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1. Purpose. The purpose of this policy is to ensure that the reimbursement of members of <br />legislative bodies and City employees for expenses incurred in the performance of official duties <br />complies with the California Government Code, including the recently enacted Assembly Bill <br />1234, which adds Sections 53232.2 et seq. to the Government Code, to establish a <br />reimbursement policy applicable to City employees, and to establish other requirements related <br />to travel and educational expenses paid by the City. <br />2. Policy. Members of a legislative body and City employees maybe reimbursed for actual <br />and necessary expenses incurred in the performance of official duties only as provided in this <br />Policy. <br />3. Definitions. The following definition shall apply to this policy: <br />"Legislative body" means the City Council, Planning Commission, Board of Zoning <br />Adjustments, Recreation and Parks Commission, Site Development Sub-Commission, <br />Youth Advisory Commission, Rent Review Board, Senior Commission, Human Services <br />Commission, Library-Historical Commission, and Personnel Relations Board. <br />4. Types of Occurrences that Qualify for Reimbursement. Members of a legislative <br />body and City employees may be reimbursed for actual and necessary expenses incurred in the <br />performance of off cial duties, including (a) attending conferences, (b) attending organized <br />educational activities, (c) meeting with local, state, and federal legislators and officials regarding <br />official city business, (d) meeting with staff and officials of surrounding communities regarding <br />matters of mutual concern, (e) attending City events, (f) participating in regional, state, and <br />national organizations whose activities affect the City's interests, and (g) such other City <br />business. <br />5. Travel for other Agencies. Members of a legislative body may be reimbursed for all <br />actual and necessary expenses (up to the per diem daily limits) incurred when traveling on <br />official business as ex officio members of another public agency or body to which the City is a <br />member. <br />6. Government Rates. Airlines, hotels, and rental car companies often make special rates <br />available to state, federal, and local governments. These rates are presumed to be the most <br />economical and reasonable rates for the purposes of this Policy. Those booking travel should <br />consult available resources, such as www.catravelsmart.com, to determine the applicable <br />government rates or most affordable rate. <br />7. Travel Advances. Members of a legislative body and City employees may request a <br />travel advance at least 14 working days in advance of the date needed. In no event shall a travel <br />advance be issued to a member of a legislative body or City employee more than 5 days prior to <br />the expense being incurred or paid. Travel advances shall not exceed the amount reasonably <br />required given the duration of travel and shall be based on the guidelines set forth in this Policy. <br />Travel advances exceeding $1,000 require prior approval of the City Manager or his or her <br />designee. Members of a legislative body and City employees who pay expenses with a travel <br />advance shall comply with the documentation requirements set forth in Section 17. Members of <br />809279-4 <br />RESOLUTION NO. 2006-079 2 <br />