HomeMy WebLinkAboutReso - CC - 006-2013RESOLUTION NO. 06-2013
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME
AMENDING THE CITY'S PURCHASING AND CONTRACTING PROCEDURES
TO AUTHORIZE REIMBURSEMENT FOR PURCHASE OF LIGHT ALCOHOLIC BEVERAGES
AT CITY -SPONSORED COMMISSIONERS' DINNER AND RETIREMENT FUNCTIONS FOR
SENIOR MANAGERS
WHEREAS, in 2008, the City Council adopted Resolution 28-2003 establishing procedures for
purchasing and contracting, including the reimbursement of expenses; however, under those procedures, the
purchase of alcoholic beverages in connection with a City event may NOT be reimbursed except upon
specific authorization by the City Council; and
WHEREAS, after last year's Commissioners' Dinner, as the City was about to pay for the dinner
which included wine, the City Attorney interpreted the Council's action of approving the dinner date,
location and expenditure as impliedly authorizing the expense for the wine; and
WHEREAS, staff recommends that the Purchasing and Contracting Procedures policy be revised to
specifically authorize the reimbursement expenditure for the purchase of light alcoholic beverages (beer,
champagne or wine) at the Commissioners' Dinner and at City sponsored retirement events for senior
managers (Council -appointed officers and Department Heads);
NOW, THEREFORE, IT IS RESOLVED AND ORDERED:
Section X, H, 1, a of the "City of Burlingame Purchasing and Contracting Procedures" policy is
hereby deleted and replaced with a new section X, H, 1, a, to read as follows:
11. Alcohol, except light alcoholic beverages (beer, wine and champagne)
purchased in conjunction with the City -sponsored Commissioners' Dinner,
and city -sponsored retirement events for senior managers. Additionally, the City
Council may, by resolution, expressly approve reimbursement for alcoholic
beverages purchased in conjunction with any other City -sponsored events."
Except as specifically modified herein, all other provisions of the City's Purchasing and Contracting
Procedures Policy shall remain in fidl force and effect.
A-,— �"L —
Ann Keighra ,Payor
1, Mary Ellen Kearney, City Clerk of the City of Burlingame, do hereby certify that the foregoing resolution
was introduced at a regular meeting of the City Council held on the 4' day of February 2013, and was adopted
thereafter by the following vote:
AYES: COUNCILMEMBERS: BAYLOCK,
NOES: COUNCILMEMBERS: NONE
ABSENT: COUNCILMEMBERS: NONE
, DEAL, KEIGHRAN, NAGEL
Mary Ellen Kearney, City Clrk
EXH1817 "A "
— Other transportation
— Other purchases
Credit card receipts are generally acceptable.
3. Original receipts are not required for telephone bills for use of personal
telephones, such as cell phones. Copies of the applicable charge sheets may be
substituted.
4. Original receipts are not required for meals if the officer or employee is only
seeking reimbursement within the meal and incidental expense rate described in
Travel Subsection F above.
5. The required travel expense report for claiming reimbursement for travel expenses
is attached. For reimbursement of other expenses, the claim form attached shall
be used.
6. If an original receipt has been lost, the officer or employee may submit a
declaration in the form attached seeking approval of the affected expense.
G. Time for submittal
Any claim for reimbursement for non -travel expenses must be submitted within
ninety (90) days of the purchase for which the reimbursement is sought. A claim
filed after the ninety (90) day period will not be paid except in case of an
intervening emergency or catastrophe that has prevented the submittal from being
timely.
H. Prohibited reimbursements
No reimbursement for expenses incurred pursuant to this policy will be made for
the following expenditures:
a. Alcohol, except with the express approval of the City Council for a
particular event.
b. Tobacco products or illegal substances of any kind.
C. Expenses incurred by or because of a spouse or companion, who is not on
City business (72 California Attorney General Opinion 20 (1992)) unless
Adopted 217/2005
Amended 212212006
Amended 2121/2007
X-8 Amended 811812008
EXHIBIT "B"
H. Prohibited reimbursements
1. No reimbursement for expenses incurred pursuant to this policy will be made for the
following expenditures:
a. Alcohol, except light alcoholic beverages (beer, wine and champagne) purchased in
conjunction with the City -sponsored Commissioners' Dinner and city -sponsored
retirement events for senior managers. Additionally, the City Council may, by
resolution, expressly approve reimbursement for alcoholic beverages purchased in
conjunction with any other City -sponsored events.
b. Tobacco products or illegal substances of any kind.
c. Expenses incurred by or because of a spouse or companion, who is not on City business
(72 Cal.Atty.Gen.Op. 20 (1992)) unless approved as part of a reasonable accommodation
Pursuant to the Americans with Disabilities Act.