RES-2021-059RESOLUTION NO. 2021 - 0 5 9
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANAHEIM
ADDING POLICY 1.12 TO CITY COUNCIL POLICY MANUAL
RELATING TO COUNCIL OFFICE EXPENDITURES
WHEREAS, by Resolution 2007-078, the City Council amended and restated the City
Council Policies and memorialized the policies in a City Council Policy Manual; and
WHEREAS, the City Council annually approves a budget, which includes an allocation
for expenditures made by Mayor and Council Offices; and
WHEREAS, the City Council desires to amend the City Council Policy Manual to add a
policy to clarify the manner in which funds budgeted for the Mayor and Council Offices can be
spent.
NOW, THEREFORE, BE IT RESOLVED:
Policy No. 1.12 entitled "Mayor and Council Office Expenditures" is hereby added to the
City Council Policy Manual to read as follows:
A. PURPOSE OF COUNCIL POLICY
The purpose of this Policy is to clarify and establish guidelines regarding proper
expenditures by the Mayor and Members of the City Council (collectively, "Members")
of funds budgeted for the purpose of their running their offices ("Council Funds"), such
as for staffing, constituent services, training opportunities, and supplies. The Members
will be responsible for ensuring that any expenditures directed from Council Funds are in
compliance with this Policy. The City Manager, or his/her designee, will perform the
administrative functions related to expenditures directed by the Members, and is only
authorized to approve expenditures to the extent adequate funds for the expenditure have
been appropriated by the City Council.
B. PURPOSE OF COUNCIL FUNDS
Council Funds shall be limited to the following purposes: office staffing, constituent
services, training opportunities and supplies.
C. OFFICE STAFFING
The salaries and benefits of the Members' support staff are authorized expenditures under
this Policy as long as the staff is hired and compensated pursuant to the City's policies
and procedures.
D. CONSTITUENT SERVICES
Payments made to serve Members' constituents are authorized expenditures under this
Policy if such payments (a) serve a valid public purpose, (b) are not used for personal or
political gain, and (c) are made for one of purposes listed below.
1. Constituent Outreach
Costs incurred by Members in conducting the following constituent outreach
activities are authorized expenditures under this Policy:
a. Communicating with constituents in conformity with the state law
restrictions regulating mass mailings.
b. Conducting informal surveys limited to eliciting constituent priorities or
needs, except that such surveys cannot be done within 12 months of any
election in which the requesting Member may run. Furthermore, in no
event shall Council Funds be used for any polling activities related to any
person or issue that is or is expected to be the subject of a political
campaign.
c. Holding special events for the purpose of providing information to
constituents on City services and programs.
2. Grants
Member directed monetary contributions to certain organizations are authorized
expenditures under this Policy only if the following criteria are met:
a. The grant amount is for $10,000 or less.
b. The contribution is made through a written grant agreement in substantial
form (Attachment A)
c. The grantee is either a nonprofit organization or unincorporated
association providing public services to Anaheim residents or Anaheim
businesses in good standing.
d. The grant is not made for political purposes or to promote a religion or
religious message.
e. The Member directing the expenditure is not a member of the organization
receiving it.
3. Recognizing Public Service in the Community
Funds used to (a) support and/or show appreciation for programs or services
provided by non-profit organizations benefiting Anaheim residents, or (b)
reward significant academic, athletic, or public service achievements by Anaheim
students, residents or businesses, are authorized expenditures.
2
E. TRAINING OPPORTUNITIES
Training for Members and their staffs is an authorized expenditure, as long as the training
is intended to benefit the City and its residents and is consistent with City policies on
travel and reimbursement.
F. SUPPLIES
Acquisition of office supplies, services and equipment used solely for the conduct of City
business by the Members is an authorized expenditure, consistent with all City
contracting policies and procedures.
THE FOREGOING RESOLUTION is approved and adopted by the City Council of the
City of Anaheim this 22"d day of June 2021, by the following roll call vote:
AYES: Mayor Sidhu and Council Members Faessel, Diaz,
Brandman, Valencia, and O'Neil
NOES: Council Member Moreno
ABSENT: None
ABSTAIN: None
CITY CLERk OF THE CITY OF ANAHEIM
142777
3
ANAHEIM
ANAHEIM
ATTACHMENT A
DISTRICT ##
GRANT AGREEMENT
This Agreement is made and entered into this day of ,
20 , by and between the CITY OF ANAHEIM, a municipal corporation ("City") and
Error! Reference source not found. ("Grantee").
Grantee is a ❑ non—profit corporation registered with the State of California ❑
unincorporated association ❑ Other. If Other, please explain:
SECTION 1. GRANT AWARD
A. Upon full execution of this Agreement, City agrees to pay to Grantee a grant award
in the amount of Error! Reference source not found.] ("Grant Award").
B. Grantee shall spend the Grant Award only for the purposes of providing public
services to Anaheim residents or businesses.
SECTION 2. GRANT RESTRICTIONS
A. If Grantee fails to use the Grant Award as specified herein, the City Manager may
terminate this Agreement upon seven (7) days' written notice to Grantee. No later
than sixty (60) days after Grantee's receipt of the City's termination notice, Grantee
shall refund the Grant Award to the City; except that Grantee shall have no
obligation to repay any portion of the Grant Award that was expended in accordance
with the terms of this Agreement.
B. Grantee shall not expend any portion of the funds provided under this Agreement
("Grant Award") to inhibit or promote religion and the Grant Services funded by the
Grant Award must not be used to convey a religious message. Any portion of the
Grant Award used in contradiction to the provisions of this Section, shall be deemed
a disallowed cost.
C. Grantee shall not expend any portion of the Grant Award for political advocacy
efforts, whether for or against a political candidate, ballot measure or bill.
SECTION 3. ACCOUNTING/AUDIT
A. Grantee shall maintain proper accounting records in accordance with generally
accepted accounting principles. All financial documents and transactions associated
with this grant shall be available to the City for inspection, copying, and audit
purposes during regular business hours.
B. Grantee further agrees that such right of City to examine or audit shall continue for
three (3) years after the expiration or termination of this Agreement, or for such
longer period, if any, as is required by applicable law. Grantee shall preserve and
make available its records (1) until the expiration of three years from the date of
expiration or sooner termination of this Agreement, or (2) for such longer period, if
any, as is required by applicable law.
SECTION 4. INDEMNIFICATION AND HOLD HARMLESS
Grantee agrees to protect, defend, indemnify and hold harmless City, its officers,
employees and agents from any and all liability, loss, damage, suits, actions, or claims
arising or resulting from the performance of this Agreement by Grantee, its officers,
volunteers, employees, or agents. This section will survive expiration or sooner
termination of this Agreement.
SECTION 5. COMPLIANCE WITH ALL LAWS/NON-DISCRIMINATION
A. Grantee shall comply with all applicable laws, ordinances, codes and regulations of
the federal, state and local governments.
B. Grantee shall not discriminate, in any way, against any person on the basis of race,
sex, color, age, religion, sexual orientation, actual or perceived gender identity,
disability, ethnicity, or national origin, in connection with or related to the
performance of this Agreement.
WITNESS THE EXECUTION HEREOF on the day and year first written above.
FORM AGREEMENT APPROVED BY THE
OFFICE OF THE CITY ATTORNEY
CITY"
CITY OF ANAHEIM, a Municipal
Corporation
Jim Vanderpool
City Manager
" GRANTEE"
(NAME OF ORGANIZATION)
By.
Name:
Title:
Address:
Telephone:
Federal Tax ID No..
CLERK'S CERTIFICATE
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss.
CITY OF ANAHEIM )
I, THERESA BASS, City Clerk of the City of Anaheim, do hereby certify that the foregoing is the
original Resolution No. 2021-059 adopted at a regular meeting provided by law, of the Anaheim
City Council held on the 22nd day of June, 2021 by the following vote of the members thereof:
AYES: Mayor Sidhu and Council Members Faessel, Diaz, Brandman, Valencia and O'Neil
NOES: Council Member Moreno
ABSTAIN: None
ABSENT: None
IN WITNESS WHEREOF, I have hereunto set my hand this 23rd day of June. 2021.
CITY CLEF K OF THE CITY OF ANAHEIM
(SEAL)