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HomeMy Public PortalAbout2004-106 (06-15-04)RESOLUTION NO. 2004.106 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD ESTABLISHING A POLICY FOR ELECTRONIC MEDIA ALLOWANCE WHEREAS, the City of Lynwood is a public body, corporate and politic, established as a General Law city (the "City") and is governed by an elected body of five council members ("Council Members"); and WHEREAS, the City of Lynwood manages its municipal affairs through established agencies or corporate entities (all jointly referred to as the "Constituent Entities") on which Council Members serve as directors, and said agencies are dependencies of the City; and WHEREAS, the responsibilities for the Council and Constituent Entities require of Council Members the ability to maintain constant communications with city staff, the ability to receive documentation at any time and wherever they travel, to monitor and observe city services provided by franchisees of the city such as cable service providers; and WHEREAS, Council Members have access to a considerable amount of resources through the League of California Cities web site but without the appropriate means of access they are unable to maintain themselves informed about the present budget issues, funding opportunities, extended education and learning possibilities. The appropriate hardware and software will serve to open up these resources to the Council Members and will make it possible, from time to time, for them to reduce related expenditures such as travel or expenditures resulting from consultation with service providers such as attorneys and other professionals; and WHEREAS, over the years the Council has in practice and by action adopted a number of procedures to assist in the performance of their obligations as elected officials which practices to date have served current and prior councils in an adequate manner; and WHEREAS, initial evaluation by staff of certain of the costs associated with the provision of such items as cell telephone service clearly indicate that more economical means to deliver a complete package for electronic media and telecommunications service are available; and WHEREAS, staff inquiries, reviews and audits of communication bills use staff time that can be more productively dedicated to the service of residents and members of the business community in Lynwood; and WHEREAS, Council Members are aware that the setting of a flat communication allowance may, at times, result in city-related expenses for which reimbursement may not be obtained from the City, but Council Members are willing to trade the possible loss of such reimbursement for the convenience of a flat communication allowance in order to relieve staff from the accounting and inquiry effort, and disputes associated with what may or may not be "city business" in determining what may be allowed as an expense related to the city's business. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lynwood hereby finds, orders and resolves as follows: SECTION 1. The Council hereby adopts this resolution providing for a communication allowance (the "Communication Allowance") to be paid to Council Members to facilitate city operations and free staff to direct its energies to the service of residents and the business community. SECTION 2. The Communication Allowance shall permit the City to pay for the items enumerated below and more specifically in Attachment "A" to this resolution. A Council Member may decline any or all of the provisions contained in the Communication Allowance: A monthly payment not to exceed the sum of $400. This payment shall be in lieu of the acquisition for a Council Member by the City of any telephone, electronic and print media or other equipment except as provided in this resolution, and the payment or reimbursement for any telephone call, Internet access fees, or similar expenditures. One fax machine to be located at the Council Member's principal residence with a dedicated telephone line to be used for fax machine or DSL service for computer access to the Internet. At no time will the City pay for any use of the telephone line beyond the basic rate for DSL service. 3. Council Members shall not be required to present any documentation for payment of the sum set out above, other that to verify that they have obtained appropriate equipment and service that will permit the City to reach the Council Member with the utmost dispatch, and that will permit the Council Member the ability to access the City's web site and communicate via email with staff, council members and other entities and individuals providing services to the City, as well as provide full Intemet access. SECTION 3. It is the Council's intention in adopting this resolution to relieve City staff of the review and audit function presently associated with expense reimbursement requests from Council Members relative to media associated with Council Member communications. Notwithstanding said intent, each Council Member shall verify to the City not less than annually that he or she maintains the necessary telephonic and electronic mail means of communications for which this allowance is provided. SECTION 4. Council Members may elect to continue the practice of reimbursement for actual expenses or subscribe to the policy provided for in this Resolution. An election to subscribe to this Resolution shall preclude any future claim for reimbursement of any costs associated with the items identified in this Resolution that a Council Member incurs regardless of the reason for the disbursement. SECTION 5. The provisions of this resolution shall in no way limit a Council Member's choice of service, service provider, equipment, or media by which the communications subject of this resolution may be accomplished. PASSED, APPROVED AND ADOPTED this __ltl_th_ day of dune ., 2004. ATTEST: Andrea L. Hooper, City Clerk APPROVED AS TO FORM: Amoldo Beltran, City Attorney Section 1. That the City Clerk shall certify to the adoption of this Resolution and shall deliver a certified copy thereof in his own records. PASSED, APPROVED and ADOPTED this 15th day of June 2004. ATTEST: ANDREA L. HOOPER, CITY CLERK I certify that the above and foregoing Resolution No. 2004.106 was duly adopted by the City of Lynwood at a regular meeting thereof held on the 15th day of June 2004. AYES: COUNCILMEN PEDROZA, RODRIGUEZ, SANTILLAN, VASQUEZ AND BYRD NONE NONE NONE NOES: ABSTAIN: ABSENT: