WESTERN INTERSTATE REGION BOARD OF DIRECTORS FALL BOARD OF DIRECTORS MEETING ADA COUNTY (BOISE), IDAHO FEBRUARY 20, 2016 MINUTES

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1 WESTERN INTERSTATE REGION BOARD OF DIRECTORS FALL BOARD OF DIRECTORS MEETING ADA COUNTY (BOISE), IDAHO FEBRUARY 20, 2016 MINUTES Meeting Called to Order [9:00 AM] Introductory remarks were offered by WIR President Gordon Cruickshank and board members and Federal officials in the audience proceeded with self-introductions. President Cruickshank introduced Western Governors Association (WGA) Executive Director Jim Ogsbury to address the board. Ogsbury updated the WIR Board on the work of the WGA, the Chairman s initiative on the Endangered Species Act and the upcoming initiative on forest health and engaged the board in Q & A. Jordan Smith with the National Endangered Species Act Reform Coalition (NESARC), of which WIR is a dues paying member, provided an update to the board on the recent activities of NESARC. He indicated that NESARC would be holding webinars on ESA topics and providing ed updates on the coalition s activities, which would be distributed to the WIR board through NACo staff. Mike Zupko, Executive Manager of the Wildland Fire Leadership Council (WFLC) shared with the board the opportunities available through the WFLC to engage in wildland fire discussion across the nation and the work WIR representative to the WFLC, Commissioner Dan Shoun, has bene engaged in. NACo Research Analyst Dr. Brian Knudsen presented some of the new information available on NACo s County Explorer tool. NACo Chief Financial Officer Rob Hagans provided an update on WIR s financial position. Board members briefly discussed the possibility of providing financial support to the Western Governors Association s Chairman s initiative. It was determined that the appropriate time to have that discussion was in conjunction with the WIR Trust Fund budget discussion at the May meeting. In general members expressed interest in exploring that opportunity at the appropriate time. NACo Associate Legislative Director Chris Marklund presented a document for board consideration establishing policy for the use of the WIR President s Account (Attachment A). WIR 2 nd Vice President Joel Bousman moved that policy be adopted with an amendment clarifying that state associations are encouraged to provide travel and accommodation support for the WIR President when they have been invited to speak at and attend a state association meeting in their official capacity as WIR President. The motion was seconded by Commissioner Ron Walter and passed on voice vote.

2 NACo Associate Legislative Director Chris Marklund presented a draft advocacy framework to identify the WIR Board s advocacy priorities (Attachment B). Following board discussion Mark Johnson moved to adopt the framework as presented. The motion was seconded by Hon. Susan Flores and adopted by voice vote. Meeting Adjourned [12:00 PM]

3 ATTACHMENT A Policies for the WIR President s Representational Allowance Adopted: February 20, 2016

4 Clarification of WIR Funded President Travel The Western Interstate Region (WIR) recognizes that service as the President of the WIR Board of Directors (WIR President) requires travel that may exceed an individual s travel budget as a county official and/or private citizen. In recognition of this reality, as approved at the October 2012 WIR Business Meeting, the WIR Board of Directors has approves the expenditure of WIR operations funds to reimburse the following reasonable travel expenses for the WIR President: For attendance at the NACo Fall Board of Directors Meeting transportation costs and the minimum hotel nights necessary for full participation in the meeting and associated official events. For attendance at the Western Interstate Region Conference - the minimum hotel nights necessary for full participation in the meeting and associated official events. Reimbursements will be conducted in accordance with established NACo processes and policies.

5 WIR President s Representational Allowance For expenses incurred in the conduct of the official duties of the WIR President, the WIR Board of Directors has approved the WIR President s Representational Allowance that may be utilized by the WIR President for certain official expenses as outlined in the Policies for WIR President s Representational Allowance. Policies for the WIR President s Representational Allowance The WIR President is allocated a representational allowance for their year of service in the office of President of the Western Interstate Region Board of Directors. The total amount available for expenditure from the account shall be set by the WIR Board of Directors as part of the WIR Operations Budget for the fiscal year (January through December) and approved by the WIR Board of Directors. To ensure equitable access to funds for both individuals who will serve as WIR President during the fiscal year the funds shall be apportioned. The WIR President s Representational Allowance was established to allow the President to fulfil their duties. Individual expenditures must follow NACo processes and rules, which are in place to maintain compliance with IRS rules and regulations. In addition, the WIR President may not use their budget to commit WIR funds for any project, dinner or contract directly with any vendor. All expenditures from the account will be in the form of reimbursement to the WIR President only.

6 Annual Apportionment of the Account The WIR President s Representational Allowance shall be apportioned as follows: Forty percent (40%) of the total funds provided for the Representational Allowance shall be made available to the WIR President for reimbursement of qualified expenses incurred between January 1 and the conclusion of that year s NACo WIR Conference. The remaining sixty percent (60%) shall be available to the WIR President for reimbursement of qualified expenses incurred following the conclusion of the NACo WIR Conference through December 31 of that calendar year. Reimbursements from the account may not exceed the total amounts available within each apportionment. Unused balances available at the conclusion of each apportionment will not carry over. Example: Fiscal Year 2016 FY 2015 Total Budgeted Amount $5,000 Apportionment: January 1 through WIR Conference 40% $2,000 Apportionment: Close of WIR Conference through December 31 60% $3,000 Internal Audits of Expense Reports Compliance with the policies set forth by the WIR Board of Directors and all NACo processes, policies and rules regarding travel expenditures, budgets and expense reimbursements is required. Although not subject to the biennial internal audit, reimbursement records are subject to review by the independent auditor on an annual basis. As part of NACo s internal process, all reimbursed expenses are subject to annual peer review by the NACo Audit Committee. Travel Reservations The WIR President is free to book official travel directly through the airlines or through the travel portal of their choosing. At the conclusion of the travel, the WIR President may request

7 reimbursement for official travel costs from the WIR President s Representational Allowance. The WIR Board of Directors does request that the WIR President book the lowest available fare that meets their scheduling needs. Allowable Reimbursements Reimbursable Expense Incurred While on Official WIR Business: A WIR business expense is any reasonable expense associated with conducting official WIR business to further the mission of WIR, represent WIR in an official capacity or conduct governance of WIR. Travel, entertainment, supplies and other costs will be reimbursed when the expense is both ordinary and necessary to conduct WIR business, and when the expense is fully documented and in accordance with established WIR and NACo policies. NACo travel policies follow the average prudent person concept used by the IRS. If you are unsure about whether the expenditure is appropriate contact the Executive Director or the Chief Financial Officer for clarification or approval. NACo reserves the right to deny reimbursement requests that lack sufficient documentation, do not adhere to adopted WIR and NACo reimbursement policies or do not have a clear business purpose supporting WIR. Reimbursement for Attendance at Meetings: The WIR President may utilize the account for reimbursement of costs incurred for attendance at all meetings where official WIR business is conducted, where the WIR President appears on the agenda in their official capacity, or at meetings that enhance WIR s relevance. Meetings covered by this policy are: All NACo-sponsored conferences The NACo and WIR Fall Board of Directors meetings Officer retreats and meetings called by the NACo President to which the WIR President may be invited. Affiliate and State Association meetings within the fifteen WIR member states The State Association Annual meeting in the Officer s home state Speaking engagements at meetings or events that further WIR interests. Attendance should be reviewed in advance with the NACo Executive Director to ensure appropriateness. Attendance at Congressional or White House briefings or events. Attendance should be reviewed in advance with the NACo Executive Director to ensure appropriateness.

8 When the WIR President is invited to appear on the agenda of, or attend, a State Association or affiliate meeting in their official capacity, the WIR Board requests that the association or affiliate offset the costs of attendance, including travel, room and board costs to the greatest extent practicable. Reimbursement for Training: Costs for training or education may be reimbursed when fees are under $1,000, the total costs will not exceed the current available allocation and the training is deemed necessary to increase the understanding or skills necessary to conduct WIR business or governance. Business meetings: All WIR business meetings and entertainment functions conducted in hotel rooms and suites during the legislative conference, WIR conference or NACo Annual Conference or fall WIR and NACo Board of Directors Meetings must be ordered through the NACo conference and meeting staff. The business purpose of the event must be fully identified. This includes the use of the bar in a room or suite provided for business entertainment. Preparation in advance of the meetings is preferred to determine if budget is available for this function. Any expenses not ordered through the NACo staff will require reimbursement on an expense report and is subject to reimbursement limits and policies. Permitted Travel Expenses: Domestic travel by airline or train is authorized only in economy, tourist or coach class seating. Upgraded seats (i.e. Economy Plus, Economy Comfort) may be purchased for any flight of 3 hours or more in duration. First class airfare is not permitted unless specifically authorized by the WIR Board of Directors. Should an officer use mileage points instead of purchasing a ticket, WIR will reimburse for the value of the lowest available fair for that trip and will report that reimbursement as taxable compensation to you on IRS form For WIR business trips that are combined with personal travel of the officer the portion of the trip that is deemed personal will not be reimbursed by WIR. For example: if the WIR President travels from his or her home county to a NACo function in Washington, DC and adds a stop in Tennessee to visit family on the return trip, the difference between the normal airfare to/from Washington, DC and the actual airfare paid would not be reimbursable to the WIR President. If the WIR President decided to use a personal vehicle in lieu of travel by air or train, NACo policy will limit the mileage reimbursement to the value of the lowest available airfare available for that trip. The officer should advise NACo in advance of their intention to drive and then

9 shop for airfare and submit a copy of an itinerary with pricing with the expense report for the trip. In addition to airfare, WIR will reimburse for taxi fees to and from the airport or reasonable airport parking. WIR requests that daily or economy parking be used when available instead of hourly parking for trips in excess of 24 hours. Car and driver or limousine services will be reimbursed only when the fee for service is comparable to the local taxi fare. The WIR President may not hire a car for the day and have it wait for you; taxis are less expensive and available in most locations. Lodging: Expenses for lodging shall be limited to standard double rooms and the WIR President is requested to utilize government rates whenever possible. Meals and Other Expenses: Subsistence for meals shall be equal to actual expenditures and will not be offered on a per diem basis. Medications, toiletries and other sundry items are considered personal in nature and will not be reimbursed. Health club fees, in-room movies and other entertainment expenses are permitted in moderation. Golf is considered business entertainment when WIR business is conducted and greens fees will be reimbursed for a valid documented business purpose. Golf supplies such as tees, balls, gloves or clothing will not be reimbursed. Tips & Gratuities: In order to ensure tips are not excessive, WIR adopts the NACo policy on tips and gratuities. As of February 2016, NACo policy has put the following limits on the amount of that will be reimbursed: Baggage handlers $2 per bag Hotel maids $4 per night stay (standard room) or $5 per night stay (suite) Meal and beverage servers 20% of bill before taxes Taxi drivers 20% of fare or $2 if fare is below $10 Valets $5 for drop off or vehicle return Airline Club Dues:

10 WIR will not reimburse for the cost of airline travel clubs or credit card membership fees that include access to airline travel clubs. Reimbursement Process & Documentation WIR business-related expenses incurred by the WIR President, whether charged to a credit card or paid in cash, are to be reported on a NACo expense reimbursement form. Reimbursements will be processed as received, charged to the WIR President s Representational Allowance and included in NACo s next scheduled check run. All expenditures reported by the WIR President must be substantiated in the following manner: Identify each separately incurred business expense (for example, under "hotel/motel", only list the room charge, plus tax; other incidental items charged to the room must be separately identified). With the exception of tips and reimbursed mileage, all business expenses must be supported with detailed invoices/receipts. a. For all lodging and any expenditure other than meals, credit card charge slips do not represent adequate supporting documentation. An itemized receipt/invoice is required. b. For airfare, airline-issued receipts must be obtained; itineraries do not represent adequate supporting documentation. Travelers, who have purchased electronic tickets, should request a receipt upon check-in. c. Invoices or receipts from the vendor/merchant must be obtained and attached to the reimbursement request in order to substantiate the nature of the expenditure. d. Receipt stubs for meals (the tear-off stubs indicating a total amount) and summary portions of credit card receipts will not be acceptable. An itemized receipt/invoice is required. Mileage, where appropriate, will be reimbursed at the standard federal rate currently in effect, as published each year by the IRS. The business purpose of each trip must be adequately explained on each expense report. Project or event descriptions must be identified for all expenditures. For all meals and other business entertainment, the following must be clearly identified: a. Names, titles, organizations, and business relationships of all persons entertained b. The business purpose of the entertainment (topics discussed, etc.) All expense reports must be hand-signed and dated by the WIR President (rubber stamps and other substitute signatures are not acceptable)

11 All travel expenses incurred by the WIR President shall be charged against the WIR President s Representational Allowance. On a regular basis, the Accounting Department shall prepare a year-to-date report of all travel expenses. In addition to comparing actual against budgeted travel expenses, this report will indicate whether any travel expenditures remain improperly substantiated. Unsubstantiated expenditures remaining at year end, for which NACo has reimbursed the WIR President, will be reported as taxable income on Form 1099 in January of the following year. Companion and Assistant Travel The WIR Board will not reimburse for spouse, companion or personal assistant travel. Travel expenses of this nature are the sole responsibility of traveler. Hospitality As part of the conduct of permitted travel expenses while traveling on official WIR business, the WIR President may elect to use their Representational Allowance for the purposes of business entertaining. Hospitality expenses may not cause the WIR President to exceed the available balance in the Representational Allowance. Non-Budgeted Receptions WIR will not pay for: o open house receptions o receptions to host attendees from the WIR President s home state o receptions for the benefit of affiliates or caucuses other than WIR or NACo o other receptions not considered to be official WIR business The NACo Executive Director or a designate of the NACo Executive Director will make the decision on whether or not a reception is deemed official. All charges for non-budgeted receptions must be paid for by the WIR President directly to the facility and submitted for reimbursement.

12 Special Events The WIR President may hold special meetings, dinners and receptions at NACo and WIR meetings. However, officers are expected to raise their funds for these events. WIR will not cover the cost of any special event not planned through the normal budget process, regardless of whether the WIR President has unspent funds in their Representational Allowance. Credit Cards WIR and NACo will not supply credit or debit cards or access to WIR or NACo credit card accounts. This policy is consistent with policies adopted by the NACo Board of Directors in September Equipment WIR will not reimburse for office equipment regardless of whether the equipment is to be used in the performance of duties as WIR President as part of a home office or for use while on WIR official travel. Communications Charges WIR will not reimburse for wired (telephone, DSL or cable based internet connections and other similar services) or wireless communication services (cell phones, smart phones or wireless air cards). WIR will reimburse for communications charges when those costs are incurred while traveling on official WIR Business, such as hotel and airline internet charges.

13 ATTACHMENT B Western Interstate Region Advocacy Priorities, 2016 Adopted: February 20, 2016

14 Since 1978, the Western Interstate Region (WIR) has worked within NACo to promote the interests of Western counties, sustain the Western quality of life and advocate on critical public lands, community stability and economic development issues facing counties in the WIR s 15 member states. In furtherance of the policies and resolutions adopted by NACo, the WIR Board of Directors has identified the following advocacy priorities for 2016: 1. Strengthen Local Infrastructure: Successful communities are built on strong infrastructure. WIR supports initiatives to strengthen local infrastructure in the West by promoting local decision making in transportation investments, prioritizing investments to modernize and improve infrastructure safety, ensuring the long term predictability and solvency of federal infrastructure investments, and maintaining and enhancing local financing options. As technology generates new economic opportunities for communities in the West, WIR also supports policies that expand local access and promote investment in and development of a modern, high-speed communications infrastructure in Western communities. 2. Encourage Access to Western Lands and Responsible Development of Western Resources: Responsible development and improved access to Western lands and natural resources is critical to Western economies and maintaining the Western quality of life. WIR supports policies that promote the sustainable development and active management of natural resources in the West as a means of promoting community economic growth, job creation and the long-term viability of Western communities. WIR encourages the development of policies that seek to sustainably and responsibly manage activities on Western public lands in the least restrictive manner, in support of the greatest number of recreational, historic and productive uses and in consultation with local governments and stakeholders. 3. Ensure Certainty in Federal County Payments: Counties provide critical services to their residents and public land visitors alike. WIR supports extending full, predictable and mandatory funding for the Payments in Lieu of Taxes (PILT) program, which compensates counties for the services they provide on tax-exempt public lands within their boundaries. WIR further supports legislative efforts to reauthorize the Secure Rural Schools (SRS) program, which provides bridge payments to counties to compensate for significant declines in federal revenue sharing within the National Forest System. 4. Promote Safe and Healthy Communities: Counties invest billions of dollars to deliver public health and safety services each year. WIR supports policies that strengthen public health and well-being by maintaining and enhancing local healthcare systems, preserving the federal-state-local partnership for Medicaid and promoting access to medical and behavioral healthcare for those in need. WIR supports policies that protect public safety through intergovernmental partnerships and a comprehensive approach to addressing public safety challenges. Planning, resource sharing and mutual support is critical to addressing law enforcement and crime prevention issues facing Western counties. 5. Advocate for Local Control and Strengthen the Federal Partnership: Western county officials have a responsibility to provide local leadership and seek community-based solutions to strengthen their

15 counties. WIR supports a strong federal-county partnership that encourages and gives great deference to county input in federal decision making. WIR opposes policies that restrict county governance and planning, impose unfunded mandates, or unduly burden community economic development and opportunity.