PROPOSAL:

Amend Section 111 of the Administrative Code Regarding District Board Members’ Expenses

SYNOPSIS:

This action is to provide that the Board Chairman may approve travel already taken when, through oversight or in the event of unanticipated travel, a Board member inadvertently does not obtain advance approval.

COMMITTEE:

The Administrative Committee approved this proposal in concept at its
November 21, 1997 meeting; however, the Committee has not reviewed the attached language.

RECOMMENDED ACTION:

Amend Section 111 of the Administrative Code in accordance with the attached.

Barry Wallerstein, D.Env.
Acting Executive Officer

Background

In June, 1993, the Governing Board amended Section 111 of the District’s Administrative Code to provide, among other things, that advance Board approval or advance written approval of the Chairman is required for travel outside the geographic boundaries of the AQMD. At the Administrative Committee meeting on November 21, 1997 it was pointed out that this policy does not provide sufficient flexibility in the event a Board member, through oversight or due to the need to undertake unanticipated travel, inadvertently does not obtain the required approval in advance of the travel. The Committee asked staff to prepare amendments to Section 111 for Board consideration to address this matter.

Proposal

Amend Section 111 of the Administrative Code to provide that, effective as of FY 1997-98, the Board Chairman may approve travel already taken. In addition, other Board members have suggested that the overall policy be reviewed for possible up-dating. Therefore, staff proposes to solicit Board member input on suggested additional revisions to this Section of the Administrative Code and will return to the Administrative Committee and the Board in early 1998 with recommendations.

Fiscal Impacts

None.

Attachment

Administrative Code Section 111 showing proposed revisions.

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Section 111 - District Board Members’ Expenses

District Board members, when on business for the District, shall be compensated and/or reimbursed for expenses as follows:

a. For each meeting of the District Board or a committee of the Board to which the member is appointed, $100 per day or portion thereof shall be paid. Committee meetings attended in person or via teleconferencing qualify a Board member for the compensation. The following shall also qualify a Board member for compensation:

1. Scheduled meetings with the Executive Officer or District staff.

2. Formally structured, official tours of facilities having permits with the District.

3. Meetings within the South Coast Air Quality Management District of air quality-related groups which last two hours or more.

4. Participation in radio, television, newspaper, or other mass media primarily concerning District air quality issues. This participation must require at least one hour of the Board member’s time. This one hour can include research and preparation time.

5. 5 Presentation of an air-quality related speech to a group of ten or more individuals.

b. When conducting all other official business of the District not referenced in (a) above, a Board member must obtain advance approval by the District Board or advance written approval by its Chair in order to qualify for the $100-per-day compensation. In the interests of equity, compensation may be approved by the District Board or by the Chair if, through oversight or in the event of unanticipated travel, a Board member does not obtain advance approval. Such approval by the Chair shall be reported to the next regular meeting of the Governing Board as part of the monthly travel report. Examples of official business for which approval is required include, but are not limited to:

1. Meetings taking place outside of the geographical limits of the four counties which make up the District.

2. The travel day immediately preceding and immediately following the meetings specified in (b)(1) above.

c. Actual and necessary expenses incurred in the performance of official duties, as established in Section 120 of the Administrative Code.

d. Mileage at the rates specified in Section 110 of the Administrative Code.

e. Actual and necessary expenses associated with trips taken outside of the geographical limits of the four counties which make up the District while on official business of the District, when such trips are requested or approved in advance by action of the District Board or are approved in advance in writing by its Chair. In the interests of equity, expenses may be approved by the District Board or by the Chair if, through oversight or in the event of unanticipated travel, a Board member does not obtain advance approval. Such approval by the Chair shall be reported to the next regular meeting of the Governing Board as part of the monthly travel report.

f. Rules for Board member expense limits and claims shall follow the procedure described in Section 120 of this Code, except that meal expenses will be allowed within District boundaries. Lodging that exceeds the limits described in Section 120 of this Code will only be reimbursed up to the government rate, or if not available, up to the corporate rate, or if neither a government or corporate rate is available, the actual rate.

In addition, if on the convention/conference rate for the event the Board member is attending is available at the convention/conference hotel and such rate is greater than government or corporate rate, the convention/conference rate is reimbursable.

If a rate greater than that permitted or authorized elsewhere in this Section is the only rate available, or if there are overriding reasons why the mission of the District cannot be accomplished at the rates permitted or authorized elsewhere in this Section, such rate may be approved by the Chairman of the Board upon written justification submitted by the requesting Board member in advance of the proposed travel. (The district’s Travel Request and Authorization form contains a section for justification and may be used to comply with this requirement.)

Any upgrades or costs which exceed those allowed by this paragraph are the sole responsibility of the Board member.

g. Total payments to a single Board member under (a) and (b) above shall not exceed $1,000 per month.

h. Prior to reimbursement for travel expenses, a formal written report must be submitted to the Executive Officer. This report must include:

1. A detailed trip itinerary;

2. Copy of District Travel Request and Authorization form approved by the Board Chair;

3. Full justification for expenses incurred, including receipts when appropriate;

4. An assessment of the benefit to the District derived from trip.

i. All air travel, lodging, and car rental expense should be made through the travel agency specified by the Executive Officer unless the Board member can obtain an equal or lower rate through a different agency. In the latter case, a statement of the Board member that the rate obtained was equal to or lower than that available through the District-designated travel agency must be included on the Travel Request and Authorization form or the Expense Claim form. Any upgrades or costs which exceed those allowed by this paragraph are the sole responsibility of the Board member.

j. This policy is effective December 12, 1997 and may be applied retroactively forevents occurring within Fiscal Year 1997-98.

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