HomeMy WebLinkAbout2007-11-14 e-packet (2)CITY CC-UNCIL POLICY REGARDING
REIMSURSEME1vT OF COUNCILMEMBER EXPENSES
Authorized Expenses
City funds, equipment, supplies (including letterhead), titles, and staff time must only be
used for authorized City business. Expenses incurred in connection with the following
types of activities generally constitute authorized expenses, as long as the other
requirements of this policy are met: (1) Communicating with representatives of regional,
state and national government on. City adopted policy positions; (2) Attending
educational seminars designed to improve officials' skill and information levels; (3)
Participating in regional, state and national organizations whose activities affect the
City's interests; (4) Recognizing service to the City (for example, thanking a longtime
employee with a retirement gift or celebration of nominal value and cost); (5) Attending
City events; (6) Implementing a (:ity-approved strategy for attracting or retaining
businesses to the City, which will. typically involve at least one staff member; (7) Direct
expenses, including mileage reimbursement and audio or video tape or DVD costs,
related to participation in commu:cuty outreach programs (that do not involve any political
advocacy); and (8) Meetings such as those listed above for which a meeting stipend is
expressly authorized under this policy.
Ali other expenditures require prior approval by the City governing body.
Examples of personal expenses that the City will not reimburse include, but are not
limited to: (1) The personal portion of any trip, including meals, lodging, and other
incidental expenses; (2) Political or charitable contributions or events; (3) Family
expenses, excluding spouse or significant other's registration or meal expenses when
accompanying Councilmember on City-related business within San Mateo County;
(4) Entertainment expenses, including theater, movies (either in-room or at the theater),
sporting events (including gym, massage and/or golf related expenses), or other cultural
events; (5) Non-mileage personal automobile expenses, including repairs, traffic
citations, insurance or gasoline; (6~) Costs of alcoholic beverages and (7) Personal losses
incurred while on City business. A.ny questions regarding the propriety of a particular
type of expense should be resolved by the City Council before the expense is incurred.
Cost Control
To conserve City resources and keep expenses within community standards for public
officials, expenditures should adhere to the following guidelines. In the event that
expenses are incurred which exceed these guidelines, the cost borne or reimbursed by the
City will be limited to the costs that fall within the guidelines.
Transportation
The most economical mode and class of transportation reasonably consistent with
scheduling needs and cargo space 1equirements must be used, using the most direct and
APPENDIX 10
time-efficient route. Charges for rental vehicles may be reimbursed under this provision
if more than one Councilmember is attending an out of town conference, and it is
determined that sharing a rental vehicle is more economical than other forms of
transportation. In making such de-termination, the cost of the rental vehicle, parking and
gasoline will be compared to the c;ombined cost of such other forms of transportation.
Government and group rates must be used when available.
Airfare. When possible, Councilmembers should arrange for air travel to be paid for in
advance by the City at the most economical and reasonable round-trip fare consistent
with the Councilmember's scheduling needs. If advance arrangements cannot be made
due to lack of advance warning or other extenuating circumstances, Councilmember's
may be reimbursed for the
expense of the airfare, so long as i~t is the most economical and reasonable round-trip fare
consistent with the member or employee's scheduling needs.
Automobile. Councilmembers shall use City vehicles for travel in performance of
official duties, when available. If .a City vehicle is unavailable Councilmembers maybe
reimbursed for expenses incurred in traveling by personal vehicle on official business at
the annual Internal Revenue Service Standard Mileage Rate. The distance of travel will
start from the place of work or from home, whichever is closer to the destination point of
official business. Reimbursement .shall include road and bridge tolls. Councilmembers
shall be responsible for procuring and maintaining liability insurance for their personal
vehicles.
Car Rental. Councilmembers should arrange for car rentals to be paid for in advance by
the City at the most economical rate available. If advance arrangements cannot be made
due to Lack of advance warning or other extenuating circumstances, Councilmembers
may be reimbursed for the expense of car rental. Since the City is self-insured,
Councilmembers shall not be reimbursed for optional liability insurance or other fees.
7Caxis/Shuttles. Taxis or shuttles fares maybe reimbursed, including a 15 percent
gratuity per fare, when the cost of such fares is equal or less than the cost of car rentals,
gasoline and parking combined, or when such transportation is necessary for time-
efficiency.
Lodging
Lodging expenses will be reimbursed or paid for when the location of the official City
business is greater than 50 miles from the Councilmember's work or home, whichever is
closer to the destination.
When possible, Councilmembers should arrange for lodging expenses to be paid in
advance by the City at the most economical and reasonable rates for single occupancy
lodging that is in a location
that is reasonable and convenient in relation to the Councilmember's scheduling and
official business needs.
Conferences/Meetings. If such lodging is in connection with a conference, lodging
expenses must not exceed the group rate published by the conference sponsor for the
meeting in question if such rates are available at the time of booking.
Other Lodging. Travelers must request government rates, when available. Lodging
rates that are equal or less to government rates are presumed to be reasonable and hence
reimbursable for purposes of this policy. Actual lodging costs that exceed the government
rate for the area may be reimbursed conditioned upon performance of a good faith effort,
evidenced by documentation (e.g., Internet search, phone calls} that demonstrate an
attempt to find median-priced lodging.
Meals
Councilmembers may be reimbursed for expenses incurred for meals consumed in
conjunction with travel on official business. Reimbursable meal expenses and associated
gratuities will not exceed the following rates:
Breakfast $12
Lunch $18
Dinner $40
Such amounts will be annually adjusted to reflect changes in the cost of living in
accordance with statistics published by the United States Department of Labor, Bureau of
Labor Statistics Consumer Price Index, all urban consumers for the San Francisco
Metropolitan Area. (The annual adjustment will be based on this area whether travel is
within the area or not.)
If a meal is provided by a conference or organized educational activity, or otherwise
included in the payment of registration fees, Councilmembers may not be reimbursed for
meals purchased in lieu of, or in addition to, the provided meal.
Meal expenses incurred by a Councilmember's spouse or immediate family shall not be
reimbursed, except where the meal is part of an event or function located in San Mateo
County at which the Councilmember is performing his or her official duties, and the
spouse or significant other's attendance at the meal is appropriate given the prevailing
business practices.
Additional Incidental ExAense Reimbursement
Councilmembers may be reimbursed for actual and necessary incidental expenses
incurred in connection with a conference, organized educational activity, or other
performance of official duties. Incidental expenses include reasonable gratuities for hotel
and airline employees, baggage fees, parking fees, cab fares, public transportation costs,
tolls, telephone calls, telegrams, faxing, and special delivery services related to the
performance of official duties, telephone calls of a personal nature, hotel Internet charges,
and other such incidental expenses. Councilmembers may be reimbursed for such
incidental expenses related to reasonable gratuities for which receipts are not customarily
given.
Reimbursement for expenses incurred in placing telephone calls of a personal nature shall
be limited to $10 per day for travel within California, and $20 per day for travel outside
of California.
All other actual and necessary expenses incurred in the performance of ofFcial duties that
are not described in this Policy shall not be reimbursed unless approved before the
expense is incurred.
Prohibited Expense Reimbursements
Councilmembers shall not be reimbursed for non-business expenses including, but not
limited to, entertainment expenses such as movie rental fees, theater tickets or sporting
event fees, fines for parking citations, laundry, replacement fees for lost keys, fees
assessed for damage to lodging premises, and expenses incurred pursuant to personal
portions of business travel, including extra lodging and meals.
Expense Report Content And Submission Deadline
All Councilmember expense reimbursement requests must be submitted on the Expense
Reimbursement Form found in Appendix 3 of this Handbook
Expense reports must document that the expense in question met the requirements of this
policy. For example, if the meeting is with a legislator, the local agency official should
explain whose meals were purchased, what issues were discussed and how those relate to
the City's adopted legislative positions and priorities.
Councilmembers must submit their expense reports within 30 days of an expense being
incurred, accompanied by receipts documenting each expense. Restaurant receipts, in
addition to any credit card receipts, are also part of the necessary documentation.
Inability to provide such documentation in a timely fashion may result in the expense
being borne by the Councilmember.
Audits Of Expense Reports. All expenses are subject to verification that they comply
with this policy.
Reports To Governing Board. At the following City governing body meeting, each
official shall briefly report on meetings attended at City expense. If multiple
Councilmembers attended, a joint report maybe made.
Compliance With Laws. Councilmembers should keep in mind that some expenditures
maybe subject to reporting under the Political Reform Act and other laws. AlI agency
expenditures are public records subject to disclosure under the Public Records Act,
among other laws.
Violation Of This Policy. Use of public resources or falsifying expense reports in
violation of this policy may result in any or all of the following: (1) loss of
reimbursement privileges; (2) a demand for restitution to the City; (3) the agency's
reporting the expenses as income to the elected official to state and federal tax
authorities; (4) civil penalties of up to $1,000 per day and three times the value of the
resources used; and (5) prosecution for misuse of public resources.
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~' y AGENDA ITEM # 12
J O
c'~L1FOR~~ taff
e~ort
DATE: November 14, 2007
TO: Honorable Mayor and City Council
FROM: Elaine Yamani, Human Resources Director
SUBJECT: RESOLUTION AUTHORIZING AN AGREEMENT EXTENSION OF THE
CURRENT COMPENSATION PLAN FOR THE SOUTH SAN FRANCISCO
EXECUTIVE MANAGEMENT UNIT EMPLOYEES
RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing the City Manager to
sign an agreement extension of the current Compensation Plan with the Executive
Management Unit.
BACKGROUND
The City and the Executive Management Unit, which represents all Deparhnent Heads, have
discussed and agreed upon the current Compensation Plan (CP). Attached is the Extension to the
Compensation Plan that extends the Executive Management Compensation Agreement to June 30,
2008, adjusts compensation at the 60~' percentile for that classification, and incorporates formerly
agreed-upon terms and conditions of employment. The agreement extension has been reviewed and
approved as to form by the City Attorney.
FUNDING
At the finalization of the most recent discussion with this unit and the City, both parties agreed upon
a standard compensation survey each year to the 60~' percentile as the basis for any salary
adjustment. The survey was conducted in the 3`~ quarter of this year.
CONCLUSION
The adoption of this resolution allows the extension of the existing agreement and maintains
consistency for Executive Management and their respective bargaining unit.
_•
Elaine amain Barry .Nagel
Human Resources Director City Man
Attachments: Side Letter- Compensation Plan Extension
Resolution
t~ppendix L
Side Letter -Compensation Plan Extension
L.1 Term: extend the current agreement from September 2006 to June 30, 2008
L.2 Compensation: Conduct a salary survey for the year 2007 of the extended
agreement using the City's standard compensation methodology and agencies,
with adjustments to compensation to the 60th percentile which was previously
agreed upon retroactive to the pay period including 7/1 of each year). If the
percentile amount is lower than the median percent, adjustment will be to the
higher percent.
L.3 For the Assistant City Manager classification, a salary maintenance compaction
program will be instituted to ensure that compensation is at the 60~' percentile for
the classification and that no less than a 5.0% differential at the base salary is
maintained between the highest compensated executive management employee.
L.4 GASB Language
For employees hired prior to the date upon which the City Council ratifies this
document, the City shall provide a Medical after Retirement benefit in accordance
with the Medical after Retirement Plan on file in the Human Resources
Department.
For employees hired after the date upon which the City Council ratifies this
document the above benefit shall not apply and instead the City will contribute
one point five percent (1.5%) of the employee's base monthly salary toward a
Medical after Retirement Savings Account (e.g.VEBA or similar plan).
In the event the employee makes a contribution of up to two point five percent
(2.5%) of the employee's base monthly salary toward the Medical after
Retirement Savings Account (e.g.VEBA or similar plan), the City will match such
contribution up to one percent (1.0%). The City's total contribution toward any
employee will not exceed two point five percent (2.5%). Such employee
contribution and City match in a VEBA type of account is subject to IRS
approval.
Elaine Yamani, an Resources Director Date
" ~~ ~ t /tom la-!
Barry M. Nagel, City anager Date
RESOLUTION NO.
CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA
A RESOLUTION AUTHORIZING AN EXTENSION OF
THE CURRENT COMPENSATION PLAN AGREEMENT
FOR THE SOUTH SAN FRANCISCO EXECUTIVE
MANAGEMENT UNIT EMPLOYEES
WHEREAS, staff desires approval of an extension of the current compensation plan
agreement with the South San Francisco Executive Management Unit; and
WHEREAS, the side letter attached as Exhibit A ("Side Letter") summarizes the terms
and conditions of the compensation plan extension; and
WHEREAS, the Side Letter to the current Memorandum of Understanding document was
prepared, reviewed and approved by the City Attorney.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San
Francisco hereby approves an agreement extension with the South San Francisco Executive
Management Unit.
BE IT, FURTHER RESOLVED that the City Manager is hereby authorized to execute
the agreement extension on behalf of the City of South San Francisco.
I hereby certify that the foregoing Resolution was regularly introduced and adopted by the
City Council of the City of South San Francisco at a meeting held on the
day of 2007 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST:
City Clerk