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Home My WebLink AboutCOM 0422.001 2014-2016Margaret Wille Council Member District 9 - North and South Kohala Hawai `i County Building 25 Aupuni Street Hilo, Hawai `i 96720 HAWAII COUNTY COUNCIL County of Hawai `i Holomua Center 64-1067 Mamalahoa Highway, Suite C-5 Waimea, Hawai `i 96743 Phone No. Hilo: (808) 961-8027 Phone No. Waimea: (808) 887-2043 Fax No.: (808) 887-2072 E -Mail: mwille@co.hawaii.hi.us West Hawai `i Civic Center Bldg. A 74-5044 Ane Keohokalole Hwy. Kailua-Kona, Hawai `i ,96740 C TO: Dru Mamo Kanuha Council Chair C - C:) C ) and Members of the Hawaii County Council. r.� FROM: Margaret Wille, Council Member/# , DATE: August 17, 2015 SUBJECT: Proposed Amendments to Bill No. 78; Relating to Travel and Other Expenses. Please find attached proposed amendments to Bill No. 78. The proposed amendments are illustrated below by Ramseyer format with respect to the contents of Bill No. 78 (material to be deleted is bracketed and stricken, material to be added is underscored): 1. SECTION 1 of Bill No. 78 is amended as follows: "Section 2-98. Adjustments and exceptions. (a) When government quarters and/or meals are furnished at no cost or at low cost, the amount of per diem allowance shall be reduced by the director of finance. (b) The mayor or council chairman, for their respective branches of government, may disallow any unauthorized, improper, or unreasonable expense. The mayor or council chairman may also authorize expenses in excess of the established limits or may authorize meals with business meetings, awards and recognition events, and entertainment of important persons, or may approve exceptions with good -cause to any provision relating to travel and expenses[. No exeeption involving rublic funds shat be .,,,+t,,.rizea withotA a ubli . p 'provided: M A written request for authorization is made and approved in writing prior to the expenditure; (2) Documentation establishing that the expenditure will be for a public purpose is attached to the written request; (D Authorization for the purchase of alcoholic beverages shall not be allowed, I -1ti2 COMMI. No. Serving the Interests of the People of Our Island Ref. T®- Hawai `i County Is An Equal Opportunity Provider And Employer Ref. Date AUG August 17, 2015 Page 2 of 3 (c) (d) No expenditure for gifts shall be in excess of $100 per person receiving the gift; (51 A memorandum setting forth the reasons for the exceptional expenditure along with copies of the written request for authorization, the documentation required by paragraph (2), and the signed authorization shall be submitted to the director of finance within seven days of the expenditure; and The director of finance shall keep a record book available for public inspection that contains the memorandum and its required attachments. The mayor may delegate the authority granted under this section to any department or agency head within the executive branch. Meals may also be provided to employees who do not otherwise qualify under this section or under any negotiated employee contract while attending workshops, conferences, or training sessions at the request or direction of the department head and to the benefit of the County." 2. SECTION 2 of Bill No. 78 is amended to read as follows: "SECTION 2. [Now material iffier-seore . in printing this ordinanee, the tmderse ng nova not be ineludea.] Material to be repealed is bracketed and stricken. New material is underscored. In printing this ordinance, the brackets, bracketed and stricken material and underscoring need not be included." A draft copy of Bill No. 78, Draft 2, is attached with the amendments incorporated therein. Thank you. MW/dh Att. August 17, 2015 Page 3 of 3 AN ORDINANCE AMENDING CHAPTER 2, ARTICLE 16, SECTION 2-98 OF THE HAWAII COUNTY CODE 1983 (2005 EDITION, AS AMENDED) RELATING TO TRAVEL AND OTHER EXPENSES. BE IT ORDAINED BY THE COUNCIL OF THE COUNTY OF HAWAII: SECTION 1. Chapter 2, article 16, section 2-98 of the Hawaii County Code 1983 (2005 Edition, as amended), is amended to read as follows: "Section 2-98. Adjustments and exceptions. (a) When government quarters and/or meals are furnished at no cost or at low cost, the amount of per diem allowance shall be reduced by the director of finance. (b) The mayor or council chairman, for their respective branches of government, may disallow any unauthorized, improper, or unreasonable expense. The mayor or council chairman may also authorize expenses in excess of the established limits or may authorize meals with business meetings, awards and recognition events, and entertainment of important persons, or may approve exceptions with good cause to any provision relating to travel and expenses[:], provided: (� A written request for authorization is made and approved in writing prior to the expenditure; Documentation establishing that the expenditure will be for a public purpose is attached to the written request; (3� Authorization for the purchase of alcoholic beverages shall not be allowed; (4� No expenditure for gifts shall be in excess of $100 per person receiving the gift; (5) A memorandum setting forth the reasons for the exceptional expenditure along with copies of the written request for authorization, the documentation required by paragraph (2), and the signed authorization shall be submitted to the director of finance within seven days of the expenditure; and ko The director of finance shall keep a record book available for public inspection that contains the memorandum and its required attachments. (c) The mayor may delegate the authority granted under this section to any department or agency head within the executive branch. (d) Meals may also be provided to employees who do not otherwise qualify under this section or under any negotiated employee contract while attending workshops, conferences, or training sessions at the request or direction of the department head and to the benefit of the County." SECTION 2. Material to be repealed is bracketed and stricken. New material is underscored. In printing this ordinance, the brackets, bracketed and stricken material and underscoring need not be included. SECTION 3. If any provision of this ordinance, or the application thereof to any person or circumstance, is held invalid, such invalidity shall not affect other provisions or applications of the ordinance which can be given effect without the invalid provision or application, and to this end, the provisions of this ordinance are declared to be severable. SECTION 4. This ordinance shall take effect upon approval.