Resolution No. 9201t j
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RESOLUTION NO. 9201
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON ESTABLISHING A WRITTEN POLICY FOR THE
REIMBURSEMENT OF CERTAIN EXPENSES OF CITY COUNCIL
MEMBERS
WHEREAS, Assembly Bill 1234 imposes new restrictions on the
reimbursement of expenses for members of local legislative bodies; and
WHEREAS, it is appropriate for elected officials of the city
to incur expenses when there is a benefit to the City of Vernon which
may include, but are not limited to: (1) the opportunity to discuss
the community's concerns with state and federal officials; (2)
participating in regional state and national organizations whose
activities affect the City of Vernon; (3) attending educational
seminars designed to improve officials' skill and information levels;
and (4) promoting public service; and
WHEREAS, there is an open question as to whether AB 1234
applies to charter cities, such as the City of Vernon; and
WHEREAS, the City's voluntary adoption of an AB 1234 type
travel expense policy is a good fiscal management practice; and
WHEREAS, this policy would satisfy the requirements of
Government Code Sections 53232.2 and 53233.2 in the event such
requirements could be constitutionally applied to charter cities.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
and correct.
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SECTION 2: The City Council of the City of Vernon hereby
approves and adopts the Conference/Seminar Meeting Travel Expense
Policy, a copy of which is attached hereto as Exhibit A and
incorporated herein by reference.
SECTION 3: The Conference/Seminar Meeting Travel Expense
Policy shall not fall under the category of compensation.
SECTION 4: The Acting City Clerk of the City of Vernon
shall certify to the passage of this resolution, and thereupon and
thereafter the same shall be in full force and effect.
APPROVED AND ADOPTED this 20th day of December, 2006.
ATTEST:
BRUCE V. MALKENHORST, JR.
Acting City Clerk
THOMAS A. IYBARRA, Mayor Pro-Tem
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STATE OF CALIFORNIA
ss
COUNTY OF LOS ANGELES
I, BRUCE V. MALKENHORST, JR., Acting City Clerk of the City of
Vernon, do hereby certify that the foregoing Resolution, being
Resolution No. 9201, was duly adopted by the City Council of the City
of Vernon at a regular meeting of the City Council duly held on
Wednesday, December 20, 2006, and thereafter was duly signed by the
Mayor Pro-Tem of the City of Vernon.
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(SEAL)
BRUCE V. MALKENHORST, JR.
Acting City Clerk
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EXHIBIT
A
CONFERENCE/SEMINAR/MEETING TRAVEL EXPENSE POLICY
POLICY. The City of Vernon recognizes the value of professional conferences
training sessions, meetings and other city business for City Council Members. It
shall therefore, be the policy of the City of Vernon to reimburse or make direct
payment of actual and necessary expenses of City Council Members which have
been incurred while on City business.
2. PROCEDURES.
2.1 Where possible, direct payments will be made for the following
expenditures subject to the limitations set forth. Reimbursements of
expenses incurred in the performance of official duties may also be made.
Travel expenditures or any other miscellaneous expenses for a family
member are not eligible for reimbursement. The City may make
arrangements which include family members as long as those
arrangements do not pose an undue burden on the City.
2.2 Registration Fees
2.2.1 Where practical, registration should be made to take advantage of
reduced rates.
2.3 Transportation
2.3.1 If air travel is utilized, to save costs, round trip tickets should be
purchased unless other means of transportation of benefit to the
City are available. Purchases should be made in advance to take
advantage of reduced rates.
2.3.1.1 The cost of airport parking shall be reimbursed.
2.3.1.2 The cost of taxi, car services and transit tokens or bus
passes shall be reimbursed.
2.3.2 If a personal vehicle is utilized for traveling, mileage for travel
outside the City of Vernon shall be reimbursed in accordance with
the City's mileage reimbursement policy. Reimbursement of
mileage shall not exceed the cost of standard "coach" airfare unless
air services are not available or if flying poses an undue burden on
the traveler.
2.3.2.1 Parking fees shall be reimbursable
2.3.2.2 Use of rental vehicle will be provided only when there
is no other transportation available or when
transportation is required while at the destination site
and no other reasonable means are available.
2.3.2.3 The rate of a rental vehicle shall be the cost of a full-
size sedan.
2.4 Hotel Accommodations
2.4.1 Whenever possible direct payments should be made for lodging.
Reservation deposits should be made in advance of travel as
appropriate.
2.4.2 If lodging is not made in advance and the lodging is in connection
with a conference or organized educational activity conducted in
compliance with Government Code Section 54952.2 (c), including
but not limited to, ethics training required by Article 2.4
(commencing with Section 53234 of the Government Code),
lodging costs shall not exceed the maximum group rate published
by the conference or activity sponsor, provided that lodging at the
group rate is available to the member of a legislative body at the
time of booking. If the group rate is not available, lodging shall be
made in the most economical manner.
2.5 Expense Allowance
2.5.1 An expense allowance may be provided prior to the
conference/seminar/meeting, depending on the circumstances, to
include incidental and unanticipated expenses at the
conference/seminar:
2.5.1.1 Personal phone calls made in a reasonable manner.
2.5.1.2 Internet access charges in accordance with the hotel
rates.
2.5.1.3 Unforeseen expenditures shall be reimbursed provided
there is a City business relationship and receipts are
documented.
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2.5.2 Meals
2.5.2.1 Meal allowances shall be provided as part of the
expense allowance. However, since the costs of meals
can vary significantly from destination to destination, if
actual cost of meals exceed the meal allowance,
reimbursement shall be requested and receipts
documented.
2.5.3 Unused Expense Allowance
2.5.3.1 Upon return from the conference/seminar/meeting, any
and all unused advances must be returned to the City
Treasurer. If actual expenses exceed the expense
allowance, an expense reimbursement shall be
requested and receipts documented.
2.5.3.2 Whether unused funds are returned or an expense
reimbursement is requested, expense transactions are to
be recorded on an expense reimbursement form. Said
complete form and receipts must be submitted to the
City Treasurer for review and approval within 90
calendar days from the conference/seminar date.
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City of Vernon
4305 Santa Fe Avenue
Vernon, California 90058
(323) 583-8811
CITY CLERK/LEGAL DEPARTMENT
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( r'x
RESOLUTION NO. 2011-187
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND ADOPTING A TRAVEL AND EXPENSE
REIMBURSEMENT POLICY FOR CERTAIN EXPENSES OF CITY
COUNCIL MEMBERS AND CITY EMPLOYEES AND REPEALING
RESOLUTION NO. 9201
WHEREAS, on December 20, 2006, the City Council of the City
of Vernon adopted Resolution No. 9201 approving a written policy for
the reimbursement of certain expenses of City Council Members; and
WHEREAS, the City Council of the City of Vernon desires to
establish a travel and expense reimbursement policy for certain
expenses for City Council members and City employees.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon does
hereby find and determine that the recitals contained hereinabove are
true and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves and adopts the Travel and Expense Reimbursement Policy for
certain expenses for City Council members and City employees, a copy of
which is attached hereto as Exhibit A.
SECTION 3: All resolutions or parts of resolutions,
specifically Resolution No. 9201, not consistent with or in conflict
with this Resolution are hereby repealed.
SECTION 4: The City Clerk of the City of Vernon shall
certify to the passage, approval and adoption of this resolution, and
the City Clerk of the City of Vernon shall cause this resolution and
the City Clerk's certification to be entered in the File of Resolutions
of the Council of this City.
ATT,�ST :
� o
ilaard
APPROVED AND ADOPTED this 15th day of November, 2011.
City Clerk
Name: Hilario Gonzales
Title: Mayor / jMayor Pro tkF-em
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STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, Willard G. Yamaguchi, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution
No. 2011-187, was duly passed, approved and adopted by the City Council
of the City of Vernon at a regular meeting of the City Council duly
held on Tuesday, November 15, 2011, and thereafter was duly signed by
the Mayor or Mayor Pro-Tem of the City of Vernon.
Executed this �'7 day of November, 2011, at Vernon, California.
(SEAL)
k
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EXHIBIT A
CITY OF VERNON
TRAVEL AND EXPENSE REIMBURSEMENT POLICY
I) General Policies
a) The City recognizes the constructive value of professional conferences, seminars and
official meetings. To that end, the City provides travel and training funds when necessary
and reasonable for City Officials, Department Heads, and employees to conduct City
business. City business includes, but is not limited to, the following:
i) Meeting with representatives of local, regional, state and national government on City
related issues;
ii) Attending educational seminars and courses designed to improve individuals' skill
and information levels as related to their job duties;
iii) Participating in local, regional, state and national organizations whose activities affect
the City of Vernon;
iv) Attending City of Vernon sponsored events;
v) Promoting the City of Vernon's interest in attracting or retaining businesses;
vi) Attending international conferences, seminars, and official meetings, to promote the
City's interests. (All international travel shall require prior approval by the City
Council.)
b) The Vernon Police Department participates in California Peace Officer Standards and
Training (POST) and Standards and Training for Corrections (STC) Programs which
reimburses the City according to their program guidelines. The Police Department will
follow those program guidelines.
II) Definition of Travel
a) For purposes of this policy statement the word "travel" is used to denote activities of
individuals in connection with authorized attendance at conferences and meetings, either
formal or informal, which take place at any location other than City -owned facilities,
including necessary transportation thereto and therefrom. Travel is further defined as
local, or non -local as provided below:
i) Local Travel — Official travel performed within the six Southern California
Association of Governments (SCAG) counties (Imperial, Los Angeles, Orange,
Riverside, Ventura, San Bernardino), San Diego County and the City of Santa
Barbara.
ii) Non -Local Travel — Official travel involving at least one overnight absence from the
normal place of duty or a location outside SLAG, San Diego County and the City of
Santa Barbara.
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CITY OF VERNON
TRAVEL AND EXPENSE REIMBURSEMENT POLICY
(1) Non -local travel exceeding 400 miles (one-way) requires City Council's approval.
III) Automobile Reimbursement
a) Any member of the City Council of the City of Vernon and any person holding a position
provided for in the Personnel Resolution who does not receive an auto allowance and
who is required to use his/her own automobile on City business for local travel shall be
reimbursed mile traveled, as defined in Section III.13, at the standard mileage rates
established by the Internal Revenue Service.
b) No reimbursement shall be allowed for that portion of travel or transportation between
the home of any person and the place where such person is ordinarily required to report
for duty with the exception of travel required on days where a person is not schedule to
report to duty. Therefore the mileage reimbursement shall be calculated from Vernon
City Hall or other City facilities to the respective travel destination(s).
c) Where non -local travel is required, the Department Head may permit those reporting to
him or her to obtain automobile reimbursements at the rates provided above where, in the
opinion of such officer, reimbursement results in a benefit to the City.
d) Where travel is authorized the claimant shall submit the expense reimbursement form as
prescribed by the Finance Director, or his designee, including mileage calculations
verified with Google maps, MapQuest or any other similar mileage tracker.
e) Mileage traveled on official City business shall be recorded at the completion of each
trip. Mileage driven on personal business shall be excluded from the calculation of
mileage submitted for reimbursement. Each request for reimbursement shall include the
date of each trip and the mileage for each individual trip. Requests for reimbursement
shall be approved by Department Head (for employee), City Administrator (for
Department Heads) or City Councilmember (for City Administrator).
f) All employees receiving mileage reimbursement for use of their personal vehicle on City -
related business must continuously maintain the state mandated limits for vehicle
insurance, and may be required to show proof of insurance upon request.
g) City will continue to provide worker's compensation coverage to authorized travelers
while away from home on City business. Additional accident or other insurance, if
desired, must be provided by the employee.
IV) General Transportation
a) The normal mode of transportation for local travel shall be automobile, either City -owned
or personal vehicle. For non -local travel, air travel at coach rates shall be utilized where
available and practical; in the absence of reasonably convenient air service, another mode
of transportation may be authorized. If air travel is utilized, to save costs, round trip
CITY OF VERNON
TRAVEL AND EXPENSE REIMBURSEMENT POLICY
tickets should be purchased. Purchases should be made in advance to take advantage of
reduced rates. Also, any other cost saving means should be considered. If approved by
Department Heads or the City Administrator, travelers may also be authorized the use of
City or personal automobile in lieu of air transportation. Employees who receive
monthly car allowance are expected to use their cars without further reimbursement for
all local travel unless approval is provided by the City Administrator. Full mileage
reimbursement may be -made when authorized for that portion of travel which is
considered non -local travel.
b) Co -travelers - Under no circumstances will the City reimburse an authorized traveler for
additional expenses incurred as a result of the simultaneous but unauthorized travel of a
spouse, fellow employee or other companion.
V) Conference Reimbursement
a) An employee or other individual may be authorized by the City Administrator,
Department head or City Council to attend any conference or meeting of any association
or informal group at or in which representation or participation will be of benefit to the
City, and expenses in connection therewith shall be reimbursed according to this policy.
b) Expenses may be audited and paid as are other claims made to the City. The Director of
Finance or his designee may prescribe and provide forms to be used in making such
claims, and may require receipts or other evidence of payment of the amounts claimed by
the party entitled thereto.
VI) Meals
a) Actual costs for meals (including gratuities) but not to exceed $10 for breakfast for $15
lunch or $20 for dinner unless accompanied by an actual receipt. Without a receipt total
reimbursement for meals shall not exceed $33 per day ($8 for breakfast, $10 lunch and
$15 dinner).
VII) Lodging
a) City officials and employees should choose reasonably priced accommodations based on
the location of the business meeting or conference. Government rates should be selected
when available. Reimbursed at actual rates, including occupancy taxes, for single
accommodations on those nights which the traveler must spend away from home on
official City business. Receipted copies of itemized hotel bill must be submitted to secure
reimbursement. When the hotel bill is double occupancy (as when the traveler is
accompanied by a spouse), the equivalent single -occupancy rate must be stated.
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CITY OF VERNON
TRAVEL AND EXPENSE REIMBURSEMENT POLICY
VIII) Miscellaneous Reimbursements
a) The following items are reimbursable when accompanied by the receipts:
(1) Parking fees
(2) Fuel
(3) Baggage fees
(4) Taxi or shuttle service
(5) Rental cars
b) Receipts
i) Documentation of expenses by receipt or other satisfactory documented support with
reimbursement claims is required.
ii) Receipts along with the Expense Reimbursement Form shall be submitted no later
than fourteen (14) working days after returning from the trip.
IX) Direct Payments by the City
a) Whenever possible, payments for airline tickets, conference registrations and hotel
deposits should be made directly to the vendor by City check or City credit card, so as to
minimize the need for cash advances and to reduce exposure to possible duplicate
payments.
X) Advances
a) If authorized an employee may submit and receive an advance for meals and other
miscellaneous expenses. The maximum advance shall not exceed $500 unless
authorized. If the advance exceeded the actual expenses, the employee must reimburse
the City for the excess amount or the advance is reportable as income to the IRS.
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CITY CLERK'S OFFICE
INTEROFFICE MEMORANDUM
DATE: November 17, 2011
TO: Rory Burnett, Finance Director/City Treasurer
Daniel Calleros, Interim Police Chief
Kristen Enomoto, Council Department Manager
Carlos Fandino, Director of Light & Power
Masami Higa, Assistant Finance Director
Alex Kung, Senior Accounting Manager
Joaquin Leon, Deputy City Treasurer
Lewis Pozzebon, Director of Health & Environmental Control
James Rodino, Police Captain
Martha Valenzuela, Director of Personnel/Business Services
Mark Whitworth, City Administrator/Fire Chief
Kevin Wilson, Director of Community Services & Water
FROM: Willard Yamaguchi, City Clerk
RE: Resolution No. 2011-187 — A Resolution of the City Council of the City of Vernon
Approving and Adopting a Travel and Expense Reimbursement Policy for Certain
Expenses of City Council Members and City Employees and Repealing Resolution No.
9201
Transmitted herewith is a copy of Resolution No. 2011-187 referenced above, which was approved by
City Council on November 15, 2011.
Thank you.
WY:dj
Attachment
c: Resolution No, 2011-187
OF wER
RECEIVED
``���tar iMo�BR
NOV 0 9 2011
CITY CLERK'S OFFICE STAFF REPORT
CITY ADMINISTRATION
DATE: November 9, 2011
TO: Honorable Mayor and City Council
FROM: Mark C. Whitworth, City Administrator A ,,) 1 A K—
RE: Travel and Expense Reimbursement Policy
Background
Former Attorney General John Van De Kamp recommended in his report dated July 29, 2011 the
City adopt a written formal travel policy for employees and amend the City Council travel policy
to provide specific guidance related to the purchase of economy airline tickets for City
Councilmembers.
As recommended, attached is the Travel and Expense Reimbursement Policy for City
Councilmembers and city employees. The policy provides specific guidance on the following
reimbursements:
1) Conference
2) Transportation
3) Lodging
4) Meals
5) Miscellaneous
Recommendation
It is recommended the attached Travel and Expense Reimbursement Policy be adopted at the
November 15, 2011 City Council meeting.
Attachment