§ 2-29. Reimbursements.

(1)

This section applies to the mayor and council members, who hereinafter are referred to as the members of the governing body.

(2)

The members of the governing body shall be reimbursed only for actual and necessary expenses which are submitted with expense verification in accordance with this section and/or prior policy and existing ordinances and city policy, including, but not limited to:

(a)

Travel out-of-town in the course of city business.

(b)

Lodging out-of-town in the course of city business.

(c)

Meals out-of-town in the course of city business.

(d)

Cost of stationery in the course of city business.

(e)

Cost of postage in the course of city business.

(f)

The actual value of annual leave taken from other employment in order to attend to city official business, at the applicable hourly rate.

(g)

Cell phone cost for city business calls if submitted from the actual cell phone billing records.

(3)

The members of the governing body shall be reimbursed for the following expenses as well:

(a)

Transportation/vehicle cost of seven hundred and fifty dollars ($750.00) per month, which the city council finds to the actual minimum necessary amount for the performance of the duties of public office, provided that each member must certify the actual ownership or lease of a vehicle and its use and the resulting expense on a monthly basis, on a form to be provided by the director of financial services.

(b)

Home office costs determined on the basis of actual square footage, percentage of use, allowance for parking, utilities, taxes and insurance, as provided for on a form to be provided by the director of financial services; but not to exceed seven hundred and fifty dollars ($750.00) per month. The reasonable rental value is assumed to be eight (8) percent annually of the appraised value as established by the Webb County Appraisal District, or an independent M.I.A. appraisal. The city council finds that the use of office space at home for such purposes is accepted, normal, reasonable and necessary and provides for this method to cover the actual costs of such use. Each member must certify the actual ownership or lease of residence and its use and the resulting expense annually on a form for determination of the amount, and must certify the continuing use and applicability of the expense on the monthly submission for expense.

(c)

Actual cell phone cost of one hundred and fifty dollars ($150.00) per month, which the city council finds to be the actual minimum cost for performance of the duties of public office, provided that each member must certify actual uses of a cell phone applicability of the expense during each monthly period.

(4)

Any item not coming within the above enumerations, or those in prior policy and existing ordinances, are not deemed to be actual and necessary and are not reimbursable.

(5)

The director of financial services shall set up a reporting and record system whereby each member of the governing body provides documentation to the extent required herein or by other policy, code provision, or ordinance, supporting any and all reimbursement of actual and necessary expenses, and the members of the governing body shall comply fully with the requirements of such system. Failure to timely comply shall result in suspension of payment, and the director shall notify the city manager and the mayor of any such suspension of payment.

(6)

No final payment may be paid on any reimbursement for expenses until the supporting paperwork is provided as required by subsection (5), except for necessary advances, for which final payment cannot be made until the final paperwork has been provided as stated in subsection (5).

(Ord. No. 2007-O-097, § 1, 6-4-07; Ord. No. 2012-O-007, § 2, 1-3-12)