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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.