revised elected official reimbursement policy

Village Board Meeting: 04/22/19 07:00 PM 300 Plaza Circle Department: Administration Mundelein, IL 60060 Category: Policy Prepared By: Jonathan Kellogg

SCHEDULED Initiator: Jonathan Kellogg

Sponsors:

MOTION (NOT A RES OR ORD) (ID # 3642) DOC ID: 3642 A

Updated: 4/18/2019 7:26 PM by Jonathan Kellogg A

Revised Elected Official Reimbursement Policy

At the FY 2019-2020 Strategic Planning Session held on October 1, 2018, the Village Board discussed amending the Village’s Reimbursement Policy (VB 07-4) to increase elected official’s allowable reimbursement limit when representing the Village at approved functions. At the strategic planning session, there was consensus among the Village Board to increase the reimbursement limits. For reference, please see the attached strategic planning session materials (Attachment 1) and strategic planning session minutes (Attachment 2). The following policy has been amended to increase the annual reimbursement limit for Trustees and the Village Clerk from $250 to $500, and the Mayor’s annual reimbursement limit from $500 to $2,400. A red-lined version of the revised policy is attached (Attachment 3). Additionally, Trustee Meier suggested during the strategic planning session that the Reimbursement Policy authorize a pooling of budgeted reimbursement allowances as some elected officials may not need to use their entire allotment in a given year. Section D of the attached Policy includes a provision for reimbursement allowance sharing. Under this provision, an elected official, at their own discretion, may transfer some or all of their unused annual reimbursement allowance to another elected official provided that the Village Administrator and the elected official to receive the additional allotment is notified in writing. Motion to Adopt a revised version of the Village’s Reimbursement Policy (VB 07-4). FINANCIAL IMPACT:

Potential increase of $3,650 per fiscal year.

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Trustee Meier would like to recognize landlords instead of giving them credits. Policy Question: Should the Village adopt the commercial registration initiative, including the realigned fee structure, in lieu of current licensing processes? Trustee Meier: Contractors license fee is too high - should be $75 and not $100. Trustee Abernathy: Raising to $75 is better than $100. Trustee Black: $100 is OK. Trustee Rekus: $100 is OK. All Trustees agreed to charging all businesses the $25 registration fee and eliminating the licensing fee. Landlord Fees Trustees Semple, Rekus, and Black are OK with rate increase to $40 and $1 per unit per month fee. Trustee Russell $40 is OK but use incentives instead of the per unit rate. Trustee Abernathy no to increase and per unit fee. Trustee Meier approved $40 increase but no per unit rate. 2018 Property Tax Levy Mr. Lobaito reviewed four scenarios with the Board for the Property Tax Levy: Option A Keep Same Tax Rate Option B Keep Same Levy Amount Option C Keep Same Corporate Levy Amount Option D Keep Same Corporate Rate Amount After discussion of questions of clarification, the consensus of the Board was to support Option C. Trustee Meier stated she will wait until the levy is formally presented in November to decide. Elected Official Reimbursement Policy Village Administrator Lobaito reviewed the survey results with the Board and stated many surveyed communities do not have a written reimbursement policy for elected officials. Of those that do, the average Mayoral reimbursement per the survey is just over $3,000; average Trustee reimbursement just under $2,000; and Village Clerk reimbursement is $680. Policy Question: Should the Village’s Reimbursement Policy be amended to increase reimbursement limits for the Village’s elected officials to be more comparable with other Lake County communities? Trustee Abernathy commented that the elected officials’ salaries should be shown in the survey results as their pay should be considered as part of the reimbursement discussion. Trustee Black stated the Trustees should prepare a list of events that were not attended as a result of the stipend being too low. Such a list would help define a revised stipend amount. Trustee Meier commented that the stipend has been the same for 13 years and agreed with Trustee Black’s suggestion to review information about events and programs that have not been attended due to stipend limitations. Mr. Lobaito responded that staff could help gather that information. The consensus of the Board was to support a $2,400 stipend for the Mayor and $500 stipend for Trustees. Trustee Meier suggested that the reimbursement policy allow for pooling of budgeted stipends as some Trustees may not need the entire stipend and could make additional funding available to other Trustees if needed. Video Gaming Fees Village Administrator Lobaito reviewed the Video Gaming Fee Survey presented to the Board. Policy Question: Should the Village increase current video gaming fees to be more comparable to other home-rule communities that allow video gaming? Administrator Lobaito summarized two recommended options for consideration. Option A Maintain application fee at $250 and increase terminal fee to $500.

ATTACHMENT 2Strategic Planning Session Minutes (10-01-2018)

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VB-07-4 (Rev. 4/22/19) 1 of 3

MUNDELEIN VILLAGE BOARD POLICY

SUBJECT: REIMBURSEMENT POLICY CATEGORY: EXECUTIVE POLICY NUMBER: VB 07-4 DATE APPROVED BY VILLAGE BOARD: August 22, 2005 EFFECTIVE DATE: August 23, 2005

REVISION DATE: April 22, 2019

The Mundelein Village Board has determined that it would be in the best interest of the Village to establish a reimbursement policy for elected officials representing the Village at community events sponsored by non-profit community service organizations or local government bodies. A. This policy is not intended to be applicable to, or to restrict the Village Mayor and Board of

Trustees’ actions with respect to the following expenditures, provided such expenditures have been properly budgeted and authorized:

1. Making donations directly to an approved community service organization properly registered as a non-profit corporation or a taxing jurisdiction serving the Village of Mundelein;

2. Purchasing advertising as part of a fundraising event for an approved community service organization or taxing jurisdiction;

3. Paying membership dues in community or professional civic service organizations; 4. Paying for attendance and/or room accommodations by an elected official to any class,

seminar, legislative activities, conference, or educational function undertaken for a public purpose.

B. The Village of Mundelein shall pay for reimburse any elected official for his or her cost of

representing the Village at community events sponsored by non-profit community service organizations or local government bodies, provided such payment does not exceed. The reimbursement allowance within a fiscal year is limited to: $250 $500 in the fiscal year for a each individual Village Trustee, $500 for the Village Clerk, and $500 $2,400 for the Mayor unless appropriately modified under Section D of this Policy. An original receipt must be provided for all reimbursable expenses. 1. Community events shall include, but not be limited to: a golf outing, non-political

fundraising dinner, breakfast, luncheon, brunch, dance, theatrical performance, sporting event, concert, or any other event for which admission is charged directly, through the cost of a meal, or any combination thereof.

2. Non-profit community service organizations and local governmental bodies shall include, but are not limited to: Mundelein School Districts 73, 75, 76, 79, and 120, educational foundations, and athletic, academic, or theatrical booster clubs established by these

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VB-07-4 (Rev. 4/22/19) 2 of 3

districts; Mundelein Community Connection; the GLMV Chamber of Commerce; Rotary Club; American Legion; Fremont Library District; and the Mundelein Park and Recreation District.

3. In no case shall payment be made by the Village for attendance at a political fundraising event, or for any event raising funds for a religious cause, or for a candidate for public office.

4. The Village does not reimburse for any expenses related to alcoholic beverages.

C. Exceptions: 1. Attendance at the Illinois Municipal League Conference is considered an educational

event and not subject to the Reimbursement Policy. All expenses related to this event are paid for by the Village.

2. The Village of Mundelein is exempt from paying sales tax. For any purchase or attendance at an event that charges sales tax, the Board Member elected official should present a copy of the Illinois Department of Revenue Tax Exemption Certificate, see Exhibit A attached. Tax Exempt Certificate is valid for five years from date of issuance. The Tax Exempt Identification Number shall only be used for appropriate village expenses.

D. Reimbursement Allowance Sharing:

An elected official, at his or her discretion, may choose to transfer a portion or the entire amount of their annual reimbursement allowance, if unused, to another elected official, or several elected officials, within a given fiscal year. For this to occur, the elected official must notify, in writing, the Village Administrator and the elected official(s) who would be the recipient of the additional reimbursement allowance. The elected official must include in their written notification: (1) the name of the elected official to receive the additional allowance, and (2) the exact amount of their allowance to be transferred.

E. Procedure: The Village Board Member elected official shall submit a request for payment attaching documentation for an event allowing as much lead time as possible. If the request is found to be for an allowed activity/event and the official has not reached their spending limit, Village Administration will request a check from the Finance Department, submit payment with the appropriate paperwork to the vendor, and give a copy and/or confirmation of payment to the elected official. The request should clearly state the name of the event, date, and outline any charges. Should it be more convenient for the official to pay the vendor directly, the Village Board Member elected official shall submit paid receipt with a completed “Elected Official Reimbursement Form” (attached as Exhibit B) to the Village Administrator for reimbursement. The paid receipt should clearly state the name of the event, date, and outline any charges. The Village Administrator’s Office will track expenditures and reimburse up to the $250 allowance allowances for Trustees and $500 for the Mayor elected officials according to this Policy, and will notify Board Member the elected official of their balance after each reimbursement request.

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VB-07-4 (Rev. 4/22/19) 3 of 3

See attached Exhibit A – Tax Exemption Certificate. See attached Exhibit B – Elected Official Reimbursement Form.

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EXHIBIT A

Revised April 22, 2019

VILLAGE OF MUNDELEIN

ELECTED OFFICIAL REIMBURSEMENT FORM Procedure:

Please sign, attach original receipts, and submit to the Village Administrator for processing. The Village Administrator’s Office will track expenditures and reimburse up to the $500 allowance for Village Trustees, $500 allowance for the Village Clerk, and $2,400 allowance for the Mayor unless the limits have been appropriately modified by Section D of the Village’s Reimbursement Policy (VB 07-4). Elected officials will be notified of their remaining balance after each reimbursement request. Purpose (destination or event):

Date Date Date Date Date Date Date Total

Lodging

Meals

Transportation

Other

Total

Signature: _________________________________ Date: ___________________

Village Administrator Approval: _________________________________ Date: ___________________

Account # ____________________

Finance Use:

Account # _____________________________

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revised elected official reimbursement policy

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