HomeMy WebLinkAbout2006-12-12 - Resolution No. 06-12RESOLUTION NO. 06-12
RESOLUTION OF THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
SETTING FORTH THE POLICY OF REIMBURSEMENT
OF EXPENSES INCURRED BY STAFF AND ETHICS TRAINING FOR MANAGEMENT
AND RESCINDING RESOLUTION 93-06
WHEREAS, the Board of Directors of the Yorba Linda Water District have from time to
time reaffirmed the importance of active participation by the District in
conferences, conventions, symposiums and legislative meetings which
relate to the District's mission statement; and,
WHEREAS, the continuing population growth within the boundaries of the District, the
County of Orange, and the State of California, and the entire west as a
region, creates an enormous demand upon the existing scope of services
provided by the District and the essential, efficient implementation
thereof; and,
WHEREAS, in the coming years an increase in activity with regard to local and
regional planning for the scope of services provided by the District is
becoming more evident, and in meeting the responsibility of the District
for continual concern in these areas, the District's participation in such
activities must of necessity increase; and,
NOW THEREFORE BE IT RESOLVED by the Board of Directors of the Yorba Linda
Water District as follows:
Section 1: Resolution No. 93-06 is hereby rescinded effective immediately upon
adoption of this Resolution.
Section 2: It is the policy of the Board that the personnel of the District 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. It is further believed by the Board of Directors that it is important
that full participation in these activities in the coming years be encouraged
so that the best interests of the District will at all time be served.
Attendance at an occurrence not listed herein must be pre-approved 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: $750.00 per round trip.
Lodging: $400 per night.
Meals: $50 per day.
Actual and necessary expenses: $50 per day.
1) Notwithstanding the preceding, when available, Staff must use
government or group rates for transportation and lodging. In
addition, when lodging to be reimbursed is for an organized
educational conference that would qualify for attendance
under the Brown Act, including ethics training, the
reimbursement cannot be more than the group rate published
by the conference assuming it is available at the time the
reservation is made. 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(a)(1), it must be approved by
the General Manager, before it is incurred.
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Section 4: In order to obtain reimbursement for the 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 supervisor
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 shall receive ethics training before
January 1, 2007. Thereafter, ethics training must be received 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.
PASSED AND ADOPTED this 12th day of December, 2006, by the following called vote:
AYES: Armstrong, Beverage, Collett, Mills, Summerfield
NOES: None
ABSENT: None
ABSTAIN: None
President, Ric Collett
Yorba Linda Water District
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Yorba Linda Water Di