1)
SCOPE
This policy only applies to discretionary funding allocated
by the Mayor and Council to be expended by the Mayor and Council in
fiscal years when discretionary funding is explicitly adopted in the
annual operating budget.
2)
PURPOSE
A)
The
City hereby expressly acknowledges its responsibility to wisely administer
limited public resources and to expend them only when there will be
a substantial benefit to the City and its residents. To conserve City
resources and keep expenses within community standards for public
officials, expenditures shall adhere to the rules and guidelines set
forth in this policy and shall govern reimbursement to City Councilmembers
for actual and necessary expenses incurred in the performance of official
duties.
B)
Authorized
Expenses
Expenses incurred by Councilmembers in connection with sponsorship
for activities or events constitute authorized and reimbursable expenses
under the following conditions:
3)
COMPLIANCE
WITH LAWS
Councilmembers should be aware that some expenditures may be
subject to reporting under the Political Reform Act and other laws.
In addition, all agency expenditures are public records subject to
disclosure under the Public Records Act.
4)
POLICY
VIOLATIONS
A)
Violations
of this policy, including falsifying expense reports, may result in
any or all of the following:
i)
Loss of reimbursement privileges;
ii)
A demand for restitution to the City;
iii)
Reporting the expense to State and Federal tax authorities as income
to the Councilmember;
iv)
Civil penalties of up to $1,000.00 per day and three times the value
of the resources used;
v)
Criminal prosecution of misuse of public resources.
B)
Violations
of this policy are to be addressed by majority vote of the Mayor and
Council in public session.
1)
COMPLIANCE
WITH CITY PROCESSES
A)
Requests
to expend funds through this policy will be subject to the guidelines
and limitations established through the City's internal financial
policies and processes.
B)
Requests
to expend funds through this policy will be processed administratively
in accordance with the City's internal financial policies and processes.
C)
Requests
to expend funds will be reviewed by the City Attorney's Office and
City Manager's Office for compliance with the City's internal financial
policies and practices.
2)
TIMELINE
FOR REQUEST FOR PAYMENT/REIMBURSEMENT
A)
Councilmembers
must submit their request for payment 30 days prior to the expense
being incurred. The request should be accompanied with letter or invoice
documenting the event.
B)
Councilmember
must submit their request for reimbursement for expenses within 30
days incurring the expense. The request must be accompanied by an
expense report, receipts, and documentation.
C)
The
30-day timelines referenced above are based upon when complete documentation
is provided.
D)
Staff
will communicate with the requesting Mayor or Councilmember if there
are anticipated delays in the 30-day timeline due to unusual volume
or technical challenges for City staff to complete the request within
the standard timeframe.
Mayor and Councilmembers: Compliance with policy; compliance
with requirements of internal policies and processes; provide requests
and backup documentation to the City Manager's Office.
City Attorney's Office: Review requests for compliance with
City policies and processes.
City Manager's Office: Review requests for compliance with City
policies and processes; prepare and forward requests for expenditures
to the Administrative Services Department.
Administrative Services Department: Process requests for expenditures
forwarded from the City Manager's Office.
Approved by Motion.
Administrative Directive – Purchasing – Contracts-25,
FIN-30;
Council Policy – City Council Travel and Expenses – Title 2, Chapter 2.04;
Administrative Directive – Travel and Expense Policy –
Title 17, Chapter 17.11;
Administrative Directive – Vehicles-Privately Owned on
City Business – FIN-10.
Owner's Operator's Mileage Report:
Owner's Operator's Mileage Report:
None applicable.
09/27/16 - Adopted by Resolution No. 2016-09-27-1204
10/03/17 - Amended by Resolution No. 2017-10-03-1104
