HomeMy WebLinkAboutA02a Expenses of Council-Approved Boards and Commissions
CITY COUNCIL POLICY
SUBJECT: EXPENSES OF COUNCIL-APPROVED BOARDS AND NO.: A-2a
COMMISSIONS
PURPOSE:
To establish a policy governing travel and certain other expenses of the boards and
commission members appointed by the City Council.
POLICY:
1. General
Members of advisory boards and commissions appointed by the City Council may
be required to travel and to incur other expenses in the course of their official
duties. City Charter Section 905 authorizes reimbursement of expenses of board
and commission members incurred in the course of their official duties. This
policy establishes the criteria for City payment of these expenses.
2. Limitations
a. Transportation costs to and from the authorized destination will not exceed
economy class airfare unless such fare is not available.
b. Expenses incurred by board or commission members must be coordinated in
advance with appropriate City staff (i.e., City Manager or department head
serving as staff liaison) to ensure budgeted funds are available to provide
reimbursement.
c. Expenses for spouses/guests are limited to recognition functions sponsored
by the City and approved by the City Council.
d. Contributions are not permitted.
e. Board and commission members will be required to pay for any
nonreimbursable expenses if they register for an event (e.g., conference,
meeting, etc.) but do not attend, unless they are able to designate an
appropriate substitute to attend in their place, or if they cannot attend as the
result of a personal illness or emergency.
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CITY COUNCIL POLICY
SUBJECT: EXPENSES OF COUNCIL-APPROVED BOARDS AND NO.: A-2a
COMMISSIONS
3. Expenses Defined
Expenses while in travel status will include, but not be limited to, the following:
a. Meals, lodging, cost of transportation, tips, taxi and bus fares, legislation or
special meeting fees, telephone charges for City business; clerical or technical
assistance such as faxing or copy service; and any other normal, necessary
and reasonable expenses, the benefit of which accrues to the City’s interest.
b. All lodging and transportation costs will be reimbursed or paid only on the
presentation of a receipt or suitable evidence of payment for cost by the
traveler.
c. Mileage will be paid at an amount equal to the Internal Revenue Service rate
approved for nonitemized travel.
4. Claims for Reimbursement
Claims for reimbursement of travel and allowed expenses shall be presented on
City reimbursement forms, signed by the City Clerk and submitted to the Finance
and Administrative Services Department.
Effective Date: March 26, 1991, Resolution No. 15243
CNL POL
A2a-601CP
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