Agenda 11/18/2008 Item #10G
Agenda Item No. 10G
November 18, 2008
Page 1 of 6
EXECUTIVE SUMMARY
Recommendation that the Board of County Commissioners approves the
attached resolution and a procedure allowing for reimbursement of fuel mileage
expenses in excess of 20 miles round trip for Advisory Board members.
OBJECTIVE: To create the authority and procedure to reimburse Advisory Board members for
fuel mileage expenses in accordance with the direction provided by the Board of County
Commissioners.
CONSIDERATIONS: The Board of County Commissioners at its October 14, 2008 meeting
(Item #10F) directed staff to take the appropriate steps necessary to establish a process and
procedure to reimburse Advisory Board members for mileage traveled in excess of 20 miles to
attend regularly scheduled meetings.
To that end, the attached Budget Amendment was prepared with the assistance of OMB staff,
the attached Resolution was prepared by the County Attorney's Office, and the procedure that
follows was developed by staff for consideration and approval.
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Procedure: Advisory Board members wishing to request reimbursement for mileage in
accordance with BCC direction will complete a form such as the sample provided to record
actual mileage incurred. At the last Advisory Board meeting before July 31" of each year, they
will submit these forms to the Advisory Board liaison. The liaison will immediately submit them
to the Board of County Commissioners' Office for verification and processing. Forms must be
filled out completely and legibly and must be signed by the Advisory Board member in order to
be processed.
Approximately 135 current Advisory Board members will be eligible for reimbursement under
this program. Reimbursement amounts will range from a low of approximately $7.00 to a high
of approximately $760,00 with the average reimbursement being $68. Actual mileage rates will
be dictated by the Federal guidelines.
FISCAL IMPACT: The cost of this program is estimated at $15,000 per year. To ensure
sufficient time to process payments within the appropriate fiscal year, the reimbursement
process must begin no later than September 1" of each year. The first year of this program will
result in payment for only 10 months, therefore a Budget Amendment in the amount of $12,500
has been prepared to place the funding in the FY09 budget of the Board of County
Commissioners.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with
acting on this Executive Summary.
LEGAL CONSIDERATIONS: The proposed Resolution was prepared by the County AttDrney
and is legally sufficient for Board action. - JAK
RECOMMENDATIONS: That the Board of County Commissioners approves and signs the
attached Resolution and Budget Amendment and authorizes staff to enact the procedures
necessary to verify and process reimbursement requests.
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PREPARED BY: Len Golden Price, Administrative Services Administrator
Agenda Item No. 10G
November 18, 2008
Page 2 of6
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Agenda Item No. 10G
November 18, 2008
Page 3 of 6
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
Item Summary:
10G
Recommendation that the Board of County Commissioners approves the attached resolution
and a procedure allowing for reimbursement of fuel mileage expenses in excess of 20 miles
round trip for Advisory Board Members. (Len Price, Administrative Services Administrator)
Meeting Date:
11/18/2008 900:00 AM
Approved By
Len Golden Price
Administrative Services Administrator
Date
Administrative Services
Administrative Services Admin.
11/3/20085:16 PM
Approved By
OMS Coordinator
Applications Analyst
Date
Administrative Services
Information Technology
11/4/200810:09 AM
Approved By
Jeff Klatzkow
Assistant County Attorney
Date
County Attorney
County Attorney Office
11/4/20082:43 PM
Approved By
Randy Greenwald
Management/Budget Analyst
Date
County Manager's Office
Office of Management & Budget
11/4/20082:48 PM
Approved By
James V. Mudd
County Manager
Date
Board of County
Commissioners
County Manager's Office
11/4/20083:27 PM
file://C:\AgendaTest\Export\116-November%20 18,%202008\ 1 0.%20COUNTY%20MAN...
\1/12/2008
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Agenda Item No. 10G
November 18, 2008
Page 4 of6
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
ADVISORY BOARD MEMBER - MILEAGE REIMBURSEMENT REQUEST FORM
Date:
Meeting Starting Ending Total Less 1-t Reimbursable Reimbursement TOTAL
Date Mileage Mileage Mileage 20 Miles Mileage Rate
- 20 $
- 20 $
- 20 $
- 20 $
- 20 $
- 20 $
- 20 $
- 20 $
- 20 $
- 20 $
- 20 $
- 20 $
- 20 $
- 20 $
- 20 $
- 20 $
TOTAL REIMBURSEMENT REQUEST $
Name of Advisory Board
Fund No.:
Cost Center:
Signature of Member
Commitment Item:
Name of Member (Please Print)
Address of Member
City, State, Zip Code
Signature of Advisory Board Liaison
Agenda Item NO.1 OG
November 18, 2008
Page 5 of 6
RESOLUTION NO. 2008-_
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
COLLIER COUNTY, FLORIDA, REPLACING AND SUPERSEDING
RESOLUTION NO. 93-224, IN ORDER TO ESTABLISH A POLICY
RELATING TO ALL COLLIER COUNTY ADVISORY BOARDS, wmCH
PERMITS REIMBURSEMENT OF TRAVEL EXPENSES FOR
ADVISORY BOARD MEMBERS WHO MUST TRAVEL IN EXCESS OF
20 MILES ROUNDTRIP TO ATTEND MEETINGS.
WHEREAS, on October 23, 2001, the Board of County Commissioners repealed
Ordinance No. 86-41, as amended, in its entirety, and adopted Ordinance No. 01-55, which now
governs the creation and review of Collier County Boards and provides a policy declaration; and
WHEREAS, both Ordinance 86-41 and the superseding Ordinance No. 01-55, as
amended, defme a "board" to include every agency, advisory board, regulatory board, quasi-
judicial board, committee, task force or any other group created and funded in whole or in part by
the Board of County Commissioners; and
WHEREAS, on June 1, 1993, the Board of County Commissioners through adoption of
Resolution No. 93-224, established a policy of non-reimbursement for any in-County travel
expenses incurred by board members defined by then-current Ordinance No. 86-41, as amended;
and
WHEREAS, Ordinance No. 01-55, as amended, is silent as it relates to reimbursement for
in-County travel expenses incurred by members of the boards defined therein; and
WHEREAS; in light of recent, dramatic increases in fuel prices, the Board of County
Commissioners desires to revise its policy of non-reimbursement for travel expenses to avoid
placing undue hardships on advisory board members who must travel in excess of 20 miles
roundtrip to attend their board meetings.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY, FLORIDA, that:
1. The Board of County Commissioners hereby establishes a policy which provides for
reimbursement of mileage expenses incurred by advisory board members who must travel
in excess of 20 miles roundtrip to attend their advisory board meetings.
2. The Board of County Commissioners shall from time to time review and approve the
process and funding source for administering this policy.
3. This Resolution shall supersede and replace Resolution No. 93-224.
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Agenda Item No.1 OG
November 18, 2008
Page 6 of 6
TIllS RESOLUTION ADOPTED after motion, second and majority vote favoring same,
this _ day of November, 2008.
ATTEST:
DWIGHT E. BROCK, CLERK
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
By:
, Deputy Clerk
By:
TOM HENNING, CHAIRMAN
A roved as to form
and egal ciency:
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