HomeMy WebLinkAboutResolutions - 1994.10.27 - 24273REPORT (Misc. #94209) October 13, 1994
BY: General Government Committee, Donald Jensen, Chairperson
RE: MR 94209-Revised General Travel Regulations
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
The General Government Committee, having reviewed the above-
referenced resolution reports with the recommendation that the
resolution be adopted with the following amendments:
1) In the last WHEREAS paragraph-change the effective date to
January 1. 1995.
2) Add-BE IT FURTHER RESOLVED that the aforementioned revisions
to the General Travel Regulations be effective January 1.
1995.
3) Add No. 5. A B and C to the General Travel Regulations, as
attached to this Report.
4) Revise Items 6 and 7 of the Travel Arrangements section of the
General Travel Regulations, as attached to this report.
Chairperson, on behalf of the General Government Committee, I
move acceptance of the foregoing report.
GeneWGovernMentiC mmittee
Addition to General Travel Regulations
5. The following pertains to all county commissioner travel
funded by the county, as well as travel on behalf of all
committees, boards and commissions to which county
commissioners have been appointed by the Board of
Commissioners or Board Chairperson.
A. After attending a conference, seminar, convention, class
and/or workshop sponsored by any organization other than
the Michigan Association of Counties (MAC), the Great
Lakes Region of the National Association of Counties
(NACo), or the NACo Legislative and Annual Conference,
each county commissioner must provide an oral or written
summary report of the information presented at such
meeting(s) to the appropriate standing liaison committee
of the Board of Commissioners. Presentation of such
report shall be a precondition for final reimbursement of
associated travel expenses.
B. A summary of expenses form shall be completed for all
commissioner travel and education and shall be submitted
to the Chairperson of the Board of Commissioners as a
precondition of reimbursement and subsequent travel. This
summary shall include the relevant expenses for each
trip, as well as a year-to-date cumulative total, and
shall be kept on file at the Board of Commissioners'
administrative offices.
C. All travel by county commissioners' outside of the
continental United States shall be prohibited; requests
for exceptions shall be submitted to the Chairperson of
the Board of Commissioners and shall be granted upon
approval of the Finance Committee and the Board of
Commissioners.
Revisions to Items 6 and 7 of the Travel Arrangements Section of
the existing County Travel Regulatioaa
6. Lodging-The traveler is expected to exercise prudent
judgment when arranging lodging and is to obtain the lowest
available single occupant rate. Substantiation of that rate
may be required. Submission of lodging receipts shall be A
precondition for reimburlement. Reimbursable expenses will
bc allowcd at shall not exceed the lowest available single
occupant rate charged at the conference hotel. Should
lodging be shared by more than one County traveler, the
reimbursement will reflect a proportionate amount of the
bill, based on the number of persons occupying the room.
The traveler will not be reimbursed for non-County
personnel, except as required to conduct County business.
7. Meals-
A. When a traveler is entitled to a full day's meal
allowance, the amount expended for any particular meal
is left to the discretion of the traveler. The total
for the day will not exceed the scheduled daily rate.
If the expense for a specific meal does not occur, the
reimbursesment for that meal ohould shall not be
requested. Whenever meals are included in the
registration and/or lodging fees, the traveler shall
not chargc for that particular meal be reimbursed for
such meals unless the traveler is necessarily prevented
from receiving the meal. In this event the traveler
shall submit the appropriate meal receipt(s) for
verification as a precondition of reimbursement. The
cost of alcoholic beverages is not reimbursable.
Bold underlined text = Additions to existing regulations
= Deletions to existing regulations
October 27, 1994
FISCAL REPORT (Misc. #94209)
BY: FINANCE COMMITTEE, JOHN P. McCULLOCH, CHAIRPERSON
IN RE: MANAGEMENT AND BUDGET DEPARTMENT - REVISED GENERAL
TRAVEL REGULATIONS, MISCELLANEOUS RESOLUTION #94209
The Finance Committee has reviewed the above referenced
resolution and the amendments adopted by the General Government
Committee and recommends adoption of the resolution with the
following amendment.
1. Under the "NOW THEREFORE BE IT RESOLVED" paragraph,
item #5 should be labeled #10.
2. Under the "NOW THEREFORE BE IT RESOLVED" paragraph,
item #5b (item #5c under the General Government
Committee report), should be amended to read as
follows:
"All commissioner travel outside of the
Continental United States shall be submitted to
the Chairperson of the Board of Commissioners and
shall be granted upon approval of the Finance
Committee and the Board of Commissioners."
Chairperson, on behalf of the Finance Committee, I move for
acceptance of the forgoing report.
FINANCE COMMITTEE
Miscellaneous Resolution #94209
BY: Charles Palmer, District #16; Larry Crake, District #4; John
McCulloch, District #22; Ruth Johnson, District #1; Sue Ann
Douglas, District #8; Nancy Dingeldey, District #11; John
Garfield, District #9; Shelley Taub, District #12
RE: Management and Budget Department - Revised General Travel
Regulations
To the Oakland County Board of Commissioners
Mr. Chairperson, Ladies and Gentlemen:
WHEREAS, the Board of Commissioners, by MR 92272, modified the
County's General Travel Regulations effective January 1, 1993; and
WHEREAS, further modifications are desirable to ensure that
county business travel by employees is in the best interests of the
citizens of Oakland County; and
WHEREAS these modifications shall become effective on July 15,
1994.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners authorizes amending the Oakland County Accounting
Procedures for Travel Regulations by adding items 5 and 6 to the
General Travel Regulations section, to read as follows:
5. The following pertains to all county commissioner travel,
including travel on behalf of all committees, boards and
commissioners to which county commissioners have been
appointed by the Board of Commissioners or Board Chairperson.
A. After attending a conference, seminar,
convention, class and/or workshop sponsored by
any organization other than the Michigan
Association of Counties (MAC), the Great Lakes
Region of the National Association of Counties
(NACo), or the NACo Legislative and Annual
Conference, each county commissioner must
provide an oral or written summary report of
the information presented at such meeting(s)
to the appropriate standing liaison committee
of the Board of Commissioners. Presentation
of such report shall be a precondition for
final reimbursement of associated travel
expenses.
B. All commissioner travel outside of the
Continental United States shall be prohibited;
requests for exceptions shall be submitted to
the Chairperson of the Board of Commissioners
and shall be granted upon approval of the
Finance Committee and the Board of
Commissioners.
BE IT FURTHER RESOLVED that the summary of expenses form be
completed for all commissioner travel and education and be
submitted to the Chairperson of the Board of Commissioners as a
precondition of reimbursement and subsequent travel. This summary
shall include the relevant expenses for each trip, as well as a
year-to-date cumulative total, and shall be kept on file at the
Board of Commissioners administrative offices.
BE IT FURTHER RESOLVED that Item 6 of the Travel Arrangements
section shall be amended as follows:
6. Lodging - The traveler is expected to exercise prudent
judgment when arranging lodging and is to obtain the
lowest available single occupant rate. Substantiation of
that rate may be required. Submission of lodging
receipts shall be a precondition for reimbursement.
Reimbursable expenses shall not exceed will bc allowcd at
the lowest available single occupant rate charged at the
host conference hotel. Should lodging be shared by more
than one County traveler, the reimbursement will reflect
a proportionate amount of the bill, based on the number
of persons occupying the room. The traveler will not be
reimbursed for non-County personnel except as required to
conduct County business.
BE IT FURTHER RESOLVED that item 7 of the Travel Arrangements
section shall be amended as follows:
7. Meals.
A. When a traveler is entitled to a full day's
meal allowance, the amount expended for any
particular meal is left to the discretion of
the traveler. The total for the day will not
exceed the scheduled daily rate. If the
expense for a specific meal does not occur,
the reimbursement for that meal ohould shall
not be requested. Whenever meals are included
in registration and/or lodging fees, the
traveler shall not charge for that particular
meal. Submission of meal receipts shall be a
precondition of reimbursement. In no instance
shall a travler be reimbursed for meals
ineluded in registration fees and/or lodging
fees. The cost of alcoholic beverages is not
reimbursable.
Chairperson, I move adoption of the foregoing resolution.
Resolution 494209 October 27, 1994
Moved by Jensen supported by Huntoon the Fiscal Report be accepted.
A sufficient majority having voted therefor, the report was accepted.
Moved by Jensen supported by Huntoon the General Government Committee
Report be accepted.
A sufficient majority having voted therefor, the report was accepted.
Moved by Jensen supported by Huntoon the resolution be adopted.
Moved by Jensen supported by Huntoon the resolution be amended to coincide
with the recommendations of the Finance and General Government Committees.
A sufficient majority having voted therefor, the amendment carried.
Moved by Moffitt supported by Law the resolution be amended, in the NOW
THEREFORE BE IT RESOLVED paragraph, item 5.A., by deleting the wording ..."other
than the Michigan Association of Counties (MAC), the Great Lakes Region of the
National Association of Counties (NACo), or the NACo Legislative and Annual
Conference"...
Discussion followed.
Moved by Douglas supported by Palmer to amend the amendment to state that
staff will not be permitted to write any reports for any travel.
Discussion followed.
The Chairperson stated a "YES" vote would not allow the staff to write
reports; a "NO" vote would.
AYES: Johnson, Kingzett, Kramer, McCulloch, Obrecht, Palmer, Schmid, Taub,
Crake, Dingeldey, Douglas, Garfield, Huntoon. (13)
NAYS: Jensen, Kaczmar, Law, McPherson, Moffitt, Newby, Pernick, Powers,
Wolf, Gosling. (10)
A, sufficient majority having voted therefor, the amendment to the amendment
carried.
Discussion followed.
Vote on Moffitt's amendment:
AYES: Kaczmar, Kingzett, Law, McPherson, Moffitt, Newby, Oaks, Obrecht,
Palmer, Pernick, Douglas, Garfield, Gosling, Huntoon, Jensen. (15)
NAYS: Johnson, Kramer, McCulloch, Powers, Schmid, Taub, Wolf, Crake,
Dingeldey. (9)
A sufficient majority having voted therefor, the amendment carried.
Moved by Law supported by Moffitt the resolution be amended, in the NOW
THEREFORE BE IT RESOLVED paragraph, first line in item 5, by adding the following
between the words "commissioner" and "travel": ", Department Directors and
Managers".
Discussion followed.
Moved by Moffitt supported by McPherson to amend the amendment to include
"managers and supervisors".
Discussion followed.
Vote on Moffitt's amendment:
AYES: Kaczmar, Kramer, Law, McPherson, Moffitt, Oaks, Pernick, Powers,
Gosling, Jensen. (10)
NAYS: Kingzett, McCulloch, Newby, Obrecht, Palmer, Schmid, Taub, Wolf,
Crake, Dingeldey, Douglas, Garfield, Huntoon, Johnson. (14)
A sufficient majority not having voted therefor, the amendment to the
amendment failed.
Vote on Law's amendment:
AYES: Kramer, Law, McPherson, Moffitt, Oaks, Pernick, Powers, Gosling,
Jensen, Kaczmar. (10)
NAYS: Kingzett, McCulloch, Newby, Obrecht, Palmer, Schmid, Taub, Wolf,
Crake, Dingeldey, Douglas, Garfield, Huntoon, Johnson. (14)
A sufficient majority not having voted therefor, the amendment to the
amendment failed.
Vote on resolution, as amended:
AYES: McCulloch, McPherson, Moffitt, Newby, Oaks, Obrecht, Palmer,
Pernick, Schmid, Taub, Wolf, Crake, Dingeldey, Douglas, Garfield, Huntoon,
Johnson, Kaczmar, Kingzett. (19)
NAYS: Kramer, Law, Powers, Gosling, Jensen. (5)
A sufficient majority having voted therefor, the resolution, as amended,
was adopted.
CCIIPITY EXECUTIVE WILL NEITHER APPROVE NOR VETO
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lynn D. Allen, Clerk of the County of Oakland, do hereby certify that the
foregoing resolution is a true and accurate copy of a resolution adopted by the
Oakland County Board of Commissioners on October 27, 1994 with the original
record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and aAixed the seal of the
County of Oakland at Pontiac, Michigan this 27th day ors,p6tolio6,1214.
LynVD. Allen, County Clerk