RulesCommunications Highlights 2007 1101

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Rules and Communications Committee November 1, 2007 Page 2 reduced. The IRV system development cost would be amortized over the next three elections, at which time the system would be paid off and the charges would cease. Committee Recommendation: None. 2. Continued Discussion Regarding City Council Travel Advance/Reimbursement Assistant City Attorney Stuart reported that she did some research to determine whether the Council could receive per diem. She reviewed the City's Reimbursement Policy, and found that the City chose to adopt its own reimbursement rates. Ms. Stuart indicated that if the City had chosen instead to adopt the 1RS rates, then members would not have to provide receipts for their expenses. In order for the Council to receive per diem, it would need to amend the Reimbursement Policy to officially adopt the IRS rates. Chair Santos pointed to page 3 of the Policy, under Item 9--Meals, which states, "Members of a legislative body shall receive a travel per diem of $100 per full day and $50 per one-half day when traveling on official business." He stated that he interpreted this section to mean that this is the amount that the Council is given for expenses incurred while traveling on official business. Ms. Stuart noted that Item 17--Documentation Requirements currently requires the submission of itemized receipts documenting expenses. Committee Member Starosciak asked what would happen if the amount of receipts reported was less than the per diem amount. Community Relations Representative Ornelas stated that the remainder would either be applied to the next travel or deducted from the Councilmember's technology allowance. Ms. Ornelas noted that this issue has become a problem from an accounting standpoint. Committee Member Starosciak commented that it might be better to eliminate the travel advance option altogether. Committee Member Gregory concurred. Chair Santos remarked that per diem has been along-standing practice of the City Council, and in his own research he has found that the City of Oakland issues per diem to its City Council. In Oakland, anyper diem that is not accounted for with itemized receipts is considered taxable income. Committee Member Gregory stated that Councilmembers should itemize their travel expenses, as is done in the private sector. He expressed concern about the administrative burden on staff, and asked how the process could be simplified. Ms. Ornelas suggested that administration of the process would be simpler without the travel advance option. Committee Member Starosciak expressed a preference for not receiving travel advance, as it makes the process more complicated for the Councilmembers as well. She commented on the inconsistencies and confusion with the process.