(a) General. It is the policy of the Council to reimburse its members for ordinary and necessary expenditures, as defined in Chapter 131, Section 131.11 of the Codified Ordinances of the Village of Highland Hills, which they may incur in the ordinary course of their duties as Council members, except as limited herein by reference. Expenditures and/or purchases made by Council Members without advance approval by Council will not be reimbursed.
(b) Expenditures Substantiation. Proper documentation must be provided for all expenditures submitted for reimbursement, as described in the policy statement and in accordance with the Treas. Reg. Section 1.62-2 (e) (2) and (3). Requests for reimbursements shall be submitted (attached together with any receipts and a purchase order) to the President of Council, who shall not delay unreasonably any said request except as provided in subsection (c) below. Any question regarding the appropriations of any such expenditure which cannot be satisfactorily resolved by the Council President, (may/shall) be submitted to the Law Director for an opinion.
Council must approve travel for its members by vote with the member(s) slated to travel abstaining from the vote. Request for travel must be submitted to the President, who will present the request to Council in a timely fashion. Where the President seeks to travel, the request must be submitted and presented by the Pro Tem. A document from the Finance Director, which indicates the balance of Council's travel budget, must be presented along with the request to travel.
(c) Limitation Annual Expenditures. In the event any Council member has an expense exceeding the amount of appropriations, which appears justified, the Council member shall submit a written request for authority of such expenditure for consideration by the full Council at the next council meeting. Council members may agree, in writing, to share funds allotted for a member's permitted and authorized expenditures. Expenditures shall be limited to such expenses as are reasonably related to educational or training of Council members for performing duties as a Councilperson. Certain expenses are not permitted such as: pens, pencils, copy paper, ink cartridges, personal items, and other items used for distribution.
(d) Per Diem Expenses. Whenever a Council member attends a conference, convention or other educational program related to the business or education of Council outside of a fifty (50) mile radius, each such Council member shall be entitled to reimbursement based upon the current GSA rate per full day of attendance at any such convention, conference or program, involving travel to or from the qualifying event, hotel stay and/or expenses for meals. Receipts shall not be required, merely proof of attendance. Council members shall sign an affidavit certifying that the per diem funds will be spent according to this policy. Funds shall be advanced upon signing the affidavit. In the event a Council member is advanced funds but fails to stay the required length of time, and some amount is subject to reimbursement to the Village, then the Finance Director or equivalent is authorized to deduct said unused amount from the Council member's monthly pay. Alcoholic beverages are prohibited and shall not be reimbursed. Receipts shall be required for expenses of ground transportation, parking, baggage, and such other and similar travel-related expenses. Mileage shall be reimbursed at the rate of federal guidelines.
(e) All flight miles received from airline travel by Council members for Council education and/or business where the Village reimbursed the Council member for the cost of travel or paid in advance for the cost of travel, shall be considered the property of the Village and shall be turned over to the Village for future authorized Council use.
(f) Council is authorized to obtain a credit card from a local bank to be determined at the discretion of the Finance Director. The President of Council and/or the Clerk of Council shall be the only authorized user of the credit card. The purpose and use of the credit card shall be limited to expenditures of Council members for travel, education, training, and Council business only. The credit limit for the credit card shall be no greater than ten thousand dollars ($10,000.00). All purchases for which the Clerk shall use the credit card shall follow other guidelines set forth herein subject to these rules. A monthly report of the credit card expenses, payments and balances shall be provided by the Finance Director to Council each month.
(Ord. 2020-20. Passed 3-18-20.)