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
 signed
_________________________________ 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 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. Either a Request for Check(s)/Attendance Sheet form (Exhibit II) or a Commissions, Committees, Volunteers and Advisory Boards Mileage, Stipends and Other Expenses Claim Form (Exhibit III) must be completed and delivered to the Auditor-Controller Department for payment processing. Below is an explanation of the uses and requirements of each form.
2.1 Request for Check(s)/Attendance Sheet (Exhibit II)
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
2.2 Mileage, Stipends and Other Expenses Claim Form (Exhibit III)
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.
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