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HomeMy WebLinkAboutAgenda - 10-18-2016 - 7-b - Orange County ABC Board Travel Policy 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 18, 2016 Action Agenda Item No. 7-b SUBJECT: Orange County ABC Board Travel Policy DEPARTMENT: County Manager and Finance and Administrative Services ATTACHMENT(S): INFORMATION CONTACT: Attachment 1. Proposed Amended ABC Bonnie Hammersley, (919) 245-2300 Board Travel Policy Gary Donaldson, (919) 245-2453 Attachment 2. June 21, 2016 Meeting Abstract Attachment 3: Excerpt of Approved Minutes from June 21, 2016 Board Meeting PURPOSE: To approve the Orange County Alcoholic Beverage Control (ABC) Board's adoption and use of an amended travel policy. BACKGROUND: Five years ago, the North Carolina Alcoholic Beverage Control Commission enacted a new policy requirement that each local ABC Board adopt a travel policy on an annual basis. A local ABC Board can adopt the State of North Carolina's travel policy, or the travel policy of the County in which the ABC Board resides, or a travel policy that conforms to the travel policy of the County. The Orange County ABC Board voted the last five years to adopt and use Orange County's travel policy. The travel policy was most recently adopted by the BOCC on June 21, 2016. Subsequent to the June adoption, the ABC Board had minor ABC revisions primarily pertaining to ABC approval responsibilities (see Attachment 1). In order for the ABC Board to use the proposed amended policy, the Board of County Commissioners must approve. SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal associated with this item. FINANCIAL IMPACT: There is no financial impact with approving the Orange County ABC Board's use of the amended travel policy. RECOMMENDATION(S): The Manager recommends that the Board approve the Orange County ABC Board's use of the amended travel policy. 2 ORANGE COUNTY ABC BOARD TRAVEL POLICY 1. Purpose To establish uniform procedures for authorization of travel by ABC employees and board members conducting ABC system business and to establish procedures for the reimbursement of the cost of authorized travel. 2. General The ABC system is committed to managing travel costs while providing a reasonable balance between the needs of the system and needs of the traveler. The policy of the system is to reimburse the employee/official traveling on authorized ABC business for all legitimate expenses incurred. The General Manager or his/her designee is responsible for monitoring the initial need for the travel and the availability of funds so that the cost of travel to the ABC system is reasonable and necessary. All ABC system travel is subject to the availability of funds. 3. Policy Coverage All employees and board members of the ABC system, full or part time, probationary, permanent, or temporary are covered by this policy. 4. Travel Authorization a. Overnight and Out-of-State Travel Prior to making an overnight or out-of-state trip, an employee or board member must obtain written authorization from the appropriate supervisor, as outlined below: Traveling Employee Approval Required ABC Staff General Manager General Manager ABC Board Chair ABC Board Member ABC Board Chair ABC Board Chair ABC Board of Directors Overnight travel will be authorized only for employees and board members traveling to destinations of at least 60 miles from the employee's normal place of work. Exceptions may be made on a case-by-case basis when the employee needs to stay beyond the normal work day (Conference or workshop schedule starts before 8:00 or extends beyond 6:00 PM or employee or board member is responsible for organizing conferences, workshops and seminars). Overnight and out-of-state travel must be authorized using the Travel Authorization Form. If a workshop, seminar or conference is being attended, a copy of the agenda must be attached. Notice of overnight travel approved by the appropriate supervisory authority will be forwarded by the General Manager and/or board chair to the County Manager. b. Non-overnight Travel Non-overnight travel may be authorized orally by the General Manager or Supervisor prior to making the trip. The Travel Authorization Form is not required for this travel. - _ 3 5. Reimbursement after Travel The traveler may elect to pay all expenses out of personal funds and request reimbursement from the Finance Department within 30 days of completed travel using the Travel and Expense Statement Form. Requests for less than $10.00 may be deferred and combined with subsequent months' requests. Travel expenses properly documented and submitted to Finance within the prescribed time limit will be reimbursed on the next scheduled pay day. Only expenses directly related to and appropriately classified as travel expenses will be reimbursed. Receipts are required and must be submitted for the following travel expenses: ♦Hotel/Motel charges ♦ Common carrier tickets or stubs ♦Parking charges + Registration and workshop receipts ♦ Rental car receipts ♦ Gasoline,motor oil and repair service receipts 6. Travel Advances A traveler may request an advance using the Travel Authorization Advance Form. Advances are authorized for overnight travel only,with the exception of registration fees. a. A travel advance may include allowances for: o Meals +Lodging ♦Registration +Personal vehicle mileage b. If a travel advance is requested,the requester shall prepare a Check Request Form for each check requested. After required signatures are obtained, the check request(s) shall be forwarded to the Finance Department no less than five working days prior to the next scheduled accounts payable date, c. A travel advance must be cleared within 30 working days after returning from travel by completing a Travel and Expense Statement Report (For Travel Advance Receipts). Failure to do so may result in an amount equal to the advance being deducted from the traveler's next pay check. 7. P-Cards Orange County Procucurent cards can be used to pay for certain expenses both prior to and during the trip. Procurement cards must be activated on a case by case basis for travel. The employee's(or department designee's) P-Card will only be authorized for travel if the Financial Services Department has a fully executed Travel Authorization Form a. Procurement Cards can be used to pay for: + Airfare +Lodging +Registration ORANGE COUNTY TRAVEL POLICY Page 2 of 5 4 8.Use of County Vehicles See Department of Public Works Vehicle Use Policy 9.Allowable Expenses a. Overnight Travel (1)Transportation Personal Vehicle - Transportation shall be by the most direct route. A traveler may elect to use a personal vehicle in lieu of coach class air, though living expenses will be reimbursed only for the period required based on airplane travel time, unless the use of the employee's personal vehicle is for the convenience of the County. Reimbursement for use of a personal vehicle is at the prevailing non-taxable rate per mile allowed by the IRS, or air coach rate, whichever is less, The Financial Services Department shall adjust the mileage rate when it receives notification of a mileage rate change to be effective at the later of the beginning of the subsequent month or whenever the new rate is effective. Air Travel - It is the traveler's responsibility to acquire the best air travel rate available. When a traveler can show a net savings on a airline ticket by extending travel (i.e. over a Saturday night) it is recommended that the traveler take advantage of this savings, However, the additional hotel room and meal costs should be taken into consideration when computing this net savings. Requests for reimbursements should be made using the Travel and Expense Statement.All applicable paid receipts should be attached to ensure reimbursement. Rental Car- With prior written authorization from the County Manager, the cost of renting an automobile will be allowed if it is determined that no other mode of transportation is as economical or practical. For reimbursement, a validated paid receipt must be attached to the traveler's Travel and Expense Statement. When renting vehicles, the traveler should not purchase any additional insurance (collision, theft, vandalism, etc.). Any accidents or damages to a rental car, other vehicles, persons or properties, caused by rental vehicle operated by a County traveler is covered under the County's insurance program. Other Expenses -Bus,taxi and subway fares are additional allowable expenses. Traffic Violations - Traffic violations such as, but not limited to, parking and speeding tickets are the responsibility of the traveler and will not be reimbursed. (2) Lodging Lodging expenses will be reimbursed at the actual cost of the room,provided: - The lodging is reasonably priced in relation to the area. - The traveler takes advantage of special convention or negotiated rates. ORANGE COUNTY TRAVEL POLICY Page 3 of 5 5 The Finance Department reviews in advance the requested lodging reimbursement rate. Any rate not in accordance with the above provisions requires the County Manager's advance approval. For reimbursement, the paid bill for lodging must be attached to the traveler's Travel and Expense Statement. A County traveler sharing a room with a non-county employee will be reimbursed at the single occupancy rate only. (3)Meals The daily allowance for meals for in-state travel will be in accordance with the meal portion of the second tier of M&IE (meals and incidental expense) rates established under IRS guidelines which are currently the total M&IE rate less $3 per day , The daily allowance for meals for out of state travel will be paid in accordance with the meal portion of the M&IE rates established under IRS guidelines for the travel destination location. Meals for partial day travel will be reimbursed with the approval of the appropriate supervisor based on the meal breakdown in the per diem schedule. The Financial Services Department shall adjust the per diem rates when it receives notification of a per diem rate change to be effective at the later of the beginning of the subsequent month or whenever the new rate is effective. (4)Registration Fees Conference, convention or training registration fees may be paid in advance by the County or the traveler. Paid receipts are required for reimbursement when fees are paid by the traveler. (5)Parking Fees Paid receipts are required for reimbursement of parking fees. Tips to parking attendants will not be reimbursed. (6)Telephone Charges A personal "safe arrival" three minute telephone call is authorized. Business telephone calls will be reimbursed with sufficient justification using the 'Travel and Expense Statement, (7)Non-reimbursable Items +Alcoholic Beverages +In Room Movies +Family or Other Traveling Companions' Expenses +Maid Services • +Red Cap Services(except for those with a handicap or special needs) (8) Cancellations In the event of canceled travel plans, it is the traveler's responsibility to pursue all available refunds. The County will reimburse non-refundable costs if the cancellation is the result of a County action, an emergency, or any other situation deemed reasonable by the appropriate department head or supervisor. Non-refundable items must be reported to the Financial Services Department. ORANGE COUNTY TRAVEL POLICY Page 4 of 5 6_ b. Non-overnight Travel (1)Advances With the exception of registration fees, travel advances will not be made for non- overnight travel. (2)Transportation County employees are encouraged to use County-owned vehicles instead of personal vehicles when available. When travel is authorized by personal vehicle, reimbursement is allowed at the prevailing non-taxable rate per mile allowed by the Internal Revenue Service. (3)Meals An employee involved in one day or partial day travel shall be reimbursed for meals only when the destination is located at least 35 miles from the employee's normal place of work or such expenses are incurred as a result of attendance at a formal workshop, conference, or seminar. Meal reimbursements will be made in accordance with the established per diem rates. (4)Registration Fees Fees may be paid in advance by the County or employee. Paid receipts are required for reimbursement when registration fees are paid by the employee. (5)Parking A paid receipt is required for reimbursement of this expense. 10. Responsibilities It is the responsibility of the Financial Services Department to manage this policy. Financial Services will review the requests for reimbursements and ensure all provisions of this policy have been followed. Once any travel discrepancies have been reconciled with the appropriate Department Head, Supervisor, or traveler, a Finance Department representative will ensure timely payment of the traveler's expenses. Once Financial Services receives a fully executed Travel Authorization Form, they will retain both the original copy and an electronic copy. Financial Services will send an electronic copy of the executed form via email to the employee and/or Department designee. It is the responsibility of the employee or department designee to work with the Purchasing Agent to authorize travel on the appropriate P-Card Revisions and dissemination of this policy are the responsibility of the Financial Services Department. Effective July 1, 2009(revised 11-18-2014) ORANGE COUNTY TRAVEL POLICY Page 5 of 5 Attachment 2 7 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: ir J/1 i j Action Agenda Item No. 5-e SUBJECT: Orange County ABC Board Travel Policy DEPARTMENT: County Manager and Finance and Administrative Services ATTACHMENT(S): INFORMATION CONTACT: Attachment 1. County Travel Policy Bonnie Hammersley, (919) 245-2300 Gary Donaldson, (919) 245-2453 PURPOSE: To approve the Orange County Alcoholic Beverage Control (ABC) Board's adoption and continued use of Orange County's travel policy. BACKGROUND: Five years ago, the North Carolina Alcoholic Beverage Control Commission enacted a new policy requirement that each local ABC Board adopt a travel policy. A local ABC Board can adopt the State of North Carolina's travel policy or the travel policy of the County in which the ABC Board resides. The Orange County ABC Board voted the last five years and again this year to adopt and continue to use Orange County's travel policy. In order to use the County's policy, the Board of County Commissioners has to approve the Orange County ABC Board's use of the travel policy on an annual basis. SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal associated with this item. FINANCIAL IMPACT: There is no financial impact with approving the Orange County ABC Board's use of the County's travel policy. RECOMMENDATION(S): The Manager recommends that the Board approve the Orange County ABC Board's use of the County's travel policy. - 8 Attachment 1 ORANGE COUNTY TRAVEL POLICY 1. Purpose To establish uniform procedures for authorization of travel by Orange County employees conducting County business and to establish procedures for the reimbursement of the cost of authorized travel. 2. General The County is committed to managing travel costs while providing a reasonable balance between the needs of the County and the needs of the traveler. The policy of the County is to reimburse the employee/official traveling on authorized Orange County business for all legitimate expenses incurred.Lodging and airfare can be paid via a County P- Card once the trip is authorized. The Department Head or his/her designee is responsible for monitoring the initial need for the travel and the availability of funds so that the cost of travel to the County is reasonable and necessary. All County travel is subject to the availability of funds. 3. Policy Coverage All employees of the County, full or part time, either probationary, permanent, or temporary are covered by this policy, including the County Manager,the County Sheriff,the Register of Deeds, and all others subject to Department Head approval, such as volunteers and advisory board members. 4, Travel Authorization a. Overnight and Out-of-State Travel Prior to making an overnight or out-of-state trip, an employee must obtain written authorization from the appropriate supervisor, as outlined below: Traveling Employee Approval Required County Staff Department Head Department Head Assistant County Manager or County Manager Assistant County Manager County Manager Out of State Travel (all) County Manager Overnight travel will be authorized only for employees traveling to destinations of at least 60 miles from the employee's normal place of work. Exceptions may be made on a case-by-case basis when the employee needs to stay beyond the normal work day (Conference or workshop schedule starts before 8:00 or extends beyond 6:00 PM or employee is responsible for organizing conferences, workshops and seminars). Overnight and out-of-state travel must be authorized using the Travel Authorization Form. If a workshop, seminar or conference is being attended, a copy of the agenda must be attached. b. Non-overnight Travel Non-overnight travel may he authorized orally by the County Manager, Department Head, or Supervisor prior to making the trip.The Travel Authorization Form is not required for this travel. ORANGE COUNTY TRAVEL POLICY Page 1 of 5 9 5. Reimbursement after Travel The traveler may elect to pay all expenses out of personal funds and request reimbursement from the Finance Department within 30 days of completed travel using the Travel and Expense Statement Form. Requests for less than $10.00 may be deferred and combined with subsequent months' requests. Travel expenses properly documented and submitted to Finance within the prescribed time limit will be reimbursed on the next scheduled pay day. Only expenses directly related to and appropriately classified as travel expenses will be reimbursed. Receipts are required and must be submitted for the following travel expenses: ♦Hotel/Motel charges ♦ Common carrier tickets or stubs ♦Parking charges + Registration and workshop receipts ♦ Rental car receipts ♦ Gasoline,motor oil and repair service receipts 6. Travel Advances A traveler may request an advance using the Travel Authorization Advance Form. Advances are authorized for overnight travel only,with the exception of registration fees. a. A travel advance may include allowances for: o Meals +Lodging ♦Registration +Personal vehicle mileage b. If a travel advance is requested,the requester shall prepare a Check Request Form for each check requested. After required signatures are obtained, the check request(s) shall be forwarded to the Finance Department no less than five working days prior to the next scheduled accounts payable date, c. A travel advance must be cleared within 30 working days after returning from travel by completing a Travel and Expense Statement Report (For Travel Advance Receipts). Failure to do so may result in an amount equal to the advance being deducted from the traveler's next pay check. 7. P-Cards Orange County Procucurent cards can be used to pay for certain expenses both prior to and during the trip. Procurement cards must be activated on a case by case basis for travel. The employee's(or department designee's) P-Card will only be authorized for travel if the Financial Services Department has a fully executed Travel Authorization Form a. Procurement Cards can be used to pay for: + Airfare +Lodging +Registration ORANGE COUNTY TRAVEL POLICY Page 2 of 5 10 8.Use of County Vehicles See Department of Public Works Vehicle Use Policy 9.Allowable Expenses a. Overnight Travel (1)Transportation Personal Vehicle - Transportation shall be by the most direct route. A traveler may elect to use a personal vehicle in lieu of coach class air, though living expenses will be reimbursed only for the period required based on airplane travel time, unless the use of the employee's personal vehicle is for the convenience of the County. Reimbursement for use of a personal vehicle is at the prevailing non-taxable rate per mile allowed by the IRS, or air coach rate, whichever is less, The Financial Services Department shall adjust the mileage rate when it receives notification of a mileage rate change to be effective at the later of the beginning of the subsequent month or whenever the new rate is effective. Air Travel - It is the traveler's responsibility to acquire the best air travel rate available. When a traveler can show a net savings on a airline ticket by extending travel (i.e. over a Saturday night) it is recommended that the traveler take advantage of this savings, However, the additional hotel room and meal costs should be taken into consideration when computing this net savings. Requests for reimbursements should be made using the Travel and Expense Statement.All applicable paid receipts should be attached to ensure reimbursement. Rental Car- With prior written authorization from the County Manager, the cost of renting an automobile will be allowed if it is determined that no other mode of transportation is as economical or practical. For reimbursement, a validated paid receipt must be attached to the traveler's Travel and Expense Statement. When renting vehicles, the traveler should not purchase any additional insurance (collision, theft, vandalism, etc.). Any accidents or damages to a rental car, other vehicles, persons or properties, caused by rental vehicle operated by a County traveler is covered under the County's insurance program. Other Expenses -Bus,taxi and subway fares are additional allowable expenses. Traffic Violations - Traffic violations such as, but not limited to, parking and speeding tickets are the responsibility of the traveler and will not be reimbursed. (2) Lodging Lodging expenses will be reimbursed at the actual cost of the room,provided: - The lodging is reasonably priced in relation to the area. - The traveler takes advantage of special convention or negotiated rates. ORANGE COUNTY TRAVEL POLICY Page 3 of 5 The Finance Department reviews in advance the requested lodging reimbursement rate. Any rate not in accordance with the above provisions requires the County Manager's advance approval. For reimbursement, the paid bill for lodging must be attached to the traveler's Travel and Expense Statement. A County traveler sharing a room with a non-county employee will be reimbursed at the single occupancy rate only. (3)Meals The daily allowance for meals for in-state travel will be in accordance with the meal portion of the second tier of M&IE (meals and incidental expense) rates established under IRS guidelines which are currently the total M&IE rate less $3 per day , The daily allowance for meals for out of state travel will be paid in accordance with the meal portion of the M&IE rates established under IRS guidelines for the travel destination location. Meals for partial day travel will be reimbursed with the approval of the appropriate supervisor based on the meal breakdown in the per diem schedule. The Financial Services Department shall adjust the per diem rates when it receives notification of a per diem rate change to be effective at the later of the beginning of the subsequent month or whenever the new rate is effective. (4)Registration Fees Conference, convention or training registration fees may be paid in advance by the County or the traveler. Paid receipts are required for reimbursement when fees are paid by the traveler. (5)Parking Fees Paid receipts are required for reimbursement of parking fees. Tips to parking attendants will not be reimbursed. (6)Telephone Charges A personal "safe arrival" three minute telephone call is authorized. Business telephone calls will be reimbursed with sufficient justification using the 'Travel and Expense Statement, (7)Non-reimbursable Items +Alcoholic Beverages +In Room Movies +Family or Other Traveling Companions' Expenses +Maid Services • +Red Cap Services(except for those with a handicap or special needs) (8) Cancellations In the event of canceled travel plans, it is the traveler's responsibility to pursue all available refunds. The County will reimburse non-refundable costs if the cancellation is the result of a County action, an emergency, or any other situation deemed reasonable by the appropriate department head or supervisor. Non-refundable items must be reported to the Financial Services Department. ORANGE COUNTY TRAVEL POLICY Page 4 of 5 12 b. Non-overnight Travel (1)Advances With the exception of registration fees, travel advances will not be made for non- overnight travel. (2)Transportation County employees are encouraged to use County-owned vehicles instead of personal vehicles when available. When travel is authorized by personal vehicle, reimbursement is allowed at the prevailing non-taxable rate per mile allowed by the Internal Revenue Service. (3)Meals An employee involved in one day or partial day travel shall be reimbursed for meals only when the destination is located at least 35 miles from the employee's normal place of work or such expenses are incurred as a result of attendance at a formal workshop, conference, or seminar. Meal reimbursements will be made in accordance with the established per diem rates. (4)Registration Fees Fees may be paid in advance by the County or employee. Paid receipts are required for reimbursement when registration fees are paid by the employee. (5)Parking A paid receipt is required for reimbursement of this expense. 10. Responsibilities It is the responsibility of the Financial Services Department to manage this policy. Financial Services will review the requests for reimbursements and ensure all provisions of this policy have been followed. Once any travel discrepancies have been reconciled with the appropriate Department Head, Supervisor, or traveler, a Finance Department representative will ensure timely payment of the traveler's expenses. Once Financial Services receives a fully executed Travel Authorization Form, they will retain both the original copy and an electronic copy. Financial Services will send an electronic copy of the executed form via email to the employee and/or Department designee. It is the responsibility of the employee or department designee to work with the Purchasing Agent to authorize travel on the appropriate P-Card Revisions and dissemination of this policy are the responsibility of the Financial Services Department. Effective July 1, 2009(revised 11-18-2014) ORANGE COUNTY TRAVEL POLICY Page 5 of 5 13 Excerpt of Approved 6/21/16 Attachment 3 Board Meeting Minutes APPROVED 9/6/2016 MINUTES BOARD OF COMMISSIONERS REGULAR MEETING June 21, 2016 7:00 p.m. The Orange County Board of Commissioners met in regular session on Tuesday, June 21, 2016 at 7:00 p.m. at the Southern Human Services Building, in Chapel Hill, N.C. COUNTY COMMISSIONERS PRESENT: Chair McKee and Commissioners Mia Burroughs, Mark Dorosin, Barry Jacobs, Bernadette Pelissier, Renee Price and Penny Rich COUNTY COMMISSIONERS ABSENT: COUNTY ATTORNEYS PRESENT: John Roberts COUNTY STAFF PRESENT: County Manager Bonnie Hammersley, Deputy County Manager Travis Myren and Clerk to the Board Donna Baker (All other staff members will be identified appropriately below) Chair McKee called the meeting to order at 7:05 p.m. 1. Additions or Changes to the Agenda - Pink sheet: updated abstract for item 5-b - White sheet: updated page of resolution for item 7-a - White sheet: updated page of budget ordinance for item 7-a - White sheet: County fee update - Salmon sheet: progress report for My Brother's Keeper's progress report - Blue sheet: amendment to the Manager's employment agreement, added to the agenda in item 5-I A motion was made by Commissioner Dorosin, seconded by Commissioner Pelissier to add item 5-I: Amendment to the County Manager's Employment Agreement, to the consent agenda. VOTE: UNANIMOUS PUBLIC CHARGE Chair McKee dispensed with the reading of the Public Charge 2. Public Comments a. Matters not on the Printed Agenda NONE b. Matters on the Printed Agenda (These matters will be considered when the Board addresses that item on the agenda below.) 14 3 WHEREAS, under the guidance of Coach Jared Drexler, the Carrboro High School Women's Soccer Team earned its third NCHSAA State title, also winning the State title in 2012 and 2015; and WHEREAS, the Lady Jaguars completed the season with a 21-1-2 record; and WHEREAS, through hard work, dedication, teamwork, and commitment, the Lady Jaguars brought honor upon themselves, Carrboro High School, the Chapel Hill / Carrboro City Schools District and Orange County; NOW, THEREFORE, be it proclaimed that the Orange County Board of Commissioners expresses its sincere appreciation and respect for the Carrboro High School Women's Soccer Team and Coach Drexler for the Jaguars' outstanding achievement and for their inspiration to youth across North Carolina through their dedication, teamwork, and athletic prowess. This the 21st day of June 2016. A motion was made by Commissioner Price, seconded by Commissioner Burroughs to approve the attached proclamation recognizing the Carrboro High School Women's Soccer Team for winning the 2016 State Championship and authorized the Chair to sign the proclamation on behalf of the Board. VOTE: UNANIMOUS 5. Consent Agenda • Removal of Any Items from Consent Agenda Commissioner Jacobs requested the removal of items e and h. • Approval of Remaining Consent Agenda A motion was made by Commissioner Dorosin, seconded by Commissioner Rich to approve the remaining items on the Consent Agenda. VOTE: UNANIMOUS • Discussion and Approval of the Items Removed from the Consent Agenda e. Orange County ABC Board Travel Policy The Board considered voting to approve the Orange County Alcoholic Beverage Control (ABC) Board's adoption and continued use of Orange County's travel policy. Commissioner Jacobs said this policy does not address the role of advisory members traveling at the County's expense, and in the past ABC Board members had misused travel. He wanted clarification on this policy as related to his concern. John Roberts asked if Commissioner Jacobs' concern was with the Orange County travel policy overall or just with the ABC Board using it. Commissioner Jacobs said his concern stems from the ABC Board having had problems in the past. 15 4 John Roberts said the County can amend the policy to address advisory boards, but the ABC Board is required by statue to have a travel policy. He said the ABC Board is not an advisory board and has its own authority Commissioner Jacobs said he understands this, but his concern arises from ABC Boards having conventions in nice areas with desirable perks. Commissioner Dorosin suggested amending the policy in Item 4, where it says authorization, and add a line to say advisory boards or other County Boards must secure approval of the Manager. Commissioner Jacobs suggested adding the County Manager and the Advisory Board Chair as approvers. John Roberts said the BOCC can revise this policy right now, or at a later time. Commissioner Rich clarified that the Board is changing the Orange County Travel Policy to make sure the ABC Board is following the rules. Commissioner Jacobs said the ABC Board is the most susceptible to misuse of the prerogatives of the policy. John Roberts said the change could be applicable just to the ABC Board. Chair McKee asked if it would be more palatable to meet with all parties concerned, before making a change. Commissioner Price asked if this would apply to other County advisory boards. John Roberts said the ABC Board is not an advisory board, and the BOCC is asking to have the Orange County policy to apply to the ABC Board as well. He said if the ABC Board adopts a policy, Orange County still has to approve it. Commissioner Price asked if the BOCC is setting a precedent for other boards as well. She said if the change only applies to the ABC Board, then it could be accomplished tonight. John Roberts said the statute governing the ABC Board travel allowance states that if a policy is not approved, then the ABC Board can follow the state travel plan. A motion was made by Commissioner Dorosin, seconded by Commissioner Jacobs to add a sentence in section 4 page 1- - overnight travel - and add — any advisory board member — approval required would be the County Manager; and for the non-overnight travel - add a sentence —for advisory board members is by the County Manager. Commissioner Jacobs said to also add the Advisory Board Chair as one of the approvers. Bonnie Hammersley said the Advisory Board Chair could be the one to make the request to the County Manager, thus keeping the connection between all parties. Commissioner Jacobs said this change would apply to all boards. Commissioner Dorosin amended the motion to add a sentence that says for travel requests from all advisory board members will go through Board Chair and then to the County Manager. John Roberts said in order for this change to apply to the ABC Board, additional language will be needed, as the ABC Board is not an advisory board. He said it will need to say an advisory board, or any board, that utilizes this policy by approval of the Commissioners. VOTE: UNANIMOUS A motion was made by Commissioner Dorosin, seconded by Commissioner Price to allow the ABC Board to use the travel policy as amended. 16 5 VOTE: UNANIMOUS h. Resolution of Approval — Conservation Easement for the Captain John S. Pope Farm; and Approval of Budget Amendment#10-B The Board considered voting to approve a resolution for the purchase of and acceptance by Orange County of an agricultural conservation easement for the Captain John S. Pope farm; and approve Budget Amendment#10-B. Commissioner Jacobs asked if the Popes were in attendance this evening. David Stancil, Department of Environment, Agriculture, Parks and Recreation (DEAPR) Director, said no. Commissioner Jacobs said he wanted to highlight the leveraging of many sources of funding for this acquisition. He said it protects prime farmland, and it is the type of multi- tasking that the Lands Legacy is supposed to do. He commended the Popes and DEAPR staff. A motion was made by Commissioner Jacobs, seconded by Commissioner Pelissier to approve the Resolution of Approval — Conservation Easement for the Captain John S. Pope Farm; and Approval of Budget Amendment#10-B. VOTE: UNANIMOUS a. Minutes The Board approved the minutes from May 19, 23, 26 and June 2, 7, 2016 as submitted by the Clerk to the Board. b. Motor Vehicle Property Tax Releases/Refunds The Board adopted a resolution, which is incorporated by reference, to release motor vehicle property tax value for one (1) taxpayer with a total of one (1) bill that will result in a reduction of revenue in accordance to NCGS. c. Renewal of Contract with Holcomb and Cabe, L.L.P. to Provide Legal Services to the Department of Social Services The Board renewed a contract for legal representation for the Department of Social Services and authorized the County Manager to sign. d. FY 2016-17 Home and Community Care Block Grant for Older Adults Funding Plan The Board approved the recommended Home and Community Care Block Grant (HCCBG) for Older Adults Funding Plan for Fiscal Year 2016-17 and authorized the Chair to sign. f. Fiscal Year 2015-16 Budget Amendment#10 The Board approved the budget, grant, and capital project ordinance amendments for fiscal year 2015-16 for Department of Aging; Animal Services; Miscellaneous; Emergency Telephone System Fund; Governing Management and Non-Departmental; Asset Management Services; Health Department; and County Capital Project Ordinance. g. Application for North Carolina Education Lottery Proceeds for Chapel Hill — Carrboro City Schools (CHCCS) and Contingent Approval of Budget Amendment #10-A Related to CHCCS Capital Project Ordinances The Board approved an application to the North Carolina Department of Public Instruction (NCDPI) to release proceeds from the NC Education Lottery account related to FY 2015-16 debt service payments for Chapel Hill — Carrboro City Schools (CHCCS), and to approve