukiah, State of California, that those allowable expenses for which elected
and/or appointed City officials, officers and employees shall be reimbursed
by the City of Ukiah shall include the following:
1. Elected and/or appointed City officials, officers, and employees
shall attempt to use City vehicles whenever conducting City
business locally, or when travelling to meetings, training
seminars and conferences outside of the County of Mendocino. In
the event City vehicles are unavailable, and private vehicles are
utilized, mileage shall be reimbursed at the rate of twenty-five
cents (25¢) per mile.
2. The City shall normally only reimburse the cost of a single room
incurred during attendance at regional or state-wide meetings,
training seminars, and conferences outside of the City. City
Council spouses shall be covered under this lodging provision as a
reimbursable expense.
3. The City shall reimburse for the lowest cost scheduled air fare
feasible for air travel expenses incurred to conferences outside
of the North Coast Region. If any City official decides to stay
beyond the term of the conference or seminar, their expenses for
that period shall not be covered by the City.
4. A daily per diem of $45.00 shall be issued to cover expenses for
meals, tips and other related miscellaneous expenses.
5. Parking rental fees shall be considered an allowable reimbursable
expense beyond the daily per diem.
6. City Councilmembers and appointed officials shall be reimbursed
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for the cost of attendance at local community events directly
related to their role as elected or appointed City officials.
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The City shall cover the cost of specialized publication
subscriptions directly related to the duties and responsibilities
of elected or appointed City officials.
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The City shall reimburse travelling, tuition and book expenses
incurred by employees for college or special courses directly
related to their present career with the City. City approval must
precede actual class or course registration.
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Non-reimbursable expenses shall include but not be limited to the
following:
a. Any and all associated expenses incurred in attending
partisan political functions, meetings or conferences.
b. Any and all associated expenses incurred in attending
functions, meetings or conferences sponsored by Political
Action Groups (PACS).
c. Any and all associated expenses incurred in attending
religious functions, events, meetings, or conferences.
d. Spousal expenses incurred for travel and meals.
e. Expenses incurred by City Councilmembers or City appointed
officials for local community events or functions they would
have ordinarily attended as private citizens irrespective of
their official role.
f. Training, tuition and book expenses incurred by employees for
college or special course unrelated to their present career
with the City.
10. The City Manager shall be authorized to review and approve any and
all requests for expense reimbursement. Furthermore, the City
Council delegates to the City Manager the necessary authority to
determine whether expense requests not anticipated or delineated
in this Policy Resolution are reimbursable by the City.
PASSED AND ADOPTED this 16th day of January, 1991, by the following
role call vote:
AYES: Councilmembers McMichael, Wattenburger, Shoemaker, Schneiter, and
Mayor Henderson.
NOES: None.
ABSENT: None.
ABSTAIN: None.
City
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