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<br /> <br /> STAFF REPORT <br /> <br /> <br /> <br />TO: Mayor Keis and Members of City Council <br /> FROM: Chris Heineman, City Administrator <br /> <br />DATE: February 13, 2019 <br /> <br />RE: Approve Reimbursement of Cell Phone Costs for Joel Hanson <br /> <br />ACTION TO BE CONSIDERED: <br />The City Council is asked to consider a request for reimbursement of cell phone costs in the amount of <br />$4,226.37 for former Little Canada City Administrator Joel Hanson. <br /> <br />BACKGROUND: <br />Mayor Keis received an e-mail from Joel Hanson on December 19th requesting reimbursement of cell <br />phone costs incurred since December of 2013 totaling $4,226.37. A memo from Joel and additional <br />information is attached for your information. <br /> <br />After receiving this request, I spoke with our auditors at Clifton Laron Allen to determine the best way <br />to move forward with this request. As an initial step, they recommended that we review our official <br />minutes to determine if specific direction was already provided by the City Council. According to the <br />minutes from the City Council Workshop on December 13, 2013, the Council agreed to provide and <br />pay for a smart phone and phone plan for the City Administrator. <br /> <br />The auditors stated that this would be enough to support the reimbursement requested. The auditors <br />also stated that this reimbursement would appear to fall under the section on De Minimis Benefits for <br />non-compensatory business purposes according to IRS publication 15b. If the City Council wishes to <br />move forward with this reimbursement, a check can be issued to Joel Hanson and there would be no <br />tax ramifications. The auditor recommended that any payment should be booked as accounts payable <br />in 2018 prior to closing out the year. <br /> <br />RECOMMENDED ACTION: <br />Staff recommends approval of a payment to Joel Hanson for reimbursement of cell phone costs in the <br />amount of $4,226.37.