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COMPENSATION PLAN A. Salaries Each supervisor (excluding the County Board Chairperson) shall be paid $3,000.00 per year in bi-weekly installments of $115.38. The salaries referred to in this section shall be in addition to any claims for mileage and/or necessary expenses which may legally be allowed. The County Board Chair shall receive a $15,000.00 per year total compensation package, with the provision that the Chair has the discretion to elect to receive the $15,000.00 in biweekly installments, or elect to split the compensation between a biweekly salary and payment of the full premium for either the single or family health insurance plan. B. Health Insurance Individual supervisors may purchase a single or family plan at their own cost. C. Mileage Reimbursement In addition to the salary authorized above, each supervisor, including the County Board Chairperson, shall be reimbursed mileage at the IRS allowable rate for each attendance at a County Board meeting or for attendance at County Board committee meetings or special committee meetings of which they are a member, or other approved county business. Supervisors representing towns or villages are entitled to mileage reimbursement for attendance at up to two town/village board meetings per month, within their representative district. All supervisors are entitled to mileage reimbursement for attendance at Towns Association meetings. Mileage for travel relating to training, seminars and conventions is not to exceed $1,500.00 per year for each supervisor, excluding the County Board Chair. D. Per Diem and Meal Allowance Each supervisor will receive $50.00 per diem for out of county travel requiring overnight stay or $25.00 per diem for out of county travel not requiring overnight stay, unless other compensation is being received, not to exceed $400.00 per diem total per year, per supervisor. The County Board Chair is excluded from the $400.00 per year cap. Each supervisor will receive $5.00 for meal allowance if a meeting is over four hours long. A supervisor qualifies for a meal allowance payment if he or she is a member of the standing committee or was requested to attend by the respective standing committee or by the County Board Chairperson, but the four hour rule still applies. In order to receive reimbursement for travel expenses other than those incurred for normal County Board committee business, an “Approval for Travel Form” must be completed prior to travel and approved by the County Board Chairperson (or Vice-Chairperson in the absence of the Chairperson). ---PAGE BREAK--- MEETING STIPEND PAYMENTS A. Members Eligible A $25.00 per meeting stipend shall be paid to any supervisor attending an assigned or appointed committee meeting or a committee meeting within which he or she was requested to attend by the County Board Chair. The chairperson of each committee shall receive a $35 per meeting stipend for each meeting attended in which they chair. In the event the chairperson is not present, the vice-chair or acting chair shall receive the $35 stipend. The County Board Chair is eligible to receive a stipend if he or she is a voting member of a committee, through appointment or in making a quorum. First, Second and Third Vice Chairs of the County Board are eligible to receive a stipend when he or she serves as a designee of the County Board Chair, for purposes of making a quorum. B. Approved Meetings The per meeting stipend shall be paid to supervisors for attendance at any meeting of a committee for which they have been formally appointed a member by the County Board. Notice of all meetings shall be sent to the Douglas County Clerk’s Office and posted properly at the Courthouse, with minutes to be sent to the County Clerk’s Office within one month following meeting date. Stipends are not to be paid for regular meetings of the full County Board, with the exception of the annual County Board budget meeting and any Special County Board meetings, for which meeting stipends will be paid. Supervisors who attend a meeting which cannot be held due to a lack of a quorum are entitled to receive the per meeting stipend. No payment for meetings will be made by the County if the supervisor received payment from another agency for that meeting. Annual reports are to be furnished to the Board for those supervisors turning in expenses for meetings. ---PAGE BREAK--- PAY AND REIMBURSEMENT PROCEDURES A. Expense Report Supervisors are to complete an expense report at least every quarter in order to receive stipend and reimbursement payments. Supervisors should indicate meetings attended (County Board and committee meetings), stipends to be received, mileage reimbursement, meal payments, and training, seminar and convention expense reimbursement, if any. The deadline for submission of reports is within 30 days of each quarter, except the 4th quarter report deadline is mid-December, with the specific date to be communicated to Supervisors in advance, or expenses will not be paid for that year. Any payments or expenses occurring after the 4 quarter deadline, are to be submitted with the following th year’s 1 quarter expense report. st The accuracy in completing the expense report (in regard to eligibility of reimbursable items and meeting stipends) is the sole responsibility of the supervisor completing the report. The County Clerk has the right to request additional documentation. If the County Clerk determines that expenses submitted are not in accordance with policy, they will not be paid. B. Travel, Lodging and Meals Douglas County has a no cash advance policy and will not advance money to supervisors to cover anticipated travel expenses. The County shall reimburse supervisors for travel expenses incurred while conducting official, approved, county business. Expenses incurred for commercial travel, lodging, meals, registration fees, and miscellaneous travel expenses, should be listed on the supervisor’s expense form, with supporting receipts attached for any expenses exceeding $5.00. Maximum reimbursable rate for meals shall be: Breakfast $ 7.00 Lunch (Noon) 9.00 Dinner (Evening) 18.00 If overnight stay is required, the supervisor may exceed the maximum set for any one meal; however the total reimbursement rate for that day shall not exceed $34.00 per day. Allowable expenses for meals includes gratuity. Alcoholic beverages are not reimbursable. No expense reimbursements can be made through petty cash.