HomeMy WebLinkAboutAgenda Report - July 19, 2000 H-03CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Approve Policy Relating To Expenditures Made From City "Protocol Account"
MEETING DATE: July 19, 2000
PREPARED BY: City Clerk
RECOMMENDED ACTION: That the City Council discuss and adopt resolution approving the attached
recommended policy regarding the City's "Protocol Account".
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 created
relating to expenses made from the City "Protocol Account", such as Council
receptions and business luncheons, joint dinner meetings with various
agencies and organizations, and supplies associated with Mayoral duties (e.g. plaques and awards, sympathy and
congratulation tokens, etc.). Mayor Mann has prepared the attached recommended policy for Council discussion,
which addresses this issue.
It is recommended that, following Council discussion, the Council adopt a policy relating to the City's "Protocol
Account".
FUNDING: None required.
SJBPmp
Susan J. BI In
City Clerk
APPROVED: r-
Don Flynn -- City anager
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 "Protocol Account" Policy
The City Council, particularly the Mayor, has at its disposal a funding source
called the "Protocol Account," from which the expenses for official functions are paid.
For the past three years, the Mayors have hosted large luncheons and private
receptions at the Carnegie Forum. Until the creation of this special account, expenses
for these events were charged to different accounts within the City budget.
Some of the events charged to this account have included the annual Boards
and Commissions reception, luncheons hosted by the Mayor, and expenses related to
the Boys and Girls Club dinner auction, to name just a few.
My chief concern lies not with the worthwhile events being funded, but rather
with the need for a policy on the use of the account. I believe that the City Council
should establish the following policy guidelines:
• Impose a $100 ceiling, or some other appropriate limit, for expenditures made
from the City's "Protocol Account," above which would require specific City
Council approval by placing the item on a regular City Council agenda. The staff
report should include justification for the event, a summary of who the invited
guests will include, and an itemized estimation of the costs to be incurred
• Require a written accounting of costs for each event, to be provided to the City
Council within 30 days following each occasion
Prohibit the practice of charging to unrelated accounts the costs of such social
events
Again, my concern is NOT with the events, for they are all worthy, but with the
lack of controls over this account. Please concur with me on these suggestions, which
are respectfully submitted.
RESOLUTION NO. 2000-126
A RESOLUTION OF THE LODI CITY COUNCIL
ADOPTING THE CITY OF LODI PROTOCOL ACCOUNT
POLICY
WHEREAS, there having been a large amount of discussion recently that a
policy be created relating to expenses made from the City "Protocol Account", that is
used for such occasions as Council receptions and business luncheons, joint dinner
meetings with various agencies and organizations, and supplies associated with Mayoral
duties (e.g. plaques and awards, sympathy and congratulation tokens, etc.), a Protocol
Policy is called for; and
WHEREAS, the following recommendations are proposed:
• Impose a $1,000 ceiling for expenditures made from the City's "Protocol
Account," above which would require specific City Council approval by placing
the item on a regular City Council agenda. The staff report should include
justification for the event, a summary of who the invited guests will include, and
an itemized estimation of the costs to be incurred.
• Require a monthly itemized report of the Protocol Account to be provided to the
City Council.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lodi
does hereby adopt the City of Lodi Protocol Account Policy as set forth above.
Date: July 19, 2000
I hereby certify that Resolution No. 2000-126 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, Land and Pennino
NOES: COUNCIL MEMBERS — Nakanishi and Mann (Mayor)
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
Susan J. Blston
City Clerk
2000-126