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CC Resolution No. 6172• 0 0 RESOLUTION N0. 6172 A RESOLUTION OF THE CITY COUNCIL. OF THE CITY OF CUPERTINO AMENDING THE MANAGEMENT COMPENSATION PROGRAM WHEREAS, the City Council desires to modify the reimbursement schedule for eligible persons under the Management Compensation Program for attendance at conferences, meetings and training sessions; NOW, THEREFORE, BE IT RESOLVED, that the Management Compensation Program be amended as shown in Attachment "A" which is incorporated in this resolution by this reference. PASSED AND ADOPTED at a regular City Council meeting of the City of Cupertino this l9thday of September , 1983 by the following vote: Vote AYES: NOES: ABSENT: ABSTAIN: ATTEST: ity Clerk Member of the City Council Gatto, Johnson, Rogers, Sparks, Plungy None None None APPROVED: jo vv y of Cuper City of Cupertino li MANAGEMENT C0I4PENSATIOIJ PROGRAM Policy No. 3 I. POLICY i A. Management Personnel It is City of Cupertino policy that eligible persons, other than the City Manager, under the Management Compensation Program shall be reimbursed in accordance with the schedules, terns and conditions as set forth here- in for attendance at conferences, meetings and training sessions as de- fined below for each. It is the intent of this policy to encourage the continuing education and awareness of said persons in the technical im- provements and innovations in their fields of endeavor as they apply to the City. One means of implementing this encouragement is through a formal reimbursement schedule for authorized attendance at such conferences, meetings and training sessions. B. Non-Management 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 toward or reim- bursement of certain expenses incurred being limited to authorized actual costs thereof. II. DEFINITIONS A. Budgetary Limitations Funding capability for payment toward or reimbursement of expenses incurred for attendance at conferences, meetings and training sessions small be limited to the amount appropriated as a line item for each applicable account. >:r. B. Conferences A conference is an annual meeting of a work related organization the membership of which may be held in the name of the City or the individual. C. Department Head Director of Finance Director of Parks and Recreation Director of Planning and Development Director of Public Works City Clerk D. Designated Staff nassistant to the City Manager 0 0 E. Designated Assistants Recreation Supervisors Assistant Planning Director Building Official Assistant City Engineer Public 'Works Superintendent F. Local Area A Local area is that within an approximata 100 mile radius or two hours' drive of the City. G. Meetings A meeting is any scheduled function of a work related organization ocher than an annual meeting and may consist of a luncheon or dinner or a one or two day meeting not properly classified as a training session. B. :fiddle Management The number and designation of middle management personnel shall be those management positions exclusive of department heads and the City tanager as set forth in Policy No. 1 of the Management Compensation Program. I. Training Session A training session is any type of seminar or workshop the attendance at which is for the purpose of obcaining information of a work related nature to benefit the City's operations or to enhance the attendee's capabilities to the discharge of assigned duties and responsibilities. III. REMURSEiM SCHEDULE ..• A. Registration Registration fees for authorized attendance at a conference, meeting or training session will be paid by the City. B. rransportation When an expenditure is authorized or is eligible for reimbursement, the City will pay transportation costs from the attendee's home to the destination and return on the basis of the costs for the nearest route by air at air coach fare. Transportation costs also may include limousine cr taxi service to and from the attendee's home and the airport or for airport or destination parking charges for personal automobiles so parked when such is used in lieu of travel by air. Use of a personal automobile for City business shall be reimbursed at a rate per mile then in effect for such use except in no case shall it exceed air coach fare. Reimbursement for use of a personal automobile on City business within a local area will not be made so as to supplemunc that already being paid to those persons receiving a monthly mileage allowance. Revised 7/93 9 0 C. Hotel Payments toward or reimbursement of hotel or lodging expenses is limited to the actual costs of the room. Such payments or reimbursements shall not be made for hotel or lodging expense when incurred within the local area. Exceptions to this requirement shall be for attendance at the Annual League of California Cities Conference• and for those nights when attendance at other conferences, meetings and training sessions official functions would preclude the return 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 two or more days, a per diem allowance shall be allowed in lieu of actual costs for food, tips, miscellaneous oxpenses, etc., unless otherwise noted herein to the contrary. Payments toward or reimbursement of attendance at such functions lasting less than two days shall be limited to the actual costs consistent with the application of reasonable standards. Costs of special luncheon or dinner meetings or other programs on the agenda and not covered by registration fees may he paid or reimbursed in addition to the per diem allowance when approved by the City Council or the City Manager. The authorized per diem rate shall be $45.00 for attendance at conferences, meetings or training sessions. No payment shall be made for any expenses incurred which are of a personal nature or not within a standard of reasonableness for the situation as may be defined by the City Manager. 1V. ATTENDANCE AUTHORIZATION A. Budgetary Limitations Notwithstanding any attendance, authorization contained herein, reimburse- ment for expenses incurred or expenditures made relative to conferences, meetings or training sessions shall not exceed the budgetary limitations. B. A department head and one designated assistant may attend a conference. Attendance by any other employee, management or non - management, may be authorized by the department head subject to such attendance being on the employee's own time (compensatory time off or vacation time) and with transportation and lodging being at the employee's own expense. The City may pay registration fees. C. Meetings Any employee, management or non - management, may attend a meeting when authorized by the department head. D. Training Sessions Any employee, managemenc or non- managament, may actend a training session when authorized by the department head. 9. FIIIMMG A. Appropriation Policy It shall be the policy of the City to appropriate funds as set forth herein with such appropriations being subject to availability of resources. B. Appropriations will be made on the basis of 51,500.00 for each depart- ment head, 51,:00.00 for each designated staff, and $745.00 for each desig- nated assistant to be used as payments coward or reimbursement of ex- penses incurred for attendance at conferences and meetings. The conference or meeting, location and attendee shall be ac the discretion of the de- partment head. C. Training Sessions For payments coward or reimbursement of expenses incurred in attendance at training session, appropriation will be made on the basis of 51:0.00 for department heads and designated staff and 5100.00 for each remaining employee designated management. There also will be appropriated to the Department of ?arks and Recreation 5425.00 per year to be used as payments toward or reimbursement of ex- penses incurred for its in- service training programs. Excluded from this funding capability is that amount to be dete rained each year and appropriated to the Personnel Division for costs incurred in training programs of a general nacure and applicable to all employees. --- .;. -. Revised 7/83 Revised 9/83