Resolution 4689 - Laserfiche WebLink

SECTION 6. The Mayor and Council will exercise prudent judgment in incurring expenses on City business. If there is a questionable expenditure, the Council President shall present the matter to the Budget Committee who will make a recommendation to the Council regarding that expenditure. Excessive or unnecessary expense shall not be reimbursed. SECTION 7. In the interest of timely efficient City policy decisions, nominal food items and non-alcoholic beverages necessary for sustenance and nourishment for Councilmembers while at City facilities performing their duties, shall be authorized and reimbursed. These nominal food items and non-alcoholic beverages shall be provided for in the Council travel and training budget. SECTION 8. The procedures to use in attending classes, training, meetings, conventions, and conferences are as follows: A. All Council out-of-state and/or travel requiring an overnight stay, where expenses will be incurred, shall require prior approval from the Council President or his/her designee. The Council President shall require prior approval from two Councilmembers for all out- of-state and/or travel requiring an overnight stay, where expenses will be incurred; B. On or before the tenth day following the close of the travel period for which funds have been advanced to the Mayor or Councilmembers, he/she shall submit to the City Clerk a fully itemized travel expense voucher, for all reimbursable items, accompanied by the unexpended portion of such advance, if any; C. Reimbursement to Councilmembers for the use of personal vehicles is limited to the standard City established rate per mile and must be documented by a vehicle log; D. When making hotel/motel room accommodations, an effort shall be made to obtain the single occupancy rate, governmental rate, or conference rate (if applicable). This effort shall be documented on the travel expense voucher; E. When meal reimbursement is documented with itemized receipts, the meal expenses may include a gratuity in an amount up to 15% of the price of the meal; F. When meal costs are not documented with itemized receipts, the meal reimbursement (including tip) is limited to $8.00 for breakfast, $10.00 for lunch, and $30.00 for dinner; G. If claims for reimbursement include expenses of officers and employees other than the claimant, such other officers and employees shall be listed by name and title; H. Claims for reimbursement must be signed by the Mayor or Councilmember and be approved by the Council President. If the Council President denies the claim for reimbursement, it shall be referred to the Budget Committee for a recommendation to the Council. If the claimant is the Council President, reimbursement must be approved by two Councilmembers;