EXPENSE POLICY FOR ELECTED OFFICIALS
RESOLUTION NO. 2010-92

3.1 Annual Allowance - Establishment. Each year, the City Council shall

establish an expense allowance for each Councilmember and for the Mayor (hereinafter

the "Annual Allowance" or "Allowance").

 

3.2 Amounts of Annual Allowances Established. The amount of the Annual

Allowance shall be the same for each Councilmember and shall be as determined

annually by the City Council for the Mayor.

3.2 (a) For City Council Members. The amount of the Annual

Allowance for each member of the City Council is hereby set as $6,000.

 

3.2 (b) For the Mayor. The amount of the Annual Allowance for the

Mayor is hereby set as $10,000.

 

3.2 (c) Adjustments. Adjustment to the aforesaid amounts may be

made by the City Council annually.

 

3.2 (d) Pro-rations. When any elected official assumes office during the

calendar year, that elected official's Annual Allowance shall be pro-rated through the end

of the year.

 

3.2 (e) Timing of the expense. Allowances are intended for travel

during a calendar year. Allowances must be spent in the same calendar year as the

actual travel.

3.3 If Annual Amounts Are Not Established. In the event the City Council in

any given year fails to establish such Annual Allowances, the amount of the Allowances

shall remain at the prior year's level, provided that there are sufficient funds budgeted for

such purposes in the City and County's budget.

 

3.4 Purpose. The Annual Allowance is intended to cover all expenses related to

training and travel, including but not limited to, transportation, registration, mileage,

meals, and lodging.

 

3.5 Mileage and Parking. Elected officials may request reimbursement for

mileage, tolls, and parking when using their personal vehicle while engaging in City and

County business in their capacity as an elected official (other than Community Relations

Events), including travel for the purposes of attending training, seminars, meetings, or

conferences. IRS guidelines shall be used to allow reimbursement. Any mileage, tolls,

and parking reimbursement shall be charged to and shall be counted as an expenditure

of the Annual Allowance. Reimbursement requests shall include information describing

date of travel, the origination point, the destination point, the distance traveled, the

business purpose of the trip, and a description (with receipts where possible) of

reimbursable tolls and parking.

 

3.6 Meals. Regarding meals during training and travel activities and programs,

elected officials shall be reimbursed for meals only on a per diem basis. The per diem is

in lieu of reimbursement for actual expenditures for food. The per diem will be

calculated using IRS guidelines. When the cost of a meal is included in any registration

fee for an event, no per diem will be allowed for said meal. Meal costs shall be charged

to and counted as an expenditure of the Annual Allowance.

 

3.7 International Travel Prohibition. This policy does not allow for any travel or

training outside the 50 United States of America.

 

3.8 Travel Companions. Companions are permitted to travel with an elected

official. However, any additional expenses related to travel for companions must be

reimbursed to the City and County. The City and County Manager's office will, within

reason, assist the elected official with airfare and hotel arrangements for companions, so

that travelers can travel on same flights and stay in same hotels. Further travel

arrangements for companions should be made by the elected official, and whenever

possible, expenses for companion travel should be paid directly by the elected official.

 

3.9 Procedures, Advance Payments, and Costs

3.9 (a) Training and Travel Arrangements. Elected officials will work

with the City and County Manager's office regarding training and travel plans, including

conference or seminar registrations, meetings, lodging accommodations, and travel

arrangements

 

3.9 (b) Advance Payment. An elected official may request an advance

of funds to cover anticipated training and travel expenses. When possible, expenses

should be pre-paid by the City and County rather than the elected official seeking

reimbursement.

 

3.9 (c) Unused Advances and Other Reimbursements. Except for the

previously described per diem, all monies due to the City & County in the form of any

unused advance funds, expenditures in excess of specified limits, or other expenses

(including expenses for travel companions) must be submitted to the City and County

Manager's Office within five business days of the elected official's return, along with

receipts documenting how the advance was used in compliance with this expense

policy.

 

3.9 (d) Final Decisions Regarding Policy Compliance. Any final

decisions necessary regarding compliance with this policy shall be made by the City

Council.

3.10 Documentation and Reports

3.10 (a) Documentation. Each elected official shall work with the City

and County Manager's Office's staff to complete the reporting and documentation

requirements established by the Finance Department in accordance with B.M.C. 2-02-

040(B).

 

3.10 (b) Report to City Council. After attending a conference, seminar,

or any other training and travel function for which the City and County has paid, each

elected official shall provide a written report to the City and County Manager's Office for

posting on the website. Such report shall be made within 30 days of completion of the

conference, seminar, or other training and travel function. Councilmembers shall use the

official reporting form, attached hereto as Exhibit A. All reports will be posted to the

official Council Travel Website. If no report is filed by the deadline, a message of "NO

REPORT FILED" will be posted on the website. The date, cost, and title of the event will

also be posted on the website by the deadline, whether or not a report is filed.

 

3.10 (c) Report from the Finance Department. On a quarterly basis, at

a regular council meeting, Council shall receive a special report from the Finance

Department regarding the annual allowance expenditures for travel and training for

elected officials year to-date

4.1 Annual Community Relations Allowance - Establishment. The City

Council recognizes the positive public and community benefits that result from

participation by elected officials and their spouses in community activities and events.

Direct participation by elected officials in these activities promotes interaction and

communication with citizens, volunteers, and local businesses thus facilitating healthy

relationships with city government. In addition to the Training and Travel Allowance,

each year, the City Council shall establish a community relations expense allowance for

each Councilmember and for the Mayor (hereinafter the "Community Relations

Allowance"). Such activities and events include, but are not necessarily limited to, the

activities, events, and meetings of the Broomfield Chamber of Commerce, the Metro

North Chamber of Commerce, the Broomfield Economic Development Corporation,

Denver Regional Council of Governments events, and other community organizations,

and the cost of meals associated with community relations and City and County

business activities. (This policy does not address ward meetings.)

 

4.2 Amounts of Annual Allowances Established. The amount of the

Community Relations Allowance shall be the same for each Councilmember and shall

be as determined annually by the City Council for the Mayor.

4.2 (a) For City Council Members. The amount of the Community

Relations Allowance for each member of the City Council is hereby set as $500.

 

4.2 (b) For the Mayor. The amount of the Community Relations

Allowance for the Mayor is hereby set as $1,000.

 

4.2 (c) Adjustments. Adjustment to the aforesaid amounts may be

made by the City Council annually or at such other times as the Council may desire.

 

4.2 (d) Pro-rations. When any elected official assumes office during

the calendar year, that elected official's Community Relations Allowance shall be prorated

through the end of the year.

4.3 If Annual Amounts Are Not Established. In the event the City Council in

any given year fails to establish such Community Relations Allowances, the amount of

the Allowances shall remain at the prior year's level, provided that there are sufficient

funds budgeted for such purposes in the City and County's budget.

 

4.5 Invited Guests. Invited guests of elected officials may attend community

relations events at the expense of the City and County of Broomfield; however, the

elected official must also be in attendance at the event. Any expense incurred as a

result of an elected official's guest attending a community relations event shall be

counted as an expenditure of the elected official's Annual Community Relations

Allowance.

 

4.6 Mileage. Mileage for community relations and activities shall not be paid for

by the City and County.

 

4.7 Procedures, Advance Payments, and Costs.

4.7 (a) Reservations and Arrangements. Reservations, arrangements,

and payment for Community Related events will be made by the City and County

Manager's office.

 

4.7 (b) Final Decisions Regarding Policy Compliance. Any final

decisions necessary regarding compliance with this policy shall be made by the City

Council.

4.8 Report from the Finance Department. Once a month, at a regular

council meeting, Council shall receive a special report from the Finance

Department regarding the expenditures for community relations activities and

events for elected officials, by each elected official, since the last prior report.