For Charter Communications NW CT Area 19

PO BOX 87, Newtown CT 06470

Email Chairman@CableAdvisoryCouncil.com




Travel Expense Reimbursement Policy with Sunset Provision


The Advisory Council Motion R19CAC-13-01-09-V1 Motion (passed 11 /3)  with Sunset Amendment passed (12/2) to adopt this Travel Expense Mileage Reimbursement Policy


The Cable Advisory Council  Motion 12-09-11-M5 (passed 13/0/2) to requested a  PURA advisory for Travel Expense Reimbursement rate.  Per the 5 November 2012 PURA response letter, "The Authority also believes that using advisory council funds received from Charter pursuant to Conn. Gen. Stat. Section 16-331t(b) to reimburse ist members for traveling to advisory council meetings represents an acceptable use of such funds.  The Authority notes that the General Services Administration, in addition to the IRS, periodically publishes approved mileage reimbursement rates."

The Cable Advisory Council Mileage Reimbursement Policy is based upon following principles:

1.  Protect the integrity of the officers by implementing a proper accounting system.


2.  Respect the Authorization embodied in the Official Council Appointment Letters or Official Appointment in Town Meeting Minutes for automobile travel expense reimbursement.

3.  Respect the Authority of the official minutes of the Advisory Council meetings as record of attendance in performing the work of the council.

 4.  Eliminate the cost barrier - both real and subconscious, for members to attend the council meetings.

5.  Do not impose excess paperwork & expense report form filling chores onto members requesting travel cost reimbursement for attending council meetings.

6.  Reimbursement is optional - take it or not.

7.  Engender good will and positive spirit in promoting the work of the Council.


The Advisory Council Mileage Expense Reimbursement Policy:

A.  Standard Round Trip Mileage distances are established by round trip Travel Distance calculation, rounded up to the next whole dollar amount, between the council member's home address, or the central Post Office Zip Code of the member town, and the site of the Council Meeting


B.  A list of qualified members is established in advance of the council meeting by the chairman and/or the council officers.


C.  Qualified members may choose to accept the standard reimbursement by placing their signature on the Official Advisory Council Cash Disbursement Ledger at the council meeting.


D. An Advisory Council Petty Cash box is created, with individual cash packets assembled in advance per the Official Advisory Council Travel Reimbursement Chart.


E.  Council members that do not place their signatures on the Reimbursement Ledger at the council meeting have respectfully chosen to decline the reimbursment for that meeting.


F.  Undelivered reimbursement packs return to the Council Petty Cash Box Account.


SUNSET Amendment to the Travel Expense Reimbursement Policy:


A.  Calculation of the 19 town member travel expense milage reimbursement could cause the advisory council budget to exceed the annual support fee paid to the Advisory Council by Charter Communications.   It has been decided that Advisory Council reserve funds will be used to pay for the additional costs for a period of 2 calendar years, January 2013 through December 2014, after which this Travel Expense Reimbursement Policy will automatically expire.




Respectfully submitted,





Gregory G. Davis KB1YHW

Chairman, Cable Advisory Council

Charter Western CAP region 19