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POLICY RESOLUTION NO. 17
RESOLUTION DECLARING POLICY REGARDING REIMBURSEMENT OF SERVICE CLUB
EXPENSES FOR COUNCIL AND SPECIFIC CITY EMPLOYEES
WHEREAS, it is necessary to determine policy regarding the expense of
City Officers, Officials, and Supervisory Employees when participating in
service clubs and other community organizations; and
WHEREAS, in private business these expenses are normally considered
ordinary employee business expenses for the purpose of calculating personal
income tax and are reimbursed by the employer; and
WHEREAS, the need for participation in such organizations is of equal
or more importance for such City Officers and Supervisory Employees than for
officers and employees of private firms.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Ukiah, State of California, that, effective with the 1986/1987 fiscal year,
policy in such matters is hereby determined as follows:
1. Participation by Council, Exempt Employees, Department Heads and
Management/Supervisory personnel in service clubs is necessary and
desirable in order for the City Government and such Employees to
effectively and efficiently serve the community.
2. That expenses incurred in service club activities are ordinary and
reasonable business expenses.
3. Notwithstanding Policy Resolution No. 16, such expenses shall be
reimbursed in accordance with the following criteria:
(a) The City Manager shall approve all appropriate expense
reimbursements provided for under this policy.
(b) Only expenses associated with service clubs shall be reimbursed
examples are: Active 20-30, Kiwanis, Ukiah Lions, Soroptomists,
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Ukiah Rotary. Additional service clubs may be approved by the
City Manager.
(c) No participant shall receive reimbursement for activities in
more than one service club.
(d) Maximum number of memberships in any one club by members of
each category (f below) for which expenses are reimbursed by this
policy shall be two.
(e) Reimbursement by City in accordance with this policy shall
not occur if another means of reimbursement and/or payment by an
employer is available.
(f) For the purposes of Section 3d and 3g, categories and members
are defined as follows:
Category
City Council
Exempt Employees
Department Heads
Management/Supervisory
Personnel
Members
Mayor, Council members.
City Manager, Director of Finance, and
Director of Public Works.
Director of Community Development,
Director of Electric Utility, Director
of Recreation and Parks, Fire Chief, and
Police Chief.
As defined in employee/employer
recognition documents.
(g) Reimbursement under this policy shall be limited to annual
dues, fines, meals and special assessments to a maximum per
participant amount of:
City Council, Exempt Employees ......................... $450
Department Heads ........................................ $350
Management/Supervisory Personnel ........................ $250
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4. Notwithstanding any other provision of this Resolution, the
approval for reimbursement of such service club expenses is a
management prerogative in the context of the Meyers Milias-Brown
Act. The City Manager is designated with full discretion to
determine who shall receive such reimbursement and the amounts
thereof. The determination shall be based upon the promotional
and business needs of the City and the appropriateness of the
individual participation.
PASSED AND ADOPTED this 3rd day of September
by the following roll call vote:
AYES: Councilmembers Schneiter, Shoemaker, Hickey, Kier, and Mayor
Henderson
NOES: None
ABSENT: None
17 / ATTEST:
19 ~ CLERK
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, 1986,
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