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Item 14 Staff Report Amendment to Resolution No. 1984-210TOWN OF LOS GATOS Council Agenda Report DATE: FEBRUARY 10, 1987 TO: MAYOR AND TOWN COUNCIL FROM: DEBORAH SWARTFAGER, TOWN MANAGE SUBJECT: AMENDMENT TO RESOLUTION NO. 1984-210 RECOMMENDATION: Council Agenda Date: 2/17/87 Item No. `tk. 6/C /‘' That Council adopt the Resolution amending Section 4 of Resolution 1984-210, passed on November 19, 1984. DISCUSSION: Section 4 Submission of Claims of Resolution No. 1984-210 describes the receipts required for written reimbursement claims and the treatment of meals included in registration fees. To reflect the concerns expressed in the 1985-86 auditor's management letter Section 4 is being amended to require receipts, or other documentation acceptable to the Town Manager, for all claimed expenses. In addition, a daily maximum meal allowance of $.3Sis proposed. PREPARED BY: DEBORAH SWARTFAGER, Town Manager TOWNM: 2/17- TC cc: Regular Distribution Reviewed by : TOWN COUNCIL ACTION DIRECTED TO: ACTION OF COUNCIL: COMMENTS: RESOLUTION NO. A RESOLUTION AUTHORIZING ATTENDANCE AT GOVERN- MENTAL BUSINESS FUNCTIONS AND PROVIDING FOR REIMBURSEMENT OF REASONABLE EXPENSES INCURRED IN SUCH ATTENDANCE. BE IT RESOLVED, AND IT IS HEREBY RESOLVED by the Town Council of the Town of Los Gatos, County of Santa Clara, State of California, that Resolution No. 1978-86 entitled, "A RESOLUTION AUTHORIZING ATTENDANCE AT GOVERNMENTAL BUSINESS FUNCTIONS AND PROVIDING FOR REIMBURSEMENT OF REASONABLE EXPENSES INCURRED IN SUCH ATTENDANCE", is hereby repealed. BE IT FURTHER RESOLVED that the following regulations shall govern the attendance upon business of the Town of Los Gatos and the reimbursement of expenses incurred as a result of such attendance. Section 1. Authorization Subject to the conditions and limitations contained herein, elective and appointive officers and employees of the Town are authorized to attend con- ferences, seminars, technical or professional governmental meetings, luncheons, banquets and other functions concerning the governmental business of the Town of Los Gatos within the scope of position responsibility of the person attending, and to be reimbursed for the actual, necessary and reasonable expenses incurred as a result of such attendance. Section 2. Advance Approval Such expenses shall not be reimbursed unless the amount thereof is included in a budget appropriation in advance of the date the expense is incurred. When attendance by any officer or employee of the Town other than elective officers and members of boards and commissions appointed by the Town Council, at con- ferences, conventions, meetings, or other business of the Town located outside of Santa Clara County necessitates an overnight stay or longer at the destination, permission shall be given in advance by the Town Manager. Section 3. Amount of Reimbursement All expenses other than that of private automobile transportation incurred as a result of an officer's or employee's attendance upon Town business shall be reimbursed at the actual st thereof. Costs associated h the attendance of a family member of any officer or employee are not eligible for reimbursement. The cost of private automobile transportation shall be reimbursed at the rate of twenty-four ($.24) cents per mile for roundtrip mileage by the most direct route; provided that reimbursement transportation expenses by private automobile on trips which exceed two hundred and fifty (250) miles one way shall not be greater than the equivalent cost of roundtrip airfare if regular carrier air service is provided from the City of San Jose to the destination. Employees receiving a monthly car allowance will be eligible for reimbursement on the use of a private automobile as stated above only when a trip exceeds one hundred (100) miles in one direction. Section 4. Submission of Claims Written claims for reimbursement shall be submitted to the Office of the Town Manager. All persons shall submit itemized claims on forms supplied by the Town Manager no later than thirty (30) days after the costs have been incurred. Receipts or other documentation shall be submitted for the following types of expenses: 1. Transportation, including taxi and airport limousine fare; 2. Automobile rental; 3. Parking fees and bridge tolls; 4. Lodging; 5. Meals; 6. Conference, convention or other registration fees; and 7. Other necessary and reasonable expenses. If meals are included in any registration fee, claim for reimbursement shall not be made for such meals separately. The total charges for purchased meals shall not exceed thirty dollars ($ 55) per day. The propriety of receipts or other documentation submitted in support of claims expenses shall be at the discretion of the Town Manager. Advances of Expenses Advances of estimz d reimbursable costs shall be c ited upon wr;tten application to one Town Manager. All such applications other than those by elective officers, and those members of boards and commissions appointed by the Town Council, shall be approved in advance by the Town Manager. Claims for the actual and necessary expenses incurred shall be filed with the Town Manager in the same manner as specified above, but not later than thirty (30) days after the conclusion of the event attended, and such claims shall be accompanied by any unexpended balance of the amount advanced. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 17th day of February, 1987 by the following vote. AYES: COUNCIL MEMBERS NOES: COUNCIL MEMBERS ABSTAIN: COUNCIL MEMBERS ABSENT: COUNCIL MEMBERS SIGNED: ATTEST: MAYOR OF THE TOWN OF LOS GATOS DEPUTY CLERK OF THE TOWN OF LOS GATOS t� PROOF OF PUBLICATION (2015.5 C.C.P.) This space is ;or the County Clerk's Filing Stamp STATE OF CALIFORNIA, County of Santa Clara I am a citizen of the United States and a resident of the County aforesaid; I am over the age of eighteen years, and not a party to or interested in the above - entitled matter. I am the principal clerk of the printer of the Los Gatos Times - Saratoga Observer, a news- paper of general circulation, printed and published Monday through Friday in the City of Los Gatos, Cali- fornia, County of Santa Clara, and which newspaper has been adjudged a newspaper of general circula- tion by the Superior Court of the County of Santa Clara, State of California, under the date of May 2-8-- , 19 5.2 Case Number 83631 ; that the notice of which the annexed is a printed copy (set in type not smaller than nonpareil), has been published in each regular and entire issue of said newspaper and not in any supplement thereof on the following dates, to -wit - September 5 all in the year 19 67 I certify (or declare) under penalty of perjury that the foregoing is true and correct. Dated at Los Gatos, California, this day of September 5 Signature 19 67 Proof of Publication of ORDINANCE NO. 922 Cade, eil to each - after its lisped once with the names of tie members votingfor and againstthe same in the Los Gatos Times - Saratoga Observer, a newspaper of general circulation published and circulated in the Town of Los Gatos. Introduced at a regular meet- ing of the Town Council of the Town of Los Gatos, held on the 21st day of August, 1967. PASSED AND ADOPTED as an ordinance of the Town of Los Gatos at a continued regular meeting of the Town Council of the Town of Los Gatos, held on the 28th day of August, 1967, by the following vote: AYES: COUNCILMEN: Charles E. DeFreitas thrt John Lincoln John D. Michaelsen Roland H. Perry NOES: COUNCILMEN: Egon Jensen f • ABSENT: COUNCILMEN: None Egon Jensen /S/ MAYOR OF THE TWIN OF LOS GATOS Al"I'EST: Jo Leibfritz /S/ (seal) TOWN CLERK OF THE TOWN 5L OF LOS GATOS A Publish: Sept. 5, 1967 (761) •.Mr •sia AN ORDINANCE PROVIDING FOR THE PAYMENT OF SAL— ARIES TO MEMBERS THE TOWN COUNCIL OF THE TOWN OF LOS GATOS THE TOWN COUNCIL OF THE TOWN OF LOS GATOS ORDAINS AS FOLLOWS: Section 1. Purpose. This or- dinance is enacted pursuant to Section 36514 of the Government ing the Town Count -- by ordinance that t ffie Town Cona- n it shalt be p I inoic jo uoianpuno3 otp sffuiAi Assembly Bill No. 734 CHAPTER 286 An act to repeal Section. 36514 of, to amend Section 36516 of, and to add Section 36514 to, the Government Code, relating to salaries of city councilmen. {Ap$roved by Governor May 7, 1965. Filed with } Secretary of State May 14, 1965.] The people of the State of California do enact as follows: SECTION 1. Section 36514 of the Government Code is re-" pealed. SEC. 2. Section 36514 is added to said code, to read : • 36514. Except as provided in this section, city councilmen shall not receive any compensation other than reimbursement for actual and necessary expenses incurred in the performance of official duties. A city council may enact an ordinance pro- viding that each member of the city council shall .receive a salary, the amount of ,which shall be determinedby the follow- ing scheduler (a) In cities up to and including 5,000 in population, sev- enty-five dollars ($75) per month; • (b) In cities over 5,000 up to and including 35,000 in pop- ulation, one hundred fifty dollars ($150) per month; (c) In cities over 35,000 up to and including 50,000. in population, two hundred dollars ($200) per month; (d) In cities over 50,000 up to and including 75,000: in population, two hundred fifty dollars ($250) per month._ (e) In cities over 75,000 in population, three hundred dol- lars ($300)' per month. For the purposes of this section the population shall be . determined by the estimates of population made by :the De- partment.of Finance.. In a city changing from a lower to a higher population group as provided in this section, the amount of compensation shall be determined by the latest estimate of population made . by the Department of Finance. A change in compensation as a result of a change in popula- tion does not apply to a councilman during his term of office; however, the prohibition herein expressed shall not prevent , the adjustment of the compensation of all members of. a coun- cil serving staggered terms whenever one or more -members of such council becomes eligible for a salary increase by virtue of his beginning a new term of office. . Town Manager September 3, 1965 TO: HONORABLE MAYOR AND TOWN COUNCIL TOWN OF LOS GATOS, CALIFORNIA FROM: DONALD F. McINTYRE, TOWN MANAGER SUBJECT: COUNCILMEN'S SALARIES Gentlemen: Enclosed for your review is a copy of Assembly Bill No. 734 which makes it possible for councilmen's salaries to be established at $150.00 per month for cities of our size in the event that the Town Council wishes to adopt such an ordinance. While Mr. Adams will make a comprehensive report to the Council on adopted State legislation which affects cities, this item which most directly affects councilmen is brought to you separately at this time for your consideration. This matter has not been placed on Council agenda but will be, upon your request. DFM/ss cc: Town Attorney Town Clerk ✓ Press (3) LGTObserver SJ Mercury SJ Times Encl. Very respectfully submitted, DONALD F. McINTYRE S 1 S'