Agenda 10/14/2008 Item #10FAgenda Item Rio. 10F
October 14, 2008
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EXECUTIVE SUMMARY
Recommendation that the Board of County Commissioners provides guidance to
staff on whether to pursue a policy for reimbursement of mileage expenses to
Advisory Board Members and, if so, provides further direction as to the
parameters and conditions for said reimbursement.
OBJECTIVE: To have the Board of County Commissioners ( "Board ") provide guidance to staff
on whether to pursue a policy for reimbursement of mileage expenses to Advisory Board
Members and, if so, for the Board to provide further direction as to the parameters and
conditions for said reimbursement.
CONSIDERATIONS: The Board of County Commissioners has established a number of
advisory boards and commissions to provide input, insight, and technical advice that assist them
in the performance of their duties. These advisors provide diverse perspective and valuable
service to the Board assisting them in making sound and informed decisions to better serve
their constituents. Advisory boards and commissions are created by Resolution and members,
who are appointed by the Board of County Commissioners, serve without compensation. Over
350 individuals from all areas of the county currently serve on advisory boards and
commissions. Because of increasing fuel prices, the Board directed staff to review options for
potential reimbursement of the cost of attending advisory board and commission meetings.
Staff reviewed travel distances for current advisory board members and determined the
following:
• The average round trip distance per meeting is approximately 20 miles
• The median round trip distance per meeting is approximately 15 miles
• Approximately 20% (70) members travel between 20 and 30 miles round trip
• Approximately 10% (35) members travel between 30 and 40 miles round trip
• Approximately 3% (10) members travel between 40 and 50 miles round trip
• Approximately 5% (16) members travel over 50 miles round trip
Advisory board members fall into two groups — those who represent the general public (95 %)
and volunteer their time and those who represent their employers (5 %) on paid time
(government agencies, environmental groups, business /industry groups, etc).
In evaluating development of a policy for reimbursement, several elements should be
considered such as eligibility factors, reimbursement parameters, reimbursement rates, and
disbursement methods. Some options for each follow.
Eligibility factors:
• All members
• All members who do not represent their employers
• All members traveling greater than BCC determined number of miles round trip per
meeting
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Agenda Item No. 10P
October 14, 2008
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Reimbursement parameters:
• All miles traveled
• All miles traveled over a BCC determined number of miles
Reimbursement rates:
• Federal mileage rate (currently $.585)
• A rate less than the federal mileage rate, to be determined by the BCC
• An annual stipend for all members, or for all members traveling over a BCC specified
number of miles (per meeting actually attended or annually)
Reimbursement methods:
• Annually on the anniversary of appointment
• Annually during the first month of the budget year (pro -rated based on appointment date
if less than a full year has been served)
• Annually upon request of the advisory board member
FISCAL IMPACT: No budget has been established for this program. The cost will vary based
upon the criteria for implementation ranging from a high of approximately $50,000 annually to
cover all miles traveled for all advisory board members at the federal mileage rate to less than
$2,000 for a $100 annual stipend to those traveling greater than 50 miles round trip per meeting.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with
this Executive Summary.
�-- LEGAL CONSIDERATIONS: No legal issues are raised by this Executive Summary. The
County Attorney will work with staff to implement Board direction on this matter. - JAK
RECOMMENDATIONS: That the Board of County Commissioners provides guidance to staff
on whether to pursue a policy for reimbursement of mileage expenses to Advisory Board
Members and, if so, provides further direction as to the parameters and conditions for said
reimbursement.
PREPARED BY: Len Golden Price, Administrator, Administrative Services Division
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Agenda Item No. 1 O
October 14, 2003
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COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number: 10F
Item Summary: Recommendation that the Board of County Commissioners provides guidance to staff on
whether to pursue a policy for reimbursement of mileage expenses to Advisory Board
Members and, if so, provides further direction as to the parameters and conditions for said
reimbursement. (Len Price, Administrative Services Administrator)
Meeting Date: 10/14/2008 9:00:00 AM
Approved By
Len Golden Price Administrative Services Administrator Date
Administrative Services Administrative Services Admin. 10/612008 3:29 PM
Approved By
OMB Coordinator OMB Coordinator Cate
County Manager's Office Office of Management & Budget 10/6/2008 4:12 PM
Approved By
Randy Greenwald
Management /Budget Analyst
Bate
County Manager's Office
Office of Management & Budget
10/6/2008 4 :24 PM
Approved By
James V. Mudd
County Manager
Date
Board of County
County Manager's Office
1 €61612006 7:07 PM
Commissioners
file: / /C:AAgendaTest \Export\114- October% 2014,% 202008 \10. %2000UNTY %20MANAG... 10!8/2008