HomeMy WebLinkAbout2012-04-26 - Resolution No. 12-10 f
RESOLUTION NO. 12-10
' RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
REGARDING DISTRIBUTION OF DISTRICT INFORMATION
AND SETTING DIRECTOR COMMUNICATIONS EXPENSE REIMBURSEMENT
WHEREAS, the Board of Directors of the Yorba Linda Water District have from time to
time reaffirmed the importance of operational efficiencies;
WHEREAS, the printing of dozens of paper copies of Board and Committee agendas
and other information for distribution to the Board of Directors consumes
staff resources and negatively impacts District expenditures;
WHEREAS, the electronic preparation and distribution of Board and Committee agendas
and other information to the Board of Directors can be done in an expedient
and cost-effective manner; and
WHEREAS, the Board of Directors requires electronic equipment and related items in
order to receive, access and print out Board and Committee agendas and
other information distributed to the Board of Directors.
' NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda
Water District as follows:
Section 1. All Board and Committee agendas and other District information shall be
distributed to the Board of Directors via electronic means instead of
providing paper copies in accordance with the "Communications
Reimbursement Policy", hereto attached.
Section 2. Director incurred electronic equipment and related items expenses for
receiving, accessing and printing out all Board and Committee agendas and
other District information distributed via electronic means shall be
reimbursed as set forth in the "Communications Reimbursement Policy",
hereto attached.
PASSED AND ADOPTED this 26th day of April 2012, by the following called vote:
AYES: Directors Hawkins, Kiley and Melton
NOES: Directors Beverage and Collett
ABSTAIN: None
ABSENT: None
Phil Hawkins, President
Yorba Linda Water District
Resolution No. 12-10 Distribution of District Info and Directors Communications Reim Pagel
ATTEST:
Ken Vecchiarelli, Secretary
Yorba Linda Water District
Reviewed as to form by General Counsel:
Arthur G. Kidman
Kidman Law LLP
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Resolution No. 12-10 Distribution of District Info and Directors Communications Reim Page 2
Yorba Linda
Water District
Policies and Procedures
Policy No.: 1010-12-01
Effective Date: April 26, 2012
Prepared By: Cindy Botts, Management Analyst
Applicability: Board of Directors
POLICY: Communications Reimbursement Policy
1.0 PURPOSE
A. For operational efficiencies and to reduce District expenses, District staff
and the District's Board of Directors have determined that it is in the best
interests of the District to distribute Board and Committee agendas and
other District information to the Board of Directors via electronic means
instead of providing paper copies. The purpose of this policy is to
establish procedures for the reimbursement of Director-incurred expenses
to obtain electronic equipment and related items that permit a Director to
receive, access and print out Board and Committee agendas and other
District information distributed to the Board of Directors via electronic
means.
2.0 DISTRIBUTION
All Board and Committee agendas and other District information shall be
distributed to the Board of Directors via electronic means instead of
providing paper copies. Notwithstanding the foregoing, Staff may, from
time to time as it deems necessary, provide paper copies of District
information to Directors and such provision of paper copies shall not affect
the reimbursement of expenses as provided in this policy.
3.0 REIMBURSEMENT
A. A Director is eligible for the reimbursement of expenses associated with
electronic equipment and related items, provided:
1. The Director is an elected official of the District with more than two (2)
months remaining in his/her current term of office; and
2. The Director has submitted a complete "Communications
Reimbursement" form (Exhibit A) in accordance with Section 4.0
below.
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B. The District shall provide reimbursement, up to $1,000 every four (4) years
for the cost of electronic equipment and related items of the Director's
choosing plus a monthly allowance of $25 for a data plan relating to
email/internet access, etc., as applicable. Reimbursement shall include,
but not be limited to Tablet PCs, laptop computers, printers, paper and ink,
Tablet PC/Laptop covers or cases, protective screen wraps, extended
warranties, and downloadable applications ("apps") specific to the
conducting of District business, such as word processing, spreadsheet or
PDF annotation applications.
C. Expenses that are not reimbursable include, but are not limited to, gift
wrapping, engraving, downloadable applications ("apps") (other than those
used specifically for conducting District business) and additional adaptors.
D. One Hundred percent (100%) of the electronic equipment and approved
itemized expenses reimbursed shall be reported on the Director's Form
W-2 as taxable income. In providing this information, the District is not
offering tax advice. Directors having questions concerning the tax
implications of electronic communications reimbursement benefits are
urged to contact the Internal Revenue Service or other experts in tax law.
4.0 PROCEDURES
A. Reimbursements will be processed when proof of purchase and original
receipts are submitted by the Director along with a complete
"Communications Reimbursement" form (Exhibit A).
B. The electronics equipment and related items for which reimbursement is
provided shall become the property of the Director and all maintenance is
the sole responsibility of the Director.
C. It is the full responsibility of the Director to submit a complete
"Communications Reimbursement" form (Exhibit A) to the District
Secretary within thirty (30) days of purchase of the applicable electronic
equipment and related item, along with proof of purchase and original
receipts.
D. Failure to submit the required complete "Communications
Reimbursement" form (Exhibit A), proof of purchase and original receipts
within the established time frame of thirty (30) days shall result in denial of
the Director's request for reimbursement of the expense.
E. To avoid non-compliance with the Ralph M. Brown Act, Directors are
prohibited from sending and receiving electronically produced messages
during meetings.
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5.0 EXHIBITS
Exhibit A—Communications Reimbursement Form
APPROVED:
70/Z
KeAneth R. Vecchiarelli, General Manager Date
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1010-12-01
Exhibit A
Yorba Linda
Water District
COMMUNICATIONS REIMBURSEMENT FORM
This Form is pursuant to Resolution 12-10
Name Date
(Last) (First)
Address
(Street) (City) (zip)
The purpose of this form is to itemize electronic equipment and related items purchased and to
provide proof of purchase and original receipts for the reimbursement of Director-incurred
expenses to obtain electronic equipment and related items that permit a Director to receive,
access and print out Board and Committee agendas and other District information distributed to
the Board of Directors via electronic means.
One Hundred percent (100%) of the approved itemized expenses reimbursed shall be reported
on the Director's Form W-2 as taxable income.
Date Description Amount
Total Expenses: $ -
Less Paid by YLWD:
Total Reimbursement Amount: $ -
agree that all expenses submitted on this form are for Yorba Linda Water District purposes only. I
agree that it is my responsibility to provide proof of purchase and original receipts along with this
complete "Communications Reimbursement" form to the District Secretary within thirty (30) days
of purchase.
Signature: Date:
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