Loading...
HomeMy WebLinkAboutResolution 2023 (22) Resolution No. 22 (2023) RESOLUTION UPDATING COUNTY BOARD COMPENSATION, PER DIEM, MILEAGE AND EXPENSE REIMBURSEMENT POLICY COVER MEMO TO: County Board of Supervisors FROM: Ken Witt, County Administrator Heather Amos, Corporation Counsel, Office of Corporation Counsel DATE: August 1, 2023 AGENDA ITEM: Resolution Updating County Board Compensation, Per Diem, Mileage and Expense Reimbursement Policy ______________________________________________________________________________ BACKGROUND INFORMATION On June 6, 2023, the St. Croix County Personnel Policies and Procedure Handbook was updated by Resolution 20 (2023) increasing meal reimbursement per diem rates. In order to be consistent with the Handbook, it is recommended that the County update Section E. Expense Reimbursement of the Compensation, Per Diem, Mileage and Expense Reimbursement Policy and update the name of the Personnel Policies and Procedure Handbook in Section G.6. Both of these changes mirror current employee policies. Resolution No. 22 (2023) RESOLUTION UPDATING COUNTY BOARD COMPENSATION, PER DIEM, MILEAGE AND EXPENSE REIMBURSEMENT POLICY WHEREAS, the St. Croix County Board maintains a policy establishing the rules for 1 reimbursement of expenses for members of the St. Croix County Board, originally adopted in 2 1992 by Resolution 8 (1992); and 3 4 WHEREAS, on June 6, 2023, the St. Croix County Board of Supervisors approved 5 Resolution 20 (2023) increasing meal reimbursement per diem rates in the St. Croix County 6 Personnel Policies and Procedure Handbook; and 7 8 WHEREAS, to stay consistent with the Personnel Policies and Procedure Handbook the 9 Compensation, Per Diem, Mileage and Expense Reimbursement Policy the Administration 10 Committee recommends approval of the updates to the St. Croix County Board of Supervisors. 11 12 NOW, THEREFORE, BE IT RESOLVED by the St. Croix County Board of 13 Supervisors that the St. Croix County Compensation, Per Diem, Mileage and Expense 14 Reimbursement Policy be amended as attached. 15 Legal – Fiscal – Administrative Approvals: Legal Note: Fiscal Impact: This change in policy will have minimal financial impacts to the overall budget. 06/20/23 Administration Committee RECOMMENDED RESULT: RECOMMENDED [UNANIMOUS] MOVER: Bob Feidler, Supervisor SECONDER: Bob Long, Supervisor AYES: Long, Koch, Berning, Feidler, Counter Vote Confirmation. St. Croix County Board of Supervisors Action: Roll Call - Vote Requirement – Majority of Supervisors Present RESULT: ADOPTED [UNANIMOUS] MOVER: Shawn Anderson, Supervisor SECONDER: Dave Ostness, Supervisor AYES: Lind, Anderson, Long, Leaf, Adams, Berning, Ottino, Feidler, Ostness, Counter, Sherley, Tellijohn, Carlson, Barcalow, Swanepoel, VanSomeren, Ramberg EXCUSED: Carah Koch, Daniel Hansen This Resolution was Adopted by the St. Croix County Board of Supervisors on August 1, 2023 Christine Hines, County Clerk 1 COMPENSATION, PER DIEM, MILEAGE AND EXPENSE REIMBURSEMENT EFFECTIVE 03-10-1992/RES 8(92) REVIEW Administration Committee REVISED 10-17-1995/RES 28(95) 08-18-1998/RES 11(98) 10-27-1998/RES 20(98) 10-26-1999/RES 21(99) 12-16-2003/RES 52(2003) 03-21-2006/RES 12(2006) 05-20-2008/RES 20(2008) 10-20-2009/RES 37(2009) 06-16-2010/RES 21(2010) 10-06-2015/RES 36(2015) 01-01-2016/IRS Mileage Rate 04-19-2016/Salary & Per Diem 01-01-2017/IRS Mileage Rate 01-01-2018/IRS Mileage Rate 01-01-2019/IRS Mileage Rate 01-01-2020/IRS Mileage Rate 01-01-2021/IRS Mileage Rate 06-01-2021/RES 27(2021) APPROVAL County Board A. PURPOSE Officers of the County Board are entitled to a monthly salary. Supervisors and Citizen Members are entitled to per diem, mileage and expense reimbursement for attendance at any board, committee, subunit or other governmental body as assigned pursuant to the St. Croix County Rules and Bylaws of the Board of Supervisors. B. SALARY – OFFICERS 1. Chair - $750.00 per month plus per diem, mileage and expense reimbursement 2. Vice-Chair - $300.00 per month plus per diem, mileage and expense reimbursement C. PER DIEM – SUPERVISORS & CITIZEN MEMBERS 1. First meeting of the day $75 2. Each additional meeting in same day $25 2 3. Additional compensation for chairing meeting $25 D. MILEAGE – IRS mileage rate in effect on the travel date. E. EXPENSE REIMBURSEMENT 1. Meals a. Out of County meals only (including tax). b. Daily per diem for meals, minus any covered meals will follow per diem rates set by the St. Croix County Personnel Policies and Procedures Handbook, Expense Reimbursement Policy. $40.00 per day. 1) AM Meal $ 8.00 2) Noon Meal $12.00 3) Evening Meal $20.00 Total $40.00 c. Meals are per diem and receipts are not required. 2. Hotel a. Maximum reimbursement rate will be the rate for the conference hotel. b. A tax-exempt form should be completed for proof of sales tax exemption. F. PAYMENT 1. Per diems and mileage for Standing Committee, County Board and subcommittee meeting attendance shall be paid from attendance sheets submitted by the Committee Chair to the County Clerk. 2. Per diems, mileage and expense reimbursement for other meetings or events shall be paid from a voucher submitted to the County Clerk no more than once a month by each Supervisor. 3. Vouchers submitted more than 90 days after the other meeting or event date will not be paid. G. OTHER PROVISIONS AND EXCEPTIONS 1. In the event a Standing Committee or Subcommittee meeting is canceled due to lack of a quorum at the meeting’s scheduled date and time, Supervisors physically present will only receive mileage. 2. To receive compensation a Supervisor must have authorization to attend other meetings or functions within the County by the County Board Chair or by the Chair of the Supervisor’s Standing Committee. 3. One, but not more than two Supervisors can be authorized to attend another standing committee meeting. 4. A Supervisor who is a member or an officer of a state or other organization that is related to County business is entitled to receive a per diem. 5. A Supervisor is entitled to receive a per diem for travel days provided the Supervisor obtains the approval of the County Board Chair or the Chair of the Standing Committee. If approval is given by the Standing Committee Chair, the County Board Chair shall be notified by the Standing Committee Chair. 3 6. Staff committee members are not entitled to receive per diems for meetings attended. Staff committee members may be eligible for mileage and expense reimbursement pursuant to the Human Resources Handbook St. Croix County Personnel Policies and Procedures Handbook.