Res 1991-129 - Laserfiche WebLink

Home Browse Search

131 RESOLUTION 1991- 129R A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN MARCOS, TEXAS, ADOPTING PROCEDURES FOR THE REIMBURSEMENT OF COUNCIL MEMBER EXPENSES PURSUANT TO SECTION 3. 04 OF THE SAN MARCOS CITY CHARTER; REPEALING PREVIOUS REQUIREMENTS ON THIS SUBJECT AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City Council desires to establish new procedures for the reimbursement to council members of expenses they have incurred in the performance of their official duties; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAN MARCOS, TEXAS: PART 1. (a) City funds for reimbursement of expenses of City Council Members incurred during the conduct of offic.ia.l City business shall be expended only if an official expense and mileage reimbursement form is submitted to the City Secretary which clearly identifies and satisfies the fOllowing requirements: 1. the amount of the expenditure; 2. the time and place of the expenditure; 3. the nature of the official City business engaged in by the council member related to the expenditure; 4. the purpose of any travel outside the City; 5. for long distance calls, the date, time, person and/or business called, telephone number called and the purpose of the call; and 6. for reimbursement of meal or beverage expenses of another person, that person and the official city business related to the expenditure must be identified. (b) The form must be accompanied by documentary evidence of each expenditure. Mileage shall be subject to reimbursement at the prevailing rate for City employees only if the mileage portion of the expense and mileage reimbursement form is completed. (c) Council members may obtain an advance towards expenses through the City Secretary. All such advances shall be settled by submission of a completed expense and mileage reimbursement form to the City Secretary within thirty (30) days of the date the expenses are incurred. (d) Council members may make travel arrangements, including advance payments towards expenses, through the City Secretary's office but the Council members shall be responsible for securing all documentary evidence of expenditures and submitting completed expense and mileage reimbursement forms. Advance payments shall be settled in accordance with (c) above. (e) Expense and mileage reimbursement forms shall be submitted to the City Secretary in all cases, other than in the settlement of advances, within forty-five (45) days of the date the expenses are incurred, or they shall not be reimbursed. PART 2. That the ci ty Secretary is responsible for the processing of claims for reimbursements from council members. If the City Secretary in her or his sole discretion cannot determine that all or any part of the request for reimbursement clearly meets