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HomeMy WebLinkAbout2012-03-08 - Resolution No. 12-04 RESOLUTION NO. 12-04 RESOLUTION OF THE BOARD OF DIRECTORS OF THE XORBA LINDA WATER DISTRICT SETTING STAFF EXPENSE REIMBURSEMENT AND MANAGEMENT ETHICS TRAINING WHEREAS, the Board of Directors of the Yorba Linda Water District have from time to time reaffirmed the importance of active participation of District staff in attending conferences, conventions, symposiums and legislative and intergovernmental meetings related to the mission of the District; and WHEREAS, irregular filing of compensation activity reports consumes staff resources and has the potential of exposing the District to criticism; and WHEREAS, this Resolution No. 12-04 is intended to set staff reimbursement requirements and establish ethics training for certain staff as provided by AB 1234. NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda Water District as follows: Section 1. Resolution No. 06-12 is hereby rescinded effective immediately upon adoption of this Resolution. Section 2. It is the policy of the Board that District staff ("Staff"), as authorized by the Board of Directors, are encouraged to attend conferences, conventions, meetings, symposiums and legislative session (herein referred to as an "Activity" or "Activities") relating to the mission of the District. Attendance at an Activity must be pre-approved by the General Manager, or the supervising Department Manager, as designated by the General Manager, in order to be considered as an Activity for the purposes of this policy. Section 3. That the District, in furtherance of these important policies, will pay or reimburse the following expenses incurred in attending such Activities: (a) Reimbursement. Staff 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 Actual and necessary expenses: $50 per day Resolution No. 12-04 Setting Staff Expense Reimbursement and Management Ethics Training U (1) Notwithstanding the preceding, when available, Staff must use government or group rates for transportation and lodging. When lodging is to be reimbursed, the reimbursement cannot be more than the group rate published by the conference assuming it is available at the time the Staff member enrolls for the Activity. If the group rate is not available, the reimbursement cannot be more than the amount set forth above. (2) If an expense does not fall within the reimbursement rates discussed above or in Section 3(b)(1), it must be approved by the General Manager before it is incurred. (3) Meal expenses may include the reasonable costs of meals and beverages, not including alcoholic beverages. Any amount spent over the daily reimbursable amount set forth in this policy may either be "deducted" from another day's reimbursable amount during that same Activity, up to the total allowable reimbursable cost for the Activity, or the difference paid by the Staff member. When an Activity incorporates meals as part of the Activity, and the District has paid the cost for the Activity, including any incorporated meals, the per them rate of $50 per day shall not apply. Instead, meals that are not incorporated into the Activity cost shall be reimbursed up to the rates in this Section (3)(a)(3). Alternative meals to those provided through the Activity will not be reimbursed. Breakfast. $15 Lunch: $15 Dinner: $20 (4) Additionally, meal expenses on days in which travel to or from the Activity occur shall not be reimbursed at the per them rate of $50 per day unless the travel day occurs on a day already scheduled for the Activity (such as a one day conference). Instead, meals shall be reimbursed up to the rates in this Section 3(a)(4), and will be based upon the individual's departure and return times in determining whether a meal was incurred during the period of travel, Breakfast: $15 Lunch: $15 Dinner: $20 Resolution No. 12-04 Setting Staff Expense Reimbursement and Management Ethics Training 2 (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 an accompanying person. Section 4. In order to obtain reimbursement for Activities in accordance with Section 3, the following procedures must be followed: (a) Staff 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. (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. (d) All forms and all receipts attached to them shall be public documents subject to redaction of any confidential information, such as credit card numbers. Section 5. Staff shall provide a brief report about the Activity attended at the expense of the District to the General Manager and/or their supervising Department Manager immediately after attendance at the Activity. 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. Every District Manager must receive ethics training at least once every two years. The District shall provide information annually on where training is available. All Managers 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. Resolution No. 12-04 Setting staff Expense Reimbursement and Management Ethics Training 3 PASSED AND ADOPTED this 81h day of March 2012, by the following called vote: AYES: Directors Beverage, Collett , Ilawkins, Kiley and Melton NOES- None ABSTAIN: None ABSENT: None Phil Hawkins, P ........_. resident Yorba Linda Water District ATTEST: Ken Vecchiarelli, Secretary Yorba. Linda Water District �II �w I Reviewed as to form by General Counsel: Arthur G. Kidman, Esq. Kidman Law, LLP Resolution No. 12-04 Setting Staff Expense Reimbursement and Management Ethics Training 4