Page 38 - Yucaipa Valley Water District - Board Workshop

Workshop Memorandum 18-244

Date: October 30, 2018

From: Joseph Zoba, General Manager

Subject: Consideration of Approving Anticipated Reimbursable Expenses for Board Member
Participation at the Association of California Water Agencies Conference

On August 3, 2016, the Board of Directors approved Resolution No. 2016-21 which updated the
policy for reimbursement of actual and necessary expenses for the Board of Directors. Section 2
and Section 3 of Resolution No. 2016-21 are pertinent to receive reimbursement for expenses
incurred by board members.

2. Reimbursable Expenses of Board Members. As authorized by Government
Code, Section 53232.2 the following actual and necessary expenses
incurred by Board members in the performance of their official duties shall
be reimbursed by the District:
(a) Mileage at the rate established by the Internal Revenue Service to
and from all Meetings as defined by the District’s Ordinance No. 53-
2007 and this Resolution;
(b) Travel and lodging expenses that have been approved by the Board
of Directors prior to the date the meeting, seminar, or event.
(c) Meal expenses incurred by a board member in attending such
meetings with detailed receipts;
(d) Lodging costs, in connection with a conference or organized
educational activity conducted in compliance with the Brown Act,
including but not limited to the ethics training in Section 4 below, shall
not exceed the maximum group rate published by the conference or
activity sponsor or if no group rate is provided then the lodging cost
shall not exceed the government and group rates offered by a
provider of transportation or lodging services for travel and lodging
when available.

3. Expense Report Requirements. The District shall provide written expense
report forms to be filed by the District’s Board members for reimbursement
of actual and necessary expenses incurred on behalf of the District in
performance of official duties. Such filings shall include all receipts for such
expenses. Reimbursable expenses to be reported shall include, but not be
limited to, mileage, meals, lodging, and other travel-related expenses. All
such expense reports shall constitute public records under the California
Public Records Act. The District Board member shall provide brief oral
reports on meetings attended at the expense of the District at the next
regular meeting of the District’s Board of Directors.

The Association of California Water Agencies 2018 Fall Conference will be in San Diego from
November 27 to November 30.

Yucaipa Valley Water District - October 30, 2018 - Page 35 of 56