HomeMy WebLinkAboutAGENDA REPORT 2021 0317 CCSA REG ITEM 10LCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of March 17, 2021
ACTION Approved Staff Recommendation.
BY B.Garza.
L. Consider Revision of City Council Policy 1.8: City Council Cellular Telephone
Policy. Staff Recommendation: Approve revisions to Policy 1.8, City Council
Cellular Telephone, and direct staff to incorporate the revised Policy 1.8 into the
next comprehensive update of the City Council Policies Resolution. (Staff: Ky
Spangler)
Item: 10.L.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Ky Spangler, City Clerk
DATE: 03/17/2021 Regular Meeting
SUBJECT: Consider Revision of City Council Policy 1.8: City Council Cellular
Telephone Policy
SUMMARY
Staff is recommending a revision to City Council Policy 1.8 to increase the reimbursement
for the purchase of a new cell phone from $325.00 to $500.00 every two years, and to
provide the option of a City-issued cell phone in lieu of purchasing a phone and receiving
a monthly reimbursement.
Policy 1.8 changes are shown in legislative format as an attachment to this report.
BACKGROUND
City Council Policy 1.8 (City Council Cellular Telephone Reimbursement) was adopted
as part of Resolution No. 2004-2160 on January 1, 2004, to provide for purchase of
cellular (“cell”) phones and reimbursement for cell phone usage. When established, the
Policy provided for reimbursement not to exceed $70.00 per month for a base cell phone
contract amount, and reimbursement in the amount of $125.00 for the purchase of a new
phone every two years. In 2017, Resolution No. 2017-3610 increased the amount of
reimbursement for the purchase of a cell phone to $325.00 once during each term of
office, with the monthly reimbursement remaining unchanged.
Cell phone technology has continued to expand over the last five years and with it, the
cost to purchase a new phone has increased. Therefore, staff is proposing to increase
the existing reimbursement from $325.00 to $500.00 once during each term to cover the
higher cost of a cell phone purchase. To receive the phone purchase reimbursement, an
invoice must be submitted showing the phone has been paid for in full or through an
installment plan. The existing monthly not to exceed reimbursement of $70.00 per month
for the base cell phone contract remains unchanged.
Item: 10.L.
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Honorable City Council
03/17/2021 Regular Meeting
Page 2
The proposed Policy revision also provides Councilmembers with the option to receive a
City-issued cell phone to conduct City business. Should a Councilmember elect to
receive a City-issued cell phone, the member shall waive the reimbursement benefit, and
would be eligible to receive a new phone issued by the City every two years.
FISCAL IMPACT
The fiscal impact of the proposed Policy change is dependent upon the number of
Councilmembers that elect to receive a City-issued cell phone. Fiscal year 2020/21
operating budget includes $650.00 (1000-111-00000-54040) for the City Council
reimbursement of phone purchases. In the event this amount is insufficient, Resolution
No. 2020-3925 authorizes the City Manager to approve appropriation transfers within
departments and within individual funds as required. In future fiscal years, the cost of
City-issued cell phones or cell phone purchase reimbursement will be incorporated into
the City Budget.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION
Approve revisions to Policy 1.8, City Council Cellular Telephone, and direct staff to
incorporate the revised Policy 1.8 into the next comprehensive update of the City Council
Policies Resolution.
Attachment: Exhibit A – Draft City of Moorpark Council Policy 1.8: City Council Cellular
Telephone
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ATTACHMENT
Policy 1.8: City Council Cellular Telephone Reimbursement
Cellular telephones (cell phones) are a necessary expense for members of the City Council,
to ensure the Council is readily accessible to deal with City business. Councilmembers
shall have the option to use a city-provided cell phone or receive a monthly stipend.
Monthly reimbursement for City Council cell phones shall be the base monthly cell phone
contract amount, not to exceed $70.00 dollars per month. In addition to the monthly
allowance, the City shall reimburse each member of the City Councilmembers for the
purchase of new cell phones, up to a maximum of $325.00500.00 once during each term
of office, but not within six months of end of term, upon submittal of an invoice showing
proof of payment for a new cell phone that is either paid in full or through an installment
plan that has smart phone capabilities as described in this policy. In order to be eligible for
cell phone reimbursement, each member of the City Council shall obtain a cell phone
service with no less than nationwide access, unlimited mobile to mobile and unlimited
night/weekend minutes, voice mail, email, texting, and internet access capabilities, and a
local 805 or 820 area code. Cell phone purchases made through an installment plan must
show a total cost of $500.00 during the period of each term of office to qualify for full
reimbursement. To receive reimbursement for the monthly base service, each
Councilmember shall complete a reimbursement form provided by the Finance Director and
attach the portion of their monthly cell phone bill which identifies the base monthly charge.
Information on calls made and received should not be included with the reimbursement
form. The reimbursement request must be submitted to the Finance Director no later than
30 days following the date of the cell phone service invoice to obtain reimbursement. City
Councilmembers would be eligible for additional cell phone use reimbursement for costs
exceeding the $70.00 dollars per month due to increased cell phone usage during a City
declared emergency, and for the additional cost required to respond to the business of the
City while traveling out of the country. To receive additional cell phone use reimbursement,
for either of the two qualifying reasons, a reimbursement form along with supporting
documentation must be submitted to the Finance Director for approval by the
Administration, Finance, and Public Safety Committee.
City Councilmembers who choose to use a City-issued cell phone shall waive the
reimbursement benefit and will be allowed to receive new cell phones issued by the City
every two years. City business related cell phone and all other electronic communication
records may be public records, and all members of the City Council are required to submit
a copy of all private cell phone and other privately owned device generated electronic
communication records that pertain to City business upon request of the City Clerk, in full
compliance with the Public Records Act.
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