2004/01/27 City Council Resolution 2004-19C
RESOLUTION NO. 2004 -19
A Resolution of the City Council of the City of Rohnert Park
Establishing a Policy for Reimbursement of
Expenses for City Council Members
SECTION ONE. Resolution Nos. 95 -16 and 2000 -117 are hereby repealed.
SECTION TWO. POLICY. It is the policy of the City of Rohnert Park that all City
Council Members shall be reimbursed for those actual and necessary expenses incurred
while engaged in the performance of their official duties on behalf of the City of Rohnert
Park described in this Resolution. Expenses incurred to lobby state and federal elected
and appointed officials shall be considered necessary expenses when the City Council has
approved a council member's participation in such lobbying activities.
SECTION THREE. CONVENTIONS /CONFERENCES. Attendance at all
conventions and conferences located outside Sonoma County shall require the prior
approval of the City Council. This section shall not apply to attendance at the following
conferences: League of California Cities; National League of Cities; Local Government
Commission; and Association of Bay Area Governments. All registration fees for
conventions or conferences shall be a proper expense.
SECTION FOUR. TRAVEL TRANSPORTATION REIMBURSEMENT. When
transportation is by automobile furnished by the individual making the reimbursement
claim such travel shall be reimbursed on a per mile basis in accordance with the then -in
effect rate of reimbursement established by the Internal Revenue Service. Travel
expenses by means of transportation other than automobile, shall be reimbursed based
upon the round trip air fare of a reasonable flight (taking into consideration time of day
and number of stops) from San Francisco International Airport or Oakland International
Airport to the closest airport serving the destination.
SECTION FIVE. FOOD LODGING AND MISCELLANEOUS EXPENSES. All
expenses for food, lodging and other necessary and reasonable expenses shall be
reimbursed on the basis of the actual cost for such expenses. Support for such
reimbursement claims shall be in sufficient and adequate detail. Reimbursement shall
be available for the cost of lodging for travel at least fifty miles from the City of Rohnert
Park; provided, however, that exceptions may be granted to this policy to allow
overnight lodging for travel that is not in excess of fifty miles for extraordinary
circumstances, such as multi -day conference which results in late night meetings and
subsequent early morning meetings, to avoid excessive travel time within a twenty -four
hour period.
Reso. No. 2004 -19
SECTION SIX. TELEPHONE CALLS. Each City Council Member shall be issued a
City of Rohnert Park telephone credit /calling card to enable the council member to
charge the City of Rohnert Park for the cost of telephone calls made in the conduct of the
official business of the City of Rohnert Park up to a maximum of $50.00 per month and
reimbursement of amounts exceeding the $50.00 per month maximum should be
reimbursed to the City within thirty (30) days.
SECTION SEVEN. EQUIPMENT. Each City Council Member shall be provided with
a City -owned and maintained fax machine and any other such equipment as the City
Council determines is necessary to use in the conduct of the official business of the City
of Rohnert Park.
SECTION EIGHT. SPRECKELS PERFORMNG ARTS CENTER. Each City Council
Member shall be issued one complementary ticket for each performance at the Spreckels
Performing Arts Center.
SECTION NINE. NO REIMBURSEMENT. No reimbursement shall be provided for a
council member's attendance and expenses incurred at a non -City sponsored community
event unless the council member is representing the City in his or her official capacity.
DULY AND REGULARLY ADOPTED by the City Council of the City of Rohnert
Park this 27`h day of January, 2004.
FLORES: AVE MACKENZIE: AVE SPRADLIN: ABSENT VIDAK MARTINEZ: AYE NORDIN: AYE
AYES: (4) NOES: (0) ABSENT: (l) ABSTAIN: (0)