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CC Resolution No. 4967 ~ ~ RESOLUTION N0. 4967 A RESOLUTION OF TfiE CITY COUNCIL OF TEiE CITY OF CUPERTINO AMENDING POLICY NIJI~ER THREE (N0. 3) OF THE MANAGF2SENT ~ COI~ENSATION PROGRIM WHEREAS, it is the City of Cupertino's policy to fairly compensa[e eligible persons under the Management Compensation Program for attendance at conferences, meetings and training sessions; and WHEREAS, the City Council desires to modify the reimbursement schedule to reflect nev management organization; NOW, TfiEREFORE, BE IT RESOLVID that Policy Number Three (No. 3) of the Management Compensation Program be amended to reflect a Director of Finance rather than a Director of Administrative Services and to create and/or upgrade [he posi[ioas of Ci[y Clerk and Administrative Services Officer, as shown in Attachment "A" which is incorporated in this resolution by this reference. PASSED Af1D ADOPTED at a regular mee[ing of the City Council of the City of Cupertino this 16th day of April , 1979, by the following vote: Vote Members of the City Council AYES: Jackson, 0'Keefe, Rogers, Sparks, Meyers NOES: None ABSENT: None ABSTAIN: None APPROVED: • ~~~~~t~ ~L--' ¢~.cv-. Mayor, City of Cupertin ATTEST: a-t,.t~ Acting City Clerk ~ ~ City of Cupertino MANAGEMENT COMPE;JSATION PROGRAM Policy :Io. 3 S I. POLICY ~ A. Kanagement Personnel It is City of Cupertino policy that eligible persons under the Manage- ment Compensa[ion Program shall be reimbursed in accordance wi[h the schedules, terms and conditions as set forth herein for a[tendance at conferences, meetings and training sessions as defined below for each. It is the inten[ of chis policy to encourage the continuing education and awareness of said persons in [he technical improvements and innovations in their fields of endeavor as they apply co the City. One means of im- plementing this encouragement is through a fo~al reimbursement schedule • for authorized at[endance at such conferences, meetings and tralning sessions. B. Non-ManaRement Personnel When authorized by a department head, a non-management person may attend a conference, meeting or training session subject to the stated terms and conditions included herein for each with payment [oward or reimburse- ment of certain expenses incurred being limited to authorized actual costs thereof. II. DEFI;7ITIONS A. Budgetaty Limitations Funding capability for payment toward or reimbursement of expenses in- curred for attendance a[ conferences, meetings and training sessions shall be limited to the amount appropriated as a Line item ior each appli- cable account. B. Conferences A conference is an annual meeting of a work rela[ed organization the membership of which may be held in the name of the City or the individual. C. Departmenc Head Director of Finance Director of Parks and Recreation Director of Planning and Development Director of Public Works D. Designated S[aff City Clerk Administrative Services Ufficer ~ ~ E. Designated Assistants Recreation Supervisors ~ssistan~ Planning Director Chiet Building Officer assistant City Engineer " F. Local Area . .1 lucal area is that within an approximate 100 mile radius or [wo hours' ~ drive of the C1[y. i ~ G. Mee[ings i A meeting is any scheduled function of a work related organization other ~ Chan an annual mee[ing and may consist of a luncheon or dinner or a one ~ or two day meeting not properly classiTied as a training session. I H. Middle Managemenc , The number and designation of middle management personnel shall be those ~ management posi[ions exclusive of department heads as set forth in Policy No. 1 of the Management Compensation Program. I. Tzaining Session A training session is any [ype oE seminar or workshop the attendance at which is for the purpose of obtaining informa[ion of a work related nature to benefit the City's operations or to enhance the attendee's ' capabilities in the discharge of assigned duties and responsibilities. III. REL`1BL'RS~lENT SCHEDULE a. Registration Registration fees for authorized attendance at a conference, meeting or training session will be paid by the City. B. Transportation Idhen an expendi[ure is authorized or is eligible for reimbursemen[, the City will pay transpor[a[ion costs from the atcendee's home to the desti- nation and return on the basis of the costs for the nearest route by air a[ air coach fare. Transporta[ion costs also may include limousine ar ta:ci service to and from the a[tendee's home and the airport or for airport or destina[ion parking charges for pe:sonal au[omobiles so parked when such is used in lieu of travel by air. Use of a personal aucumobile for City business shall be reimbursed at a rate per mile then in effect Eor such use ercep[ in no case shall it e:cceed air coach fare. Reimbursement for use of a personal a~tomobile on City business wi[hin a local area wiil not be made so as [o supplemenc [hat already being paid to those persons receiving a monthly c~ileage allowance. - ' - ~ ~ c. Hocel Payments toward ur reimbursement of hocel or lodging expenses is limited [o the actual costs of the coom. Such payments or reimbursements shall not be made for hotel or lodging espense when incurred within the local area. Exceptions to this requirement shall be for ac[endance at the Annual League of California Cities Conference and for those nights when attendance at o[her conferences, meetings and training sessions otficial functions ~ would preclude the re[urn to the City by the attendee within two hours after the end of the normal working day. ' D. Per Diem For conferences, meetings and training sessions lasting cwo or more days, a per diem allowance shall be allowed in lieu of actual costs for food, tips, miscellaneous expenses, etc., unless otherwise noted herein to the contrary. Payments [oward or reimbursement of attendance at such functions lasting less than two days shall be limited [o the actual costs consistent with the application of reasonable standards. Costs of special luncheon or dinner aeetings or o[her programs on the agenda and not covered by registration fees may be paid or reimbursed in addition to the per diem allowance when approved by the City Council or the City *tanager. The authorized per diem rate shall be $20.00 for attendance a[ conferences, mee[ings or training sessions held withir: the Sta[e and $25.00 for such a[tendance ou[ of state. No payment shall be made for any espenses incurred which are of a personal nature or not within a standard of reasonableness for the situa[ion as may be defined by the Ci[y Manager. IV. ATTENDAPICE ~1UTHORiZ~1TI0~ ~1. Budgetary Limitations Notwithstanding any attendance, authoriza[ion con[ained herein, reimburse- ment for expenses incurred or expenditures made relative to conferences, mee[ings or [raining sessions shail no[ e:cceed the budgecary limitations. B. Conferences A department head and one designated assistant may attend a conference. A[tendance by any other employee, management or non-managemen[, may be authoria.ed by the department head subject to such attendance being on che employee~ own time (compensatory time off or vaca[ion tL~ne) and aith transportatiun and lodging being at the employee's own expense. The City r.,ay pay registration fees. C. Meetings Any empioyee, manage~ent or non-managemen[, may attend a meeting when authorized by the department head. - 3 - • " D. TraininQ Sessions Any employee, managemen[ or non-management, may attend a training session when authorized by che department head. V. FWi DI:iG ~ A. Appropriation Policv ~ Ic shall be the policy of the City to appropriate funds as set forth ~ herein wi[h such appropriations being subject to availability of resources. B. Conferences and Meetings ~ Appropriations crill be made on the basis of $800.00 for each department head, $475 for each designated staft, and $300.00 for each designated assistant to be used as payments toward or reimbursement oi expenses i incurred for attendance at conferences and meetings. The conference or meeting, loca[ion and attendee sha11 be at the discretion of the , department head. C. Traininst Sessions For payments toward or reimbursement of expenses incurred in at[endance at training session, appropriation will be made on [he basis of $150.00 for department heads and designa[ed staff and 5100.00 for each remaining employee designated managemen[. There also will be appropriated [o the Department of Parks and Recreation $425.00 per year to be used as payments [oward or reimbursemen[ of expenses incurred for its in-service training programs. Excluded from this funding capability is that amount co be determined each year and appropriaced [o the Personnel Division ior costs incurred in tralning programs of a general nature and applicable to all employees. - ~ -