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Weho Expense Policy

Weho Expense Policy

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Published by chrisabray

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Published by: chrisabray on May 24, 2012
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RESOLUTIONNO.06-3354ARESOLUTIONOFTHECITYCOUNCilOFTHECITYOFWESTHOllYWOODESTABLISHINGAREIMBURSEMENTPOLICYINACCORDANCEWITHGOVERNMENTCODE
§§
53232.2AND53232.3THECITYCOUNCilOFTHECITYOFWESTHOllYWOODDOESHEREBYRESOLVEASFOllOWS:SECTION1.TheCityCouncilfindsanddeclaresasfollows:
A.
ElectedandappointedCityOfficialsareresponsibleforpromotingandprotectingpublichealth,safety,andwelfare.Amongotherthings,thesedutiesmayrequireCityOfficialsto:1.DiscusstheCity'sconcernswithstateandfederalofficials;2.Participateinregional,stateandnationalorganizationsthataffecttheCity'sinterests;3.AttendeducationalseminarsdesignedtoimproveCityOfficials'skillsandprovideinformation;4.Promotepublicserviceandmorale;5.Attendmeetings,ceremonialeventsandotheractivitiessponsoredbyconstituents,neighborhoodgroups,businessorganizationsandsimilargroups;6.Promoteeconomicdevelopment;and7.Meetwithconstituents,businessownersandotherswithaninterestintheCity.B.ItisinthepublicinteresttoreimburseCityOfficials'expensesincurredinconnectionwiththeseactivitiesconsistentwiththeprovisionsofthisResolution.SECTION2.
Declaration
of
Policy.
ThisResolutionisadoptedinaccordancewithGovernmentCode
§§
53232.2and53232.3sothattheCityofWestHollywoodmayreimburseappropriateexpensesincurredbyelectedandappointedCityofficialswhileonauthorizedtravelorotherwiseengagedintheconductofCitybusiness.AbsentCityCouncilapproval,andonlyinextraordinarycircumstances,theCitywillnotreimburseCityOfficialsanamount
 
ResolutionNo.06-3354Page2of8
greaterthanallowedbythisResolutionforexpensesincurredduringthecourseofconductingCitybusiness.SECTION3.
Definitions.
Unlessthecontraryisstatedorclearlyappearsfromthecontext,thefollowingdefinitionsgoverntheconstructionofthewordsandphrasesusedinthisResolution:A."CityOfficials"meansmembersoftheCityCouncilandmembersofboards,commissions,andcommitteesappointedbytheCityCouncil.B."Reimbursement"meansallformsofpaymentforexpensesincurredbyCityOfficialsinthecourseoftheirofficialdutieswhetherpaiddirectlybytheCity(includingwithoutlimitation,withaCity-issuedcreditcard)oradvancedbyCityOfficialswithpersonalfundsandlaterreimbursedfromCityfunds.SECTION4.
CityBusiness-AuthorizedActivities.
A.ExpensesincurredwhileengaginginthefollowingCitybusinessactivitiesaregenerallyauthorizedexpensesifallrequirementsofthisResolutionarefulfilled:1.Communicatingwithrepresentativesofregional,stateandnationalgovernmentonCityadoptedpolicypositions;2.AttendingeducationalseminarsdesignedtoimproveCityOfficials'skillandinformationlevels;3.Participatinginregional,stateandnationalorganizationswhoseactivitiesaffecttheCity'sinterests;4.RecognizingservicetotheCity(forexample,thankingalongtimeemployeewitharetirementgiftorcelebrationofnominalvalueorcost);5.AttendingCityevents;and6.Attendingmeetingswithconstituents,neighborhoodgroups,businessorganizations,andattendingconferencesfortheCity-approvedpurposeofattractingorretainingbusinessestotheCity.B.ExpendituresincurredinconnectionwithactivitiesoreventsnotlistedinParagraphAaboverequirepriorapprovalbytheCityCouncil.Inaddition,thefollowingrequireCityCouncilpreauthorization:1.InternationalTravel
 
ResolutionNo.06-3354Page3of8
2.Expensesforeseeablyexceeding$5,000pertrip.SECTION5.
UnauthorizedExpenses.
TheCitywillnotreimburseCityOfficialsforexpensesincurredoutsidethescopeoftheCityOfficial'sdutiesincluding,forexampleandnotlimitation,thefollowing:A.Thepersonalportionofanytrip.Forexample,ifaCityOfficialelectstotraveltoaneventinadvanceorstaylongeronpersonalbusiness,theCityneedonlyreimbursetheCityOfficialforroundtriptravelcostsandcostsincurredduringtheevent'sduration;B.Politicalorcharitablecontributionsorevents;C.Familyexpenses,includingpartner'sexpenseswhenaccompanyingaCityOfficialonCity-relatedbusiness,aswellaschildren-orpet-relatedexpenses;D.Entertainmentexpenses,includingtheater,movies(eitherin-roomoratthetheater),sportsorotherculturalevents;
E.
Non-mileagepersonalautomobileexpenses,includingrepairs,trafficcitations,insuranceorgasoline;F.PersonallossesincurredwhileonCitybusiness;G.ExpensesforwhichCityOfficialsreceivereimbursementfromanotheragencyarenotreimbursable;andH.Alcohol/personalbarexpenses.AnyquestionsregardingtheproprietyofaparticulartypeofexpenseshouldberesolvedbytheCityCouncilbeforetheexpenseisincurred.SECTION6.
Transportation.
A.
Generally.
CityOfficialsmustusethemosteconomicalmodeandclassoftransportationreasonablyconsistentwithschedulingneedsandcargospacerequirements,usingthemostdirectandtime-efficientroute.Governmentandgroupratesmustbeusedwhenavailable.B.
Airfare.
AirfaresthatareequalorlessthanthoseavailablethroughtheEnhancedLocalGovernmentAirfareProgramofferedthroughtheLeagueofCaliforniaCities(www.cacities.org/travel),theCaliforniaStateAssociationofCounties(www.csac.counties.org/default.asp?id=635)andtheStateofCaliforniaarepresumedtobethemosteconomicaland

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