HomeMy WebLinkAboutResolution 2021 (27) Resolution No. 27 (2021)
ST. R�.J►9, �'w '° �..1NTY RESOLUTION UPDATING COUNTY BOARD COMPENSATION, PER
102
66� DIEM, MILEAGE AND EXPENSE REIMBURSEMENT POLICY
COVER MEMO
TO: County Board of Supervisors
FROM: Ken Witt, County Administrator
DATE: June 1, 2021
AGENDA ITEM: Resolution Updating County Board Compensation, Per Diem, Mileage and
Expense Reimbursement Policy
BACKGROUND INFORMATION
Updating the reimbursement policies for updated language and rules for more consistency with
County employee policies. Change mileage from specific rate each year, to referencing the IRS rate.
Changed meal reimbursement to per diem format. Lastly, updated hotel reimbursement from set
State rate to the rate at the conference hotel.All of these changes mirror current employee policies.
Resolution No. 27 (2021)
ST. R�.J►9, �'w '° �..1NTY RESOLUTION UPDATING COUNTY BOARD COMPENSATION, PER
102
66� DIEM, MILEAGE AND EXPENSE REIMBURSEMENT POLICY
1 WHEREAS, the St. Croix County Board maintains a policy establishing the rules for
2 reimbursement of expenses for members of the St. Croix County Board, originally adopted in
3 1992 with Resolution 8 (1992); and
4
5 WHEREAS, the St. Croix County Board Compensation, Per Diem, Mileage and
6 Reimbursement Policy has been amended every few years to update mileage rate and terms.
7
8 NOW, THEREFORE, BE IT RESOLVED by the St. Croix County Board of
9 Supervisors that the St. Croix County Compensation, Per Diem, Mileage and Expense
10 Reimbursement Policy be amended to read as follows:
11
12 A. PURPOSE
13 Officers of the County Board are entitled to a monthly salary. Supervisors and Citizen Members are
14 entitled to per diem, mileage and expense reimbursement for attendance at any board, committee,
15 subunit or other governmental body as assigned pursuant to the St. Croix County Rules and Bylaws
16 of the Board of Supervisors.
17
18 B. SALARY- OFFICERS
19 1. Chair - $750.00 per month plus per diem, mileage and expense reimbursement
20 2. Vice-Chair- $300.00 per month plus per diem, mileage and expense reimbursement
21
22 C. PER DIEM - SUPERVISORS & CITIZEN MEMBERS
23 1. First meeting of the day $75
24 2. Each additional meeting in same day $25
25 3. Additional compensation for chairing meeting $25
26
27 D. MILEAGE- IRS mileage rate in effect on the travel date.
28
29 E. EXPENSE REIMBURSEMENT
30 1. Meals
31 a. Out of County meals only.
32 b. Daily per diem for meals, minus any covered meals $40.00 per day.
33 1) AM Meal $ 8.00
34 2) Noon Meal $12.00
35 3) Evening Meal $20.00
36 Total $40.00
37 c. Meals are per diem and receipts are not required.
38 2. Hotel
39 a. Maximum reimbursement rate will be the rate for the conference hotel.
40 d. A tax-exempt form should be completed for proof of sales tax exemption.
41
42 F. PAYMENT
43 1. Per diems and mileage for Standing Committee, County Board and subcommittee
44 meeting attendance shall be paid from attendance sheets submitted by the Committee
45 Chair to the County Clerk.
46 2. Per diems, mileage and expense reimbursement for other meetings or events shall be
47 paid from a voucher submitted to the County Clerk no more than once a month by each
48 Supervisor.
49 3. Vouchers submitted more than 90 days after the other meeting or event date will not be
50 paid.
51
52 G. OTHER PROVISIONS AND EXCEPTIONS
53 1. In the event a Standing Committee or Subcommittee meeting is canceled due to lack of
54 a quorum at the meeting's scheduled date and time, Supervisors physically present will
55 only receive mileage.
56 2. To receive compensation a Supervisor must have authorization to attend other meetings
57 or functions within the County by the County Board Chair or by the Chair of the
58 Supervisor's Standing Committee.
59 3. One, but not more than two Supervisors can be authorized to attend another standing
60 committee meeting.
61 4. A Supervisor who is a member or an officer of a state or other organization that is
62 related to County business is entitled to receive a per diem.
63 5. A Supervisor is entitled to receive a per diem for travel days provided the Supervisor
64 obtains the approval of the County Board Chair or the Chair of the Standing
65 Committee. If approval is given by the Standing Committee Chair, the County Board
66 Chair shall be notified by the Standing Committee Chair.
67 6. Staff committee members are not entitled to receive per diems for meetings attended.
68 Staff committee members may be eligible for mileage and expense reimbursement
69 pursuant to the Human Resources Handbook.
Legal—Fiscal—Administrative Approvals:
Legal Note:
Fiscal Impact: This change in policy will have minimal financial impacts to the overall budget.
JA A)4- 41—Z �-!9L� jo,
Corporation CofinW0/2021 as Wr n, inance DW r 5/10/2021
K mint 5/7 W2021
05/18/21 Administration Committee RECOMMENDED
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RESULT: RECOMMENDED [UNANIMOUS]
MOVER: William Peavey, Supervisor
SECONDER: Scottie Ard, Vice Chair
AYES: Long, Koch, Ard, Peterson, Peavey
Vote Confirmation.
66b Long AdminisVant n,C6 5/19/2021
SL Croix County Board of Supervisors Action:
Roll Call -Vote Requirement— Majority of Supervisors Present
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ..........
RESULT: ADOPTED [UNANIMOUS]
MOVER: Bob Long, Supervisor
SECONDER: William Peavey, Vice Chair
AYES: Schachtner, Anderson, Long, Leaf, Koch, Hall, Berning, Ottino, Feidler, Ostness,
Counter, Hansen, Ard, Tellijohn, Peterson, Anderson, Achterhof, Tomtschik,
Peavey
This Resolution was Adopted by the St. Croix County Board of Supervisors on June 1, 2021
Cindy Campbell, County Clerk