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Home My Public Portal About2008.071 (05-06-08) RESOLUTION NO. 2008.071 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD ESTABLISHING A POLICY FOR ELECTRONIC MEDIA AND AUTO REIMBURSEMENT 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 need to maintain communications with city staff, the ability to receive information and documentation at any time and be present at business-related events, activities and locations in line with the City's Constituent Entities interests; and WHEREAS, over the years the Council has in practice and by action adopted a number of procedures to assist the performance of their obligations and commitments as Elected Officials; and WHEREAS, staff has evaluated the monthly expenses and consulted with legal counsel on the development of a reasonable, fixed-rate monthly reimbursement plan that support the Elected Officials in their service to the public and community; 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 as the City of Lynwood's Electronic Media and Automobile Reimbursement Policy for City Councilmembers, which shall be retroactive to December 1, 2007. Any Councilmember who has not requested reimbursement for electronic media or automobile use between December 1, 2007 and the date of this Resolution may be reimbursed for such expenses in accordance with the procedures and subject to the maximum reimbursement amounts outlined herein. Section 2. The Council hereby adopts a maximum $250 monthly reimbursement for electronic/media expenses incurred for the purchase and use of a Personal Digital Assistant (PDA) for City-related business. Section 3. The Council hereby adopts a maximum $250 monthly auto reimbursement for mileage and general auto-related expenses incurred for al� City-related travel within 60 miles of Lynwood City Hall. Travel to any one or more locations beyond 60 miles of Lynwood City Hall may be reimbursed based on actual miles traveled and reported on Fixed Rate Reimbursement Form attached hereto as Exhibit "1". Additionally, any parking or toll chargers may be separately reimbursed in addition to the maximum amount allowable herein, provided receipts for such expenses are provided. Section 4. This Resolution supersedes all prior resolutions or other Council actions or policies approving allowances or reimbursements for electronic media or automobile reimbursement for automobile use. Section 5. The Council hereby adopts the Fixed Rate Reimbursement Form attached hereto as Exhibit "1" for use by any councilmember of the City wishing to be reimbursed for expenses allowable under this Resolution. For any month in which a councilmember wishes to be reimbursed for electronic media or automobile expenses incurred in providing City-related services, such councilmember shall complete, sign and submit the Fixed Reimbursement Form to the Finance Department of the City confirming such expenses were incurred for any month while the councilmember performed official City duties. Section 6. The City Clerk shall certify to the passage and adoption of this Resolution. PASSED, APPROVED and ADOPTED this 6t" day of May, 2008 Maria T. Santillan, MAYOR ATTEST: ~ /` „ <` /.v l Maria Quinonez, CITY CLERK APPRO E - AS TO FORM: `"` APPROVED AS TO CONTENT: -,-.,, +( Fred Galante Roger L. H CITY ATTORNEY CITY MANAGER STATE OF CALIFORNIA ) SS. COUNTY OF LOS ANGELES ) I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the foregoing Resolution was passed and adopted by the City Council of the City of Lynwood at a regular meeting held on the 6t" day of May, 2008. AYES: COUNCIL MEMBERS, CASTRO, FLORES, MORTON, RODRIGUEZ, AND SANTILLAN NOES: NONE ABSENT: NONE ABSTAIN: NONE ,--. .-.. Maria Quinone ,City Clerk STATE OF CALIFORNIA ) SS. r-, COUNTY OF LOS ANGELES ) I, the undersigned City Clerk of the City of Lynwood, and the Clerk of the City Council of said City, do hereby certify that the above foregoing is a full, true and correct copy of Resolution No. 2008.071 on file in my office and that said Resolution was adopted on the date and by the vote therein stated. Dated this 6t" day of May, 2008 ,_ ~ ~ ~ ~ aria Quinonez, ity Clerk ~,~~~ Attachment "B" -Sample Form Exhibit "1" to Resolution THE CITY OF LYNWOOD Fixed-Rate Reimbursement Form Electronic/Media and Auto Expenses NAME: FROM DATE (mo and year): TO DATE (mo and year): Request for Reimbursement Estimated Electronic/Media Expenses (Maximum $250): Estimated Auto Expenses (Maximum $250): Total: Outside Area Travel (Beyond 60 miles from City Hall) Total Miles: Note: Attach City Mileage Reimbursement Form for Outside Area Travel. I hereby attest that I have incurred these expenses and therefore request reimbursement for the same. Requestor Signature Finance Department Approval: (Print Full Name and Sign)