Compensation of County Boards,
Commissions and Committees
SUBJECT:
COMPENSATION OF COUNTY BOARDS, COMMISSIONS AND COMMITTEES
NUMBER:
D.1.
DEPARTMENTS & DISTRICTS AFFECTED:
ALL AGENCIES, DEPARTMENTS, AND DISTRICTS GOVERNED
BY THE BOARD OF SUPERVISORS
EFFECTIVE: 03/02/80
REVISED: 06/2001
_________________________________
David E. Sundstrom, Auditor-Controller
1.
POLICY
Orange County board, commission and committee
members will be reimbursed in accordance with the
legal authority establishing payment.
1.1
Purpose
To provide compensation for services and
reimbursement for expenses rendered by members
of County boards, commissions, and committees.
1.2
Authority
1.2.1
Board of Supervisors’ Resolution
No. 65-696, dated May 25, 1965
Requires that all claims against the
County be presented to the County of
Orange not later than one year after
the accrual of the cause of action,
pursuant to Government Code Section
935.
1.2.2
Board of Supervisors' Resolution No.
75-710, dated May 20, 1975
Established procedures for reimbursement
of expenses incurred by County board,
committee and commission members.
1.2.3
Board of Supervisors’ Resolution
No. 77-1889, dated December 6, 1977
Authorizes mileage reimbursement to
County employees serving on boards,
committees, and commissions.
1.2.4
Board of Supervisors’ Resolution
No. 84-327, dated March 6,1984
Authorizes the Auditor-Controller
to reimburse County board and commission
members for expenses from attendance
at local training sessions and seminars
after approval has been obtained by
the County Executive Office.
1.2.5
Board of Supervisors’ Minute
Order Item No. 33, dated November 25,
1997
Amends Board of Supervisors’
Resolution No. 75-710, which established
procedures for reimbursement of expenses
incurred by County board, committee
and commission members.
1.2.6
Board of Supervisors’ Minute
Order Item No. 21, dated March 16, 1999
Established the County of Orange Administrative
Procedure No. 017-02, County Business
Travel and Reimbursement of Related
Expenses.
1.2.7
State of California Government Code
Sections 31000.1 to 31000.2
Authorizes the payment of reasonable
and necessary expenses and of special
allowances, such as per meeting stipends,
to members of County boards, commissions
or committees.
1.2.8
Board of Supervisors’ Resolution
No. 82-162, dated February 2, 1982
Authorizes the Auditor-Controller
to prescribe the accounting policies
and forms for departments, agencies,
and districts under the control of the
Board of Supervisors.
2.
PROCEDURE
General provisions for providing reimbursement
for services rendered by members of County boards,
commissions, and committees are listed in the County
of Orange Administrative Procedure No. 017-13, Operation
of County Boards, Committees, and Commissions. The
section relevant to this County Accounting Procedure
is attached; refer to Exhibit
I of this procedure for guidelines.
Current boards, commissions and committees that
are eligible for reimbursement and/or compensation
can be found on the County Intranet site at http://ocintranet.ocgov.com/
from the drop-down menu. From the drop-down menu,
select "Boards, Commissions and Committees."
Select the "Open" area from the home page,
and then select "Reports" from the top
of the Open Area page. On the Report Selection page,
highlight Board Appointments, select the board,
commission or committee from the drop down menu,
and then select "Run Report." This report
includes a listing of the current members of each
County board, commission or committee, the expenses
eligible for reimbursement, the amount of compensation
authorized, and the legal authority authorizing
payment. If you have any questions regarding this
information on the Intranet, or if you cannot access
the Intranet, please contact the Clerk of the Board.
This form should be used when members of
the board, commission or committee are eligible
for receiving only a flat fee for their related
services (e.g., $50 per meeting). One claim
should be submitted for the entire board,
commission or committee. This eliminates the
need for individual member claim requests.
The board, commission or committee must submit
the completed claim to the department, agency
or district authorized to approve the claim.
Once approved, the department, agency or district
forwards the original claim to the Auditor-Controller
for payment. To expedite payment, the claim
should be filed with the Auditor-Controller
on a calendar month basis on or before the
tenth day of the succeeding month. A claim
must be filed within a year from the date
the expense was incurred.
The following items must be included on the
form:
Name of the board, commission or committee
filing the claim
Applicable account coding for the board,
commission or committee
Name, address and social security number
of each member requesting payment
Date(s) and meeting(s) attended for
each member requesting payment
Dollar amount payable to each member
requesting payment
Signature of each member
Total dollar amount of the expenditure
for the claim
Each member of the board, commission or
committee that is eligible for related mileage
and/or other expenses should use this form.
Before filing this claim form, please read
carefully the attached "Filing and Preparation
Instructions," including the related
rules and regulations. While these rules and
regulations apply to most County boards, commissions
and committees, members should also make themselves
aware of any variances by also reading the
State statutes and the Board of Supervisors'
ordinance, resolution or minute order establishing
reimbursement.
The County Executive Office must approve all
requests for reimbursement of expenses for
attendance at local training sessions and
seminars before reimbursement is requested
from the Auditor-Controller.
In completing this form, some of the more
important points to remember are:
Each board, commission or committee
member must submit the completed claim
to the department, agency or district
authorized to approve the claim.
The claim should be filed on a calendar
month basis and within one year from the
date the expense was incurred.
The name of the board, commission or
committee should be shown in the box designated
"Commission/Committee/Advisory Board/
or Department/Agency Name." The department,
agency or district responsible for approving
the claim should also be given here.
The address of the assigned meeting
place should be given in the box designated
"Address of Assigned Office."
The street address and city must be given.
The legal authorization for the claim
should be shown on the first line of the
body of the form. The specific minute
order, resolution number, ordinance number
or State statute must be shown on the
claim.
The claim must include the claimant's
name and the address to which payment
is to be mailed.
List each meeting separately by recording
the date, street address, city, number
of allowable miles traveled and other
allowable related expenses in the columns
designated. If more than one page is needed
to complete the claim, be sure to reenter,
on all pages, name, name of board, commission
or committee, and the authorizing department,
agency or district.
Supporting documentation must be attached
and all receipts should show proof of
payment.
Total all of the columns and compute
the allowable mileage; be sure to enter
the amount allowed per mile. Summarize
the claim by account code and post in
the box provided.
The "Minimum Mileage Reimbursement"
does not apply to board, commission and
committee members.
Sign and date the claim.
Once approved, the department, agency
or district forwards the original copy
to the Auditor-Controller for payment.
Legal