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Home My WebLink AboutCOM 0422.002 2014-2016Margaret Wille Council Member District 9 - North and South Kohala Hawaii County Building 25 Aupuni Street Hilo, Hawaii 96720 HAWAII COUNTY COUNCIL County of Hawaii Holomua Center 64-1067 Mamalahoa Highway, Suite C-5 Waimea, Hawaii 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 Hawaii Civic Center Bldg. A 74-5044 Ane Keohokalole Hwy. Kailua-Kona, Hawaii ,96740 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 o eptio., kwelvi nds sM be authorized without ., ,.,,blie purpose-.], provided: No exception involving public funds shall be authorized without a public purpose; A written request for authorization is made and approved in writing; Documentation establishing that the expenditure will be for a bl' . tt h d t th 'tt t' pu is purpose is a ace o e wn en reques Comm Bio Ref. To: C VServing the Interests of the People of Our Island �Q Hawaii County Is An Equal Opportunity Provider And Employer f Date SEP a N O � n Q n TO: Dru Mamo Kanuha, Council Chair t and embers of the Hawaii County Council /f,� / FROM. J "i argaret Wille, Council Member M - v, DATE: September 1, 2015 °O 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 o eptio., kwelvi nds sM be authorized without ., ,.,,blie purpose-.], provided: No exception involving public funds shall be authorized without a public purpose; A written request for authorization is made and approved in writing; Documentation establishing that the expenditure will be for a bl' . tt h d t th 'tt t' pu is purpose is a ace o e wn en reques Comm Bio Ref. To: C VServing the Interests of the People of Our Island �Q Hawaii County Is An Equal Opportunity Provider And Employer f Date SEP a September 1, 2015 Page 2 of 4 (c) (d) Authorization for the purchase of alcoholic beverages shall not be allowed unless provided by authorized exception, No expenditure for gifts shall be in excess of $100 per person receiving the gift unless provided by authorized exception; 0 A memorandum setting forth the reasons for the exceptional expenditure along with copies of the written request for authorization, the documentation required by paragraph (3), and the signed authorization shall be submitted to the director of finance within seven days of the expenditure; and (7� The director of finance shall maintain a record log of all travel expenditures that are authorized through an exception as permitted by this subsection, which log shall be available for public inspection. 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. [�ew matefi der-sEored. In prhitiffg this -ordinanee , the under-seer-i� need not be ] 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 Aft. September 1, 2015 Page 3 of 4 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: (11) No exception involving public funds shall be authorized without a public purpose A written request for authorization is made and approved in writing; Documentation establishing that the expenditure will be for a public purpose is attached to the written request; Authorization for the purchase of alcoholic beverages shall not be allowed unless provided by authorized exception; No expenditure forig fts shall be in excess of $100 per person receiving the gift unless provided by authorized exception, A memorandum setting forth the reasons for the exceptional expenditure along with copies of the written request for authorization, the documentation required by paragraph (3), and the signed authorization shall be submitted to the director of finance within seven days of the expenditure; and The director of finance shall maintain a record log of all travel expenditures that are authorized through an exception as permitted by this subsection, which log shall be available for public inspection. (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 strickenn material and underscoring need not be included. September 1, 2015 Page 4 of 4 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.