1978-086-Authorizing Attendance At Governmental Business Functions And Providing For Reimbursement Of Reasonable Expenses Incurred In Such AttendanceRESOLUTION 110.19]8 -86
A RESOLUTION AUTHORIZING ATTENDANCE
AT GOVERNMENTAL 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 1977 -14 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SUCH ATTENDANCE ", is hereby repealed.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 conferences, 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. Necessary expenses
shall not include costs for meals when Town business could have been
conducted at Town Hall.
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. Attendance by any officer or employee of the
Town other than elective officers and members of boards and commis-
sions appointed by the Town Council, upon conferences, conventions,
meeting, or other business of the Town outside of Santa Clara County
when such attendance necessitates an overnight stay or longer at
the destination shall be approved in advance by the Town Manager.
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Section 3.
Amount of Reimbursement
All expenses other than that of private automobile trans-
portation and those incurred as a result of an officer's or
employee's attendance upon Town business outside of Santa Clara
County when such attendance necessitates an overnight stay or
longer, shall be reimbursed at the actual cost thereof. Costs
associated with 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 fifteen ($.15) cents per mile for round -
trip mileage by the most direct route; provided that reimbursement
transporation 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, plus 20 %, if regular
carrier air service is provided from the City of San Jose to the
destination. The additional 20% allowance is to compensate for
the use of the private automobile while at the conference location,
and recognizes the decreased expense for taxi and /or airport
limousine fare, car rental, etc., if a private automobile is taken.
Section 4.
Submission of Claims
Written claims for reimbursement shall be submitted to the
Town Clerk.
All persons shall submit itemized claims on forms supplied by
the Town Clerk not later than thirty (30) days after the costs have
been incurred. Receipts shall be submitted for the following types
of expenses: (1) transportation by public conveyance, other than
taxi or airport limousine fare; (2) automobile :rental; (3) automo-
bile parking; (4) lodging; and (5) conference, convention or other
registration fees. If meals are included in any registration fee,
claim for reimbursement shall not be made for such meals separately.
In the event of a dispute as to what constitutes an allowable
expense claim of an elected official or an appointed co mnissioner,
the matter shall be reviewed by a Claim Review Board consisting of
one Council Member, the Town Treasurer and the Town Attorney. The
mayor shall appoint one Council Member and one alternate to serve
on the Claim Review Board when necessary.
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Section 5.
Advances of Expenses
Advances of estimated reimbursable costs shall be granted
upon written application to the Town Clerk on forms provided by
the Clerk. Such applications shall be filed not later than the
Tuesday immediately preceding the first regular Town Council meet-
ing of the month during which the expense will be incurred. 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
Clerk 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 reqular meeting of the Town
Council of the Town of Los Gatos held on the 5th day of
June , 1978, by the following vote:
AYES: COUNCIL MEMBERS: Ruth Cannon, Thomas J. Ferrito
John B. Lochner, Peter W. Siemens and Mardi Gualtieri
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
SIGNED: *& S' )_
MAYOR OF HE TOWN OF LOS GATOS
ATTEST:
CLERK OF T8& TOW OF LOS GATOS
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