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HomeMy WebLinkAbout74-076a WHEI~EAS, it is desirable that the policy of ~he Board of Supervisors of the Covnty of Butte in reZation to ~ravel by county officers and employees on county business be revised~ NOW~ THEREFORE, BE IT RESOLVED by the Board of Supervisors of the Coun.ty of Butte, State of Cal.ifornia, that unless otherwise provided by law or agreement, the policy o~' said Board concerning travel upon co~n.ty business by county officers and employees shall be governed by the follokFing rules and reguZations: 1. Authorit.y for travel. Department heads may travel on their own authority within the County ~~henever it is necessary to transact county business and they may authorize any employee ~o perform such travel. On travel outside ~he County where no over- night lodging is required~ department heads may travel on t~eir own authority or authorize travel by an employee. Where travel involves overnight lodging a department head s~all send a travel request forzn to the Administrative Office for approval. When a~rip has been completed the department head sha11 submit a report o~ th.e meeting to the Administrative Officer explain- ing what took place a~ ~he meeting which will benefit the county. Upon receip~ of ttne traveJ: report the Administrative Office shall send a copy of ~he approved travel request form to ~.he Auditor- Controller as authorizata.on for payment of' travel expenses. 2. Method o~ ~ravel. County cars sha11 be used whenever possible and to the ex~ent available for travel within ~he County. Each person who uses a privately owned vehicZe on Cotan.ty business shall. file an affidavit cert~.fying that there is liability insurance RESOLUTION REGAF3DING '~TT3AVEL AND ~XP.~NS~S FOR COUNTY OF~'IC~RS .AND EMPLOXEES in effec~ in ~he stun of no~ less than $15,000 for bodily injury to one person, $30,000 for bodily injury to two or more persons and '";~5,000 for property damage. Such affidavits shall be on file with the Auditor. For travel outside the County, if the destination is ~under 400 miles, ~ravel may be performed by public carrier, by cou.nty car, or by private car if a county car is not available. If the destination is over 400 miles~ travel shall normally be performed by public carrier. Exceptions may occur when schedules make this impractical~ where more than one person is traveling to the same destination, or where law enforcement officers and pro- bation officers are transporting persons in custody. Department heads may requisition travel by public carrier ~o the Purchasing Office. 3. Expenses within county. Any officer or employee wno attends a breakfast, lunch or dinner meeting within the coun~y where he is a participan~ in ~he meeting or where it is important to the county's benefit that he attend may be reimbursed for his meal expense. Any officer or employee may be reimbursed for his meal expense and the meal expense of another person or persons who are guests on accasions when an invitatyon to a meal is important to the interest o~ the co~nty or when a meal is provided because of services to the county. A11 such expenses must be sub-- mitted to the County Adminis~rative Officer for review and approval before payment ~y Auditor-Controller. Nothing in this paragraph sha11 be construed as authorizing the holding of staff breakfast, lunch or dinner meetings by department heads. ~. Expens~s outside countv. Departmen~ heads and employees traveling outside the county on county business sha11 be allowed actual and ~ecessary expenses such as baggage, parking~ te~ephone ca11s made to transact county buszness and convention fees. Where a department head or employee whose destination is 2. over 400 miles wants to travel in his private car for his personal convenience~ the Admznistrative Officer may provide that reimburse- ment be based on equiva~ent air coach fare. Recezpts for lodging and any o~her expenses where a receipt is available shall be attached to the claim for travel reimbursement. Reimbursement of trans- por~ation expense shall include federal tax. It sha11 be the policy of the Board of Supervisors to res~rict the attendance of ineetings to one person ~rom a department;' howevers in ~he event a department head desires to deviate from th~s policy and send more than one person from his department~ such reques~ sha11 be accompanied by a letter of justification to ~he County Administrative Officer which will then be submitted to the Board of Supervisors for determination, 5. Reimbursement for expenses. Any officer or employee who has receive~ authorization to use his private car on county business shall be paid at the rate of sixteen (16) cents per mile for the first 200 miles driven each month, fourteen (i4) cen~s per, miles for the next 3~0 miZes and 10 cen~s per mile thereafter, unless otherwise provided by law or agreement, for travel actually performed in the service of ~he county. Mileage reimbursement ra~es shall automa~ically be increased or decreased by one-half cent per mile upon the verification that the av~rage price per gal~on for regular gasol~ne changes 5 cents from the base rate of 58 cents per gallon. The average price of regular gasoline shall be that price currently posted by a significant sample of major gasoline distributors within ~he County. The sample sha11 be collected quarterly. Any adjust- men~s shall be made at the beginning of the fiscal quaxter. Department heads are responsib~e for controlling abuse to the program. Depar~ment heads shou~d see ta it that ~he vehic~e used by the employee is appropriate (no motorcycles or ~otorbikes) for use on county business. 3• 6. Boards, commxssions~ and committees. This resolution shall apply to mem~ers of the following boards, commissions, and committees appointed by the Board of Supervisors pursuant to California Government Code~ Section 31000.1: a. Planning Commission , b. Assessment Appeals Board c. Charter Study Committee d. Fish and Game Commission e. Mental Tiealth Advisory Board f. Manpower Planning Council g. Air Pollution Control District Hearing Board ']. This resolution sha11 supersede that resolution entit].ed. "Reso3.ution No. 73-138 Resolution Regarding Trave~ and Expenses of County Officers and Employees" heretof'ore adop~ed on the 14th day o#' August~ 1973 and "Resolution 73-~73 Resolution .Amending Resolu~ion' 73-~3$ A Resolution Regarding Travel and Expenses for County Officers and Employees" heretofore adopted on the 16th day of October ~973 and "Resolution '73-185 Resolution Amending Resolution 73--138 Aegarding Travel and ~xpenses for County 0#'ficers and ~mployees" heretofore adopted on the 20th day of November t9'73 and "Resolution '73-~97 Resolution Amending Aesolution 73-~38, A Resol~tion Regarding Travel and Expenses for County Officers and Emplayees" heretofore adopted on the 1~lth day of December, 1g73, provided h.owever this resolution shall n,ot become effective until the 1st day of J'uly, 1g7~. PASSED AND ADOPTED by the Butte County Board of Supervisors ~his 28~~. day of May~ 197~+, by the following vote: AYES: Supervisars Cameron, Gilman, Ladd, McKil~.op and Chai.rman Madigan NOEB: None ABSENT: None NOT VOTING: None ~ ~ J CK MAD GAN~ Chairm of the Board f Supervisors A.~TEST: CLARK A. NELSON~ County Clerk and ex-off'cio Cl.erk of the Board By (`~~~~2 -~+ r~%~- 4.