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288 Proposed Travel Policy for Members of the Board of Commissioners - Commissioner Olio-Mills The motion by Commissioner Casper to table consideration of the proposed Travel Policy until January 3 died for lack of a second. Commissioner Olio-Mills presented the proposed Travel Policy for Board members. This proposed policy incorporated the existing policy for County employees and included disclosure provisions. He asked that the following sentence be deleted from Section 4. E: The travel voucher must be approved by the Board of Commissioners. There was lengthy discussion regarding the proposed policy and travel by Board members. During discussion, the following revisions were made to the proposed policy. Section 3. Disclosure: A. Change "contiguous county" to "member counties of the Carolinas Partnership". Section 4. Definitions: G. Meals Allowance Delete the per diem allowance with reimbursement of the cost of meals to be at actual costs. Section 6. Travel Outside of County. C. Registration Cost: Revise sentence to state that "Registration costs in excess of $100.00 should be paid directly by the county." Section 9. Travel Procedure. D. Delete the phrase "received and approved by the Board". UPON NOTION of Commissioner Olio-Mills, seconded by Commissioner Fennel and unanimously carried, the Board adopted the following "Travel Policy for Members of the Cabarrus County Board of Commissioners" as amended to be effective January 17, 1995. Travel Policy for Members of the Cabarrus County Board of Commissioners Section 1, Policy Statement; The intent of this policy is to make uniform provision for reimbursement of necessary expenses of County Commissioners who are required to travel within or without the county boundaries in the performance of their duties and in the interest of county affairs. Section 2, Policy Administration; The Cabarrus County Board of Commissioners is responsible for the provisions of this policy and authorized to approve travel reimbursements. Such reimbursements will be audited by the Finance Director and reviewed by the County Manager. Section 3 . Disclosure; A. Prior to any travel, other than to member counties of the Carolinas Partnership, a full disclosure shall be made to the Board of Commissioners detailing the purpose, destination, length, cost and expected benefit of the planned trip. B. Upon return from trip, a presentation of a brief report in writing to the Board of Commissioners detailing the event or conference attended and the benefit to the County as a whole. C. Disclosure to the Board of Commissioners the full cost of the travel, including direct bill items. Section 4. Definitions: A. Necessary Expense Ail reasonable charges, incurred by a Commissioner, caused by travel in the' interest of the county, including transportation, lodging, meals, registration and related incidental expenses. It does not include fines, illegal expenses, laundry charges, personal telephone calls, movie rentals or similar personal expense. B. Mileage Allowance The amount authorized to be paid on a per mile basis for travel by privately owned vehicle is the same as currently allowed by the IRS for tax purposes. C. Meals Allowance - Generally reimbursement for the cost of meals in connection with County business shall be actual costs and should be submitted for reimbursement along with a brief explanation.