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HomeMy WebLinkAbout2011-03-10 - Resolution No. 11-05 RESOLUTION NO. 11-05 ' RESOLUTION OF THE BOARD OF DIRECTORS OF OF THE YORBA LINDA WATER DISTRICT SETTING FORTH THE POLICY OF REIMBURSEMENT OF EXPENSES INCURRED BY DIRECTORS, DIRECTOR ETHICS TRAINING AND RESCINDING RESOLUTION 06-10 WHEREAS, the Board of Directors of the Yorba Linda Water District have from time to time reaffirmed the importance of active participation of Board members in attending conferences, conventions, symposiums, legislative and intergovernmental meetings related to or furthering the mission of the District; and WHEREAS, this policy also meets the requirements of California Assembly Bill 1234. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. Resolution No. 06-10 is hereby rescinded effective immediately upon adoption of this Resolution. Section 2. It is the policy of the Board that the Directors of the District are ' encouraged to attend conferences, conventions, meetings, symposiums intergovernmental meetings and legislative sessions (herein referred to as an "Activity" or "Activities") relating to the mission of the District. Attendance at an event listed herein must be pre-approved by the Board in order to be considered as an Activity for the purposes of compensation and reimbursement of expenses under this policy. Section 3. That the District will pay or reimburse the following expenses incurred in attending such Activities: (a) Compensation. The amount set forth for each day's attendance or service as a Director per Ordinance No. 03-01 adopted by the Board of Directors including reasonable and necessary travel time. (b) Reimbursement. Directors shall be reimbursed for actual costs to attend Activities, not to exceed: Travel: $750 per round trip. Lodging: $400 per night Meals: $50 per day Resolution No. 11-05 Setting Forth the Policy of Reimbursement of Expenses Incurred by Directors and Directors Ethics Training 1 Actual and necessary expenses: $50 per day ' (1) Expenditures for lodging, meals, and transportation should provide for reasonable and necessary comfort and convenience. It should be borne in mind that public funds are being spent and that only a reasonable and necessary level of expense is warranted. (2) Notwithstanding the preceding, when available, Directors must use government or group rates for transportation and lodging. If the group rate is not available, the reimbursement cannot be more than the amount set forth above. The most economical mode and class of transportation reasonably consistent with scheduling requirements will be used. In the event a more expensive class of transportation is used, the reimbursable amount will be limited to the cost of the most economical class of transportation available. (3) If an expense does not fall within the reimbursement rates discussed above or in Section 3(b)(2), it must be approved by the Board, in a public meeting, before it is incurred. (4) Meal expenses include the reasonable and necessary costs of meals and beverages, not including alcoholic beverages. ' Any amount spent over the daily reimbursable amount set forth for meals in this policy may be "deducted" from another day's reimbursable amount during that same Activity, provided the cumulative daily expenses over the duration of the Activity are not exceeded. (5) Actual and necessary expenses. Include tips for porters, baggage carries, bell hops, maids, stewards and stewardesses. Does not include laundry, cleaning or pressing of clothes, lodging taxes or the cost of telephone calls. (6) The District shall not incur the costs for a spouse, or other accompanying person. Section 4. In order to obtain reimbursement for the Activities in accordance with Section 3, the following procedures must be followed: (a) Directors shall submit all expense reimbursement requests on forms provided by the District. The completed form must show that the expenses for which reimbursement is requested meet ' the requirements set forth in this Resolution. Resolution No. 11.05 Setting Forth the Policy of Reimbursement of Expenses Incurred by Directors and Directors Ethics Training 2 (b) The form must be submitted within thirty (30) days of the Activity. ' (c) With the exception of mileage reimbursement, any expense shown on the form must have a corresponding, attached written receipt or other verification document. (d) All forms, receipts and verification documents shall be public documents subject to redaction of any confidential information, such as credit card numbers.- Section 5. Directors shall provide a brief report about the Activity at the next regular Board meeting following attendance. Section 6. A full accounting of expenditures of public funds shall be made and become part of the records of the District. Section 7. Ethics Training. Any new Director must receive ethics training within one year from the first day of service with the District. Thereafter, all Directors will be required to receive ethics training at least once every two years. A Director who serves on more than one local agency board may satisfy the requirement under this section by obtaining ethics training once every two years without regard to the number of local agencies with which he or she ' serves. The District shall provide information annually on where training is available. All Directors shall provide a copy of proof of participation in the required ethics training to the District. Copies of proofs of participation shall be public documents and shall be retained by the District for five (5) years. PASSED AND ADOPTED this 10th day of March 2011, by the following called vote: AYES: Directors Beverage, Collett, Hawkins, Kiley and Melton NOES: None ABSTAIN: None ABSENT: None Michael J. Be rage, Presi t Yorba Linda eater District ATTEST: . Ken Vecchiarelli, Secretary Yorba Linda Water District ilk 1 14W Resolution No. 11 .05 Setting Forth the Policy of Reimbursement of Expenses Incurred by Directors and Directors Ethics Training 3 Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. McCormick, Kidman & Behrens 1 I 1 Resolution No. 11-05 Setting Forth the Policy of Reimbursement of Expenses Incurred by Directors and Directors Ethics Training 4