CCP122 council reimbursCITY OF SAN JUAN CAPISTRANO
COUNCIL POLICY
Subject: Effective Policy
REIMBURSEMENT FOR CITY Page Date Number
REPRESENTATION BY
CITY COUNCIL MEMBERS 1 of 3 7/3/01 122
It is a policy of the City Council that the following guidelines with reference to
Council Members= representation of the City at outside events/seminars/conferences are
adopted.
Background
Council Members are given several opportunities throughout the year to represent the City
at outside events, and to further their education through conferences, seminars and
workshops. Each Council Member has different needs and preferences, which may
change from year to year, making it difficult to budget in advance for specific events. Thus
a standard amount will be allocated to each Council Member to attend such events.
Exceptions
The Mayor and other Council Members are appointed to outside committees and
commissions that require attendance at meetings on a monthly or quarterly basis. Dues
and mileage related to these meetings will not be covered under this policy and will be
budgeted in separate accounts.
Amount Allocated
The actual amount allocated to each Council Member for City Representation will be
established each year during the budget process. As the Mayor generally represents the
City at more events than the other Council Members, this position will be allocated an
additional $1,000 per year. If the Mayor Pro Tem or another Council Member attends an
event on behalf of the Mayor, reimbursement shall come from the Mayor=s account. The
Council Member may use these funds at his or her discretion following the guidelines
outlined below.
I. Events Classified as City Representation
1. Conferences/Educational Seminars/Workshops B Those that relate directly
to the Council Member role (i.e. conferences on legislation, local issues,
water issues, redevelopment issues, economic issues, League of Cities
conferences, etc.).
2. Special Events B Those that relate specifically to the Council Member role
(i.e. Chamber of Commerce luncheons, breakfasts held by legislators who
govern our districts, League of Cities receptions, outside agency award
CITY OF SAN JUAN CAPISTRANO
COUNCIL POLICY
Subject: Effective Policy
REIMBURSEMENT FOR CITY Page Date Number
REPRESENTATION BY
CITY COUNCIL MEMBERS 2 of 3 7/3/01 122
presentations, etc.).
3. Misc. Meetings B One-on-one meetings that relate specifically to the Council
Member role (i.e. breakfast with Chamber of Commerce President, lunch
with TCA Director, etc.)
II. Events Not Eligible for City Reimbursement
1. Golf Tournaments or other athletic events
2. Political fundraisers
3. Social Events (i.e. Taste of San Juan, Mission Concert Series, South County
Chambers Ball, etc.)
III. Situations Requiring Council Approval
1. A Council Member wants to attend an event that requires travel outside the
Continental United States.
2. A Council Member has used all of his or her allotment and wants to attend an
event.
IV. Travel Expenses Covered
1. Transportation
Standard or economy class air transportation should be used for long
distance intra-state or inter-state travel. Exceptions to this mode of travel
would be when the nature of the business requires the Council Member to
arrive at the destination within a certain time frame and/or when only first
class transportation accommodations are available. If the Council
Member=s personal vehicle is used, he or she shall be reimbursed at the
current mileage rate. The City will not pay for transportation costs for
spouse, family member or friend.
2. Lodging
The City will pay for actual costs of adequate lodging for City Council
members. When a spouse, other family member, or friend accompanies the
CITY OF SAN JUAN CAPISTRANO
COUNCIL POLICY
Subject: Effective Policy
REIMBURSEMENT FOR CITY Page Date Number
REPRESENTATION BY
CITY COUNCIL MEMBERS 3 of 3 7/3/01 122
Council Member, it is his or her own responsibility to pay the difference in
lodging costs between the single and the double rate.
3. Meals
The City will pay the actual expenses for meals for the Council Member only.
Reimbursement will not be made for alcoholic beverages, or for meals which
are provided as part of a conference.
4. Incidental Expenses
The City will pay for such incidental expenses as necessary in the conduct of
City business. Such incidental expenses may include lunches or dinners
with other officials for business that would directly benefit the City, or such
miscellaneous items as taxis, buses, parking, tips, etc., which will be
reimbursed on an actual cost basis. Phone calls, faxes and computer use
for City business while away will also be reimbursed. Hotel charges such as
dry cleaning, shoe shining, massages, etc. will not be reimbursed, and no
reimbursement will be made for charges related to pets or children.
Disbursement of Funds
At their discretion, Council Members may either request funds in advance or submit
receipts for reimbursement on expenses associated with attendance at events, not to
exceed the allotted amount. In either case, a City Expense Report must be filled out with
receipts attached. If a Council Member so desires, a per diem of $50 per day may be used
to cover the cost of meals, without the requirement of receipts.
Preparation of Reports
If a Council Member attends a conference or seminar at City expense, he or she shall
prepare a written report for review by the Council at the next available Council meeting.
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