IID board’s expense report policies come under scrutiny
Ahead of the previous Imperial Irrigation District board meeting, travel expenses of the board were the subject of conversation both on social media and among the board itself. Concerns linger surrounding the district’s policy.
The board agenda document ahead of the April 24 board meeting included receipts of expenditures for Division 1 Director Juanita Salas. The expenses were incurred from November through March.
During the board meeting, Division 5 Director Norma Sierra Galindo expressed concern regarding the delay in the receipts being turned in to the district when board’s policy establishes a deadline of 10 business days for submission.
“The question here is, what is the use of having a policy when we are not only not going to observe it but are going to go back to almost a year,” Galindo said.
Board president Jim Hanks asked the General Manager Kevin Kelley to send a memorandum of how the board’s travel policy works to all IID directors. The board ultimately approved the expense report 4-1 with Galindo casting the lone dissenting vote.
Earlier this week, when asked about the delay on the submission of receipts, Salas said many of the receipts for her early training and workshops took place before the board policy was revised on Nov. 20, when the 10-day requirement was added.
The Purchasing Card Policy that was added to the updated policy states that board members “must retain original itemized receipts and reconcile to the monthly cardholder activity report. Obtain supervisor approval and submit the approved report along with supporting documentation to the Finance Department within 10 days of the statement close date. Failure to comply may result in the cancellation of the P-Card.”
Though some of Salas’ receipts included in the expenses packet were incurred prior to the policy change, there are about a dozen receipts produced after the Nov. 20 date that were turned in after the 10-day deadline.
“I take full responsibility of turning in a couple of receipts after the date,” Salas responded in an email. “Exaggerations have been made because it’s campaign season, and I understand that. I take full responsibility for focusing on the many other responsibilities and not making that a priority.”
The board’s policy was updated after Director Galindo expressed concerns with the per-diem component for meals in October. A new policy where that option was removed was approved a month later.
Even prior to the IID board meeting, the documents with the latest expenses made by Salas were subject of discussion on social media. Several individual expenses were singled out, including expenditures incurred at conferences. Some of the criticism involved a couple of mini-bar charges; however, the receipts for those charges include notes stating those items were challenged and refunded by the hotels.
When it comes to conferences, selecting which ones to attend relies on a board member’s judgment.
Hanks said that in general, the conferences and meetings board members attend throughout the course of the year are important for the IID.
These trips often include organizational membership conferences, multi-agency meetings, coalition and strategy meetings, and legislative meetings both in support or opposition to IID positions.
“These are, in my opinion, valuable transactions that should result in shared information with the board as a whole,” he said.
Among the most important business the IID has conducted when traveling out of the Valley include trips to attend State Water Resources Control Board in Sacramento and in Los Angeles. These allow board members to continue to put pressure on the state to step up its efforts at the Salton Sea. Other trips across the west involve Colorado River policy issues.
“We (IID Board of Directors and staff) attend conferences where state and federal officials are present. We attend to learn about what the state of California and our neighboring states are working on regarding water regulations and accessibility,” Salas said. “We speak out, present and represent our local interest at these conferences.”
In 2017, a total of $41,500 out of the $45,000 travel budget set for the entire board was split among three of the five board members. Hanks and Division 1 Bruce Kuhn didn’t turn in any expenses to the district.
During the April 24 Board of Directors meeting, Kuhn said he doesn’t go often out of town, but when he does, he pays for his own expenses and went as far as returning his credit card to the board’s secretary during the discussion.
Hanks said he has a similar approach.
“My personal rule for travel is simply, ‘My presence is required to do the public’s business, and I must keep in mind the financial sacrifice of those paying the bill,’” he said in an email on Thursday. “The cost associated with the urban hotels, restaurants and flights where these activities are held have an impact on my decision to limit trips.”
Despite the recent changes made to the policy, for Hanks, it may still be too ambiguous.
Currently, the only expenditures not allowed under the travel policy include certain charges made to a hotel room such as pay-per-view movies, video games, any type of alcoholic beverage on receipts charged to a hotel bill on an IID-issued credit card.
“It is important to assure sufficient board policy to conduct the public’s business. The policy should include budget limits, proper expense allowances, and process and timelines for reimbursements,” Hanks said. “[There is a] need to define allowable public business expenses and oversight responsibility and procedures at the board level. Does the board hold each other responsible through a board vote, and how are the IID non-approved, pre-paid credit card expenses reimbursed after the fact to the district?”