HomeMy WebLinkAbout1999-09-13-Resolutions 99-103_Elected Official Reimbursement PolicyCITY OFWaukee.II.THE KEY TO GOOD LIVING
RESOLUTION NO.99-103
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RESOLUTION ADOPTING REIMBURSEMENT POLICY FOR ELECTED
OFFICIALS
WHEREAS,it is in the interest of sound fiscal management to have a stated policy for
the reimbursement of elected officials;and
WHEREAS,the City Council of the City of Waukee desires to set a policy outlining
their intent and desire for responsible reimbursement of expenditures incurred in the
public interest.
NOW THEREFORE,BE IT RESOLVED that the City Council of the City of Waukee
does hereby adopt the attached "Policy Governing Compensation for Expenses Incurred
while Conducting City Business".
PASSED AND APPROVED this 13th day of September 1999.
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AYE NAY ABSENT
Nicholas C.Gruber
Marvin Berger
Robyn S.Heath
Bill Peard
Larry Lyon
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Waukee Elected Officials
Policy Governing Compensation for Expenses
Incurred while Conducting City Business
Prepared on behalf of:
Mayor Donald L.Bailey,Jr.,
Councilman Nick Gruber
Councilwoman Robyn Heath
Councilman Larry Lyon,
Councilman Marvin Berger
Councilman BiiI Peard
By:Gregory S.Fetterman,Assistant City Administrator
CITY OF .f'}
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Waukee Elected Officials
Policy Goveming Compensation for Expenses Incurred while Conducting
City Business
Statement of Intent
We the duly elected representatives of the City of Waukee recognizing our responsibility to
our Creator,the Constitution of the United States of America,the Constitution of the State
of Iowa,and the Code of the City of Waukee do forthwith commit ourselves to the service
of the Citizens we represent and the preservation of the public good.
As elected officials we recognize we are called to serve the public good through the
preservation of the rights of our citizens;prudent and judicial management of public funds;
and the preservation of the dignity of our offices.
Furthermore,we do commit ourselves to the trust placed in us through the election
process and do pledge to uphold that trust through dignified and honorable service to the
citizens we have been democratically elected to represent.
Responsibilities of Elected Officials of the City of Waukee
As elected officials of the City of Waukee,we do recognize the following responsibilities
vested and entrusted to us through the oath of our offices.
General Duties,Responsibilities and Terms of Elected Officials of the City
of Waukee
•As per Section 101.3 of the Waukee Municipal Code The form of government of the
City of Waukee,Iowa,is the Mayor-Council form of government.
•As per Section 101.4 of the Waukee Municipal Code.Powers and Duties.The
Council and Mayor and other City Officers have such powers and shall perform
such duties as are authorized or required by state law and by the ordinances,
resolutions,rules,and regulations of the City of Waukee,Iowa.
•As per Section 101.5 of the Waukee Municipal Code.Number and Term of Council.
The council consists of five (5)council members elected at large for four (4)year
terms;three of whom elected in 1985 and each 4 years thereafter;and two of whom
elected in 1987 and each 4 years thereafter.
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•As per Section 101.5 of the Waukee Municipal Code.Term of Mayor.The mayor is
elected for a term of two years.
•The Powers and Duties of the Mayor of Waukee shall be as defined in Section
108.5 of the Waukee Municipal Code.
Elected Officials Statement of Personal and Collective Responsibilities
•Recognizing the rights and responsibilities granted to us through our Creator,we the
elected officials of the City of Waukee commit ourselves to the common good of all
those we have been elected to represent,the preservation of the dignity of our offices,
and the commitment to leave our City,State and Nation in a better condition.
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•Recognizing our responsibility to the Constitution of the United States of America and
the Constitution of the State of Iowa,we the elected officials of the City of Waukee do
commit ourselves to the preservation of the rights,liberties and responsibilities
granted to all citizens thereby.
•As the law making body of the City of Waukee we do hereby commit ourselves to the
just and responsible duty of preserving the rights and liberties of the Citizens of
Waukee through the application of our duties and responsibilities in the revising and
authoring of the Waukee Municipal Code.
•As guardians of the public purse we the elected officials of the City of Waukee do
forthwith commit ourselves to responsible and prudent management of the public's
funds and the preservation of the public good.
•As official representatives of the City of Waukee we the elected officials of the City of
Waukee do hereby commit ourselves to conduct of a manner both dignified and in
keeping with the capacity of our offices.
Method by Which Candidates for Elective Municipal Offices Shall be Nominated
•As elected officials of the City of Waukee,we commit ourselves to the principles of
democracy and responsiveness to the citizens we have been elected to represent.
•As per Section 101.5 of the Waukee Municipal Code.Nominating Method To Be
Used.For the 1977 municipal election and in subsequent municipal elections of the
City of Waukee,Iowa,all candidates for elective municipal offices shall be
nominated by the procedures set forth in Chapter 45 of the 1973 Code of Iowa,as
amended.
The method prescribed herein for nominating candidates shall remain in effect until
or unless changed by ordinance.
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Guidelines for Compensation of Elected Officials IstatementofPublicInterest
As elected officials of the City of Waukee,we recognize our responsibility for prudent
management of public funds.As such,we are committed monitoring and insuring to the
best of our ability that all expenditures are in the public interest.
Furthermore,we commit ourselves to a thorough and complete accounting of all of our
own personal expenditures made in the service of the City,and that all reimbursements
sought,be document and substantiated as in the public interest.
Establishment of Salaries for Elected Officials
•As per Section 110.1 of the Waukee Municipal Code.The salary of each council
member shall be $100.00 per month,however,any council person serving as mayor
pro tem shall be paid $110.00 for each month in which he or she remains appointed
as mayor pro tem.
October 20,1997 -Ordinance No.2232
•As per Section 110.2 of the Waukee Municipal Code.The mayor shall receive a
monthly salary of $400.00 per month.
October 20,1997 -Ordinance No.2232
Reimbursement for Travel Expenses Incurred while Conducting City Business
Elected Officials will be required to provide the following documentation on an official City
of Waukee Expense Report to receive reimbursement for travel expenses (or any other
type of reimbursement):
1)Name and the date that the report was filed.
2)Department (Council,Mayor,Board or Committee).
3)Reason for trip (Public Interest served).
4)Date of travel.
5)Individuals included on report.
6)Mode of transportation,distance traveled,and cost (caiculated at .31 cents per mile).
7)Lodging Location (Hotel/Motel,City,State),dates of lodging and cost (attached
receipts required),
8)Meals &Location (Restaurant,City,State),date,number of meals and cost (attached
receipts required).I9)Other (parking,fees,etc.)a complete description of public interest,location,date and
cost (attached receipts required).
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10)Total amount claimed.
11)Additional comments (as required to explain public interest or purpose).
12)Signature (claimant)and date signed.
13)Signature of authorizing authority (City Administrator/Clerk)and date signed.
Purchase of Materials or Services for Public Interest and Reimbursement
No purchase of materials or services shall be reimbursed without proof of public interest
served;prior authorization from the City Council,Board or Committee (as determined or
mandated through the budget process,City Code or a resolution of the City Council);or
without itemized receipts.
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Reimbursement for materials or services purchased in the public interest shall require a
full and complete expense report as provided for above.
Reimbursement for Telecommunication Expenses Made for the Public Interest by
Elected Officials
It is the policy of the City of Waukee that any legitimate expense incurred for a
documented public interest is eligible for reimbursement.As such,telecommunication
charges incurred by an elected official while performing business on behalf of the City of
Waukee may be reimbursed under the following conditions:
As regards cell phones:
1)Each call must have an established or proven public interest.
2)The individual,company or organization called must be listed for each call.
3)Only logged calls are paid.
4)If the cell phone owner does not use all the "free minutes"outgoing and incoming
minutes are to be paid at a rate arrived at by dividing the total number of minutes by
the cost of the monthly service plan.
5)Minutes in excess of'free minutes"paid at peak or off peak rate charge which ever is
applicable.
6)Surcharges and taxes paid on the percentage of total charges found to be City call as
compared to total charges on bill.
As regards long distance charges:
1)Calls for reimbursement have an established or proven public interest.
2)The individual,company or organization called must be listed for each call.
3)Only logged calls are paid.
4)Calls paid at calling plan rates for set time and length of call.
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It is the intent of the Mayor and City Council of the City of Waukee to in all things and
duties pertaining to our service as elected officials,represent and serve the public interest.
In so doing we adopt this poi icy statement as a sign of our commitment to the good of our
City,State,Nation and the Public we have been elected to represent.
Closing Comments
Adopted this 13th day of September,1999.
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Mayor Pro-Tem!Councilwoman Robyn Heath
Councilman Nick Gruber
Councilman Larry Lyon
Councilman Marvin Berger I
Councilman Bill Peard
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