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Home My WebLink AboutCOM 0422.006 2014-2016 Margaret Wille -- �OF ;• + , Phone No. Hilo: (808)961-8027 N Council Member cR +., .. Phone No. Waimea: (808)887-2043 District 9-North and South Kohala "" ��'��'`� Fax No.: (808)887-2072 yl„> ,// "i ce , E-Mail: mwille@co.hawaii.hi.us •fj TEn4;;**- '*'• ��. OF HAWAII COUNTY COUNCIL County of Hawai'1 Hawaii County Building Holomua Center West Hawai`i Civic Center Bldg.A 25 Aupuni Street 64-1067 Mamalahoa Highway,Suite C-5 74-5044 Ane Keohokalole Hwy. Hilo, Hawai`i 96720 Waimea, Hawai`i 96743 Kailua-Kona, Hawad 9674&) v, 2 c C--,� --a V1 - TO: Dru Mamo Kanuha, Council Chair and Members of the Hawai`i County Council r. :f ti FROM: + {Margaret Wille, Council Member N = DATE: October 5, 2015 SUBJECT: Proposed Amendments to Bill No. 78, Draft 2; Relating to Travel and Other Expenses. Please find attached proposed amendments to Bill No. 78, Draft 2. The proposed amendments are illustrated below by Ramseyer format with respect to the contents of Bill No. 78, Draft 2 (material to be deleted is bracketed and stricken, material to be added is underscored): SECTION 1 of Bill No. 78, Draft 2 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: (1) No exception involving public funds shall be authorized without a public purpose; (2) A written request for authorization is made and approved in writing; (3) Documentation establishing that the expenditure will be for a public purpose is attached to the written request; :712” Z. Comm. No. Ref. To: P/ Cmun CA) Serving the Interests of the People of Our Island Ref. Date OCT 0 7 2015 Hawai`i County Is An Equal Opportunity Provider And Employer October 5, 2015 Page 2 of 4 (4) [Authorization for the] The purchase of alcoholic beverages [sem net-be-allowed] is prohibited unless provided by authorized exception; (5) • : - . - ] The purchase of gifts [shall be] in [excess] an amount of over $100 per person receiving the gift is prohibited unless provided by authorized exception; (6) To receive reimbursement for the authorized exception, the following documentation must be submitted to the employee's or officer's department head and to the director of finance within seven days of the expenditure: (A) A memorandum setting forth the reasons for the exceptional expenditure along with [copies] a copy of the written request for authorization[;]; and (B) Any additional documentation submitted with the written request for authorization [the documentation required by 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. (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." A draft copy of Bill No. 78, Draft 3, is attached with the amendments incorporated therein. Thank you. MW/dh Att. October 5, 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 Hawai`i 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: (1) No exception involving public funds shall be authorized without a public purpose; (2) A written request for authorization is made and approved in writing; (3) Documentation establishing that the expenditure will be for a public purpose is attached to the written request; (4) The purchase of alcoholic beverages is prohibited unless provided by authorized exception; (5) The purchase of gifts in an amount of over$100 per person receiving the gift is prohibited unless provided by authorized exception; (6) To receive reimbursement for the authorized exception, the following documentation must be submitted to the employee's or officer's department head and to the director of finance within seven days of the expenditure: (A) A memorandum setting forth the reasons for the exceptional expenditure along with a copy of the written request for authorization; and (B) Any additional documentation submitted with the written request for authorization; 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. (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. October 5, 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.