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23 RESOLUTION 1987- 116R A RESO LUTION OF THE CITY COUNCI L OF THE CITY OF SAN MARCOS, TEXAS, ADOPTING REQUIREMENTS, PROCEDURES AND RULES FOR THE REIMBURSEMENT OF COUNCIL MEMBERS EXPENSES PURSUANT TO SECTION 3.04 OF THE SAN MARCOS CITY CHARTER, SUPERSEDING PREVIOUS SUCH REQUIREMENTS AND DECLARING AN EFFECTIVE DATE. WHEREAS, the voters of the City of San Marcos on April 7,1984, approved a charter amendment which provides that each City Council Member may incur expenses for "their actual official city business" up to $3,600.00 per year and the Mayor may incur such expenses up to $6,000.00 per year; and, WHEREAS, the City Council desires to establish new requirements for the reimbursement to council members of expenses they have incurred while working on "official City business¡" and, WHEREAS, the Council desires to make refinements in the present requirements which were based on the recommendations of a committee on reimbursement guidelines which made suggestions based on the San Marcos City Charter, Section 3.04, the Internal Revenue Code, Section 274, and the practical suggestions of committee members; now, therefore, BE TEXAS: IT RESO LVED BY THE CITY COUNCIL OF THE CITY OF SAN MARCOS, PART 1. That Resolution 1986-46R is rescinded and henceforth no appropriated funds for council member reimbursement of expenses incurred during the conduct of official City business shall be expended unless there is a description in the request for reimbursement submitted to the City Secretary which clearly identifies and satisfies the following requirements: a. the amount of the expenditure; b. the time and place of travel or meeting; c. the person or entity contacted and the nature of the official business of the City engaged in by the council member that clearly shows that the activity was within the authorized legal responsibilities of the council member; d. the purpose of any travel outside the City and the information gained or the results of the travel; e. any long distance calls to be paid by the City must include the date, time, person and/or business called, telephone number called and the purpose of the call; f. the names of persons or businesses to which fees paid during any official business transaction; have been g. h. documentary evidence of the expenditure; and spouses of City council members are permitted to attend City related meetings at the City's expense if there are adequate funds within the affected City council member's expense allowance. PART 2. That the City Secretary is responsible for the processing of claims for reimbursements from council members. If the City Secretary cannot determine that the request for reimbursement clearly meets the requirements of Part 1 above, any items in question shall be submitted to an administrative review by each council member. No claim shall be paid unless at least four council members sign a written statement which finds that the rules and regulations enumerated in Part 1 above have been complied with. Each separate item for which reimbursement is sought shall be treated as a claim. PART 3. That this Resolution shall be in full force and effect from and after its passage. ADOPTED this 14th day of September, 1987.