HomeMy WebLinkAboutAgenda Report - July 19, 2000 H-0214
CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Approve Policy Relating To Council Member Travel And Business
MEETING DATE: July 19, 2000
PREPARED BY: City Clerk
RECOMMENDED ACTION: That the City Council discuss the attached recommended travel policy and
adopt resolution amending the City of Lodi Travel and Business Expense
Policy and Procedures, which was approved by the City Council on January
5, 1994.
BACKGROUND INFORMATION: This matter appears on the agenda pursuant to the Mayor's request. There
has been a great amount of discussion recently that a policy be approved
concerning Council Member travel- and business-related expenses. Mayor
Mann has prepared the attached recommended policy for Council discussion,
which addresses this issue.
It is recommended that, following Council discussion, the City of Lodi Travel and Business Expense Policy and
Procedures be amended to include the matter of Council Member travel and business.
FUNDING: None required.
SJB/jmp
Susan J. Blackst
City Cleric
APPROVED:
H. D' n Flynn -- City Manager
City of Lodi - City Hall
• 221 W. Pine Street
MEMORANDUM Lodi, CA 95240
Phone: (209) 333-6702
Fax: (209) 333-6807
TO: Members of the City Council
FROM: Mayor Stephen J. Mann
DATE: July 12, 2000
SUBJECT: Adoption of Council Travel Policy
I would like to recommend that the City Council adopt a policy governing Council
Member travel budgets. Each council member currently has an annual budget of
$5,000. In recent years, some Council Members, myself included, have exceeded their
respective allotment. I continue to believe that Council Members need to do a certain
amount of traveling in order to stay abreast of the dynamic changes in government and
technology. I am not personally opposed to Council Members occasionally exceeding
their budgets, however I believe it is time to establish some kind of policy that
specifically addresses this issue.
The name of these accounts should also be changed to better reflect what
expenses are being charged to them. The "travel" label seems to have become a
misnomer. While most of the expenses charged to this account are indeed travel
related, Council Member education (not tuition!) and the costs of business functions are
also charged to these accounts. For example, tickets to seminars and official social
functions are paid out of these so-called travel budgets. I would suggest that these
accounts be renamed as simply "Business Expense" accounts.
The City Council should also decide what restrictions, if any, should be placed
upon Council Members as far as what types of expenses are allowable, and which ones
are not. Currently, there are basically no restrictions or guidelines governing Council
Member expenses.
Accordingly, I respectfully request that the Lodi City Council approve the
following recommendations:
Impose a $100 ceiling, or some other appropriate limit, upon Council Members'
travel and business expenses, above which would require specific City Council
approval by placing the item on a regular City Council agenda
Budget Council Member expense accounts for a two-year period by prohibiting
Council Members from exceeding the two-year budget total for their respective
accounts. If a Council Member overspends one year, their account must be
reduced by the amount overspent the following year, and in tum, if the Council
Member under spends one year, that amount will be carried over to their
second -year budget
• Establish a policy statement governing the types of expenses a Council Member
may charge to the City
I am acutely aware that my proposals represent a dramatic shift from current
practice. However, I believe that by adopting these policies the public's best interests
will be served.
Thank you, my fellow Council Members, for your thoughtful consideration of
these recommendations that have been most respectfully submitted.
RESOLUTION NO. 2000-131
A RESOLUTION OF THE LODI CITY COUNCIL
AMENDING THE CITY OF LODI TRAVEL AND
BUSINESS EXPENSE POLICY AND PROCEDURES
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WHEREAS, the City Council of the City of Lodi adopted the City of Lodi Travel
and Business Expense Policy and Procedures on January 5, 1994; and
WHEREAS, there having been a large amount of discussion recently concerning
Council Member travel and business-related expenses, an amendment to the City of
Lodi and Business Expense Policy and Procedures is called for; and
WHEREAS, the following amendment is proposed:
Budget Council Member expense accounts for a two-year period by prohibiting
Council Members from exceeding the two-year budget total for their respective
accounts. If a Council Member overspends one year, their account must be
reduced by the amount overspent the following year, and in turn, if the Council
Member under spends one year, that amount will be carried over to their second -
year budget.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lodi
does hereby amend the City of Lodi Travel and Business Expense Policy and
Procedures as set forth above.
Date: July 19, 2000
I hereby certify that Resolution No. 2000-131 was passed and adopted by the
Lodi City Council in a regular meeting held July 19, 2000 by the following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Pennino and Mann (Mayor)
NOES: COUNCIL MEMBERS — Land and Nakanishi
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
Susan J. Blackston
City Clerk
2000-131
ITY COUNCIL
EX. D�IBI E 4
City r) 2, er
CITY OF L O D I
'•LLAN NAKANISHIor
JACKIE TAYLOR
Mayor Pro Tempore
Acting City C.; rk
USAN HITCHCOCK
CITY HALL, 221 WEST PINE STREET
RANDALL A. HAYS
EITH LAND
P.O. BOX 3006
City Attor .oy
'HILLIP PENNING
LODI, CALIFORNIA 95241-1910
(209) 333-6702
) r
FAX (209) 333-6607
June 12, 2000
Mayor and Fellow Councilmembers
During the past week, there has been a lot of discussion regarding Councilmember's benefit
package. All this centers around the absence of a clear policy regarding which benefits
councilmembers are entitled to receive. It should be noted, in 1988 a memo from the City
Managers Office stated "that councilmembers may opt to receive City Paid medical, dental,
and/or vision insurance." The memo goes on the say that councilmembers submitting
enrollment forms should be treated as new hires for insurance purposes and will be eligible for
CORBA continuation privileges at group rates upon separation from office in a manner similar
to City employees.
It is my understanding, that this memo, along with the approved "PERS" benefits established
by the Council in 1998, sets the foundation that Councilmembers are city employees and
therefore eligible for "approved" benefits.
Having said this, to help prevent any further misunderstanding I would like you to consider the
following:
1. At a future meeting, the Council approve a policy establishing the appropriate benefits for
City Councilmembers.
2. That a budget policy be approved that states:
lsach year in accordance with the budget, each councilmember will be appropriated
ati amount io be zrsed ai their discretion. The intent of these fiindv will be to further
their knowledge, understanding, and work as a counclmember representing the City of-
Lodi.
fLodi. If a councilmember goes over the approved budget arriounl, a rearrest from the
councilmember shall be pill on the council agenda under the consent calendar for
approval by the council.
I believe by approving these two policies, any misunderstanding could be avoided in the future.
I hope each of you will concur with this recommendation and allow this to be put onto the next
agenda.
Z
9
Phillip Pennino
Council Member
Proposed Councilmember`s Budget
Annual Travel/Business Expense $5,000
Mayor provided additional stipend $1,000
League of California Cities $ 500 (approx.) pay for travel to 3 required meetings
Policy Committee
National League of Cities $1,500 (approx.) pay for annual D.C. NLC Conference
Policy/Steering Committee
NCPA Commissioner/Alternate $2,000 (approx.) pay for monthly meetings, NCPA Annual
Conference or APPA Annual Conference