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Meeting Date:
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8/19/2024 - 6:30 PM
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Category:
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ROLL CALL ACTION ITEMS
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Type:
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Action
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Subject:
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Approval of a Resolution Regarding Expense Reimbursements
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Strategic Plans:
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Enclosure
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File Attachment:
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Summary:
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Funding:
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Resolution:
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WHEREAS, Section 10-20 of the School Code (105 ILCS 5/10-20) grants school boards other powers that are not inconsistent with their duties;
WHEREAS, Section 10 of the Local Government Travel Expense Control Act (50 ILCS 150/) provides that the School Board shall by resolution regulate the reimbursement of all travel, meal, and lodging expenses of officers and employees, including, but not limited to: (1) the types of official business for which travel, meal, and lodging expenses are allowed; (2) maximum allowable reimbursement for travel, meal, and lodging expenses; and (3) a standardized form for submission of travel, meal, and lodging expenses supported with minimum documentation;
WHEREAS, the Board regulates the types of expenses that are allowed in Board Policies 2:125, Board Member Compensation; Expenses and 5:60, Expenses;
WHEREAS, based upon the School District’s budget and other financial considerations, the Superintendent has recommended to the Board a maximum allowable reimbursement amount of $4,000 for Board members and District staff;
WHEREAS, based upon the School District’s budget and other financial considerations, the Superintendent has recommended to the Board a meal per diem rate of $70 for Board members and District staff;
WHEREAS, the Board requires submission of appropriate standardized expense forms supported with required written minimum documentation (50 ILCS 150/10 and 20);
WHEREAS, submitted expenses that exceed the Board’s maximum allowable reimbursement amount may be approved by a roll call vote at an open meeting of the Board when an emergency or other extraordinary circumstance exists (50 ILCS 150/10 and 15);
WHEREAS, all Board member expenses must be approved by a roll call vote at an open meeting of the Board (50 ILCS 150/15);
THEREFORE, BE IT RESOLVED, that the Board hereby:
1. Defines and sets the types of allowable expenses through Board policies 2:125, Board Member Compensation; Expenses and 5:60, Expenses.
2. Sets the maximum allowable reimbursement for travel, meal, and lodging expenses to an amount not to exceed $4,000, effective on August 19, 2024, until the Resolution is rescinded or replaced by the Board.
3. Sets the meal per diem rate at $70, effective on August 19, 2024, until the Resolution is rescinded or replaced by the Board.
4. Requires use of Board exhibits 2:125-E1, Board Member Travel Approval Form; 2:125-E2, Board Member Expense Claim Form; 5:60-E1, Employee Request for Professional Leave Form; and 5:60-E2, Employee Travel or Meeting Expense Claim Form.
5. May approve expenses that exceed the Board’s maximum allowable reimbursement amount by a roll call vote at an open meeting when an emergency or other extraordinary circumstance exists.
6. Must approve its members’ expenses by a roll call vote at an open meeting.
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Approvals:
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Recommended By:
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Signed By:
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Jennifer E. Gill - Superintendent
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Vote Results:
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| Original Motion | | Member Micah Miller Moved, Member Anthony Mares seconded to approve the Original motion 'WHEREAS, Section 10-20 of the School Code (105 ILCS 5/10-20) grants school boards other powers that are not inconsistent with their duties;
WHEREAS, Section 10 of the Local Government Travel Expense Control Act (50 ILCS 150/) provides that the School Board shall by resolution regulate the reimbursement of all travel, meal, and lodging expenses of officers and employees, including, but not limited to: (1) the types of official business for which travel, meal, and lodging expenses are allowed; (2) maximum allowable reimbursement for travel, meal, and lodging expenses; and (3) a standardized form for submission of travel, meal, and lodging expenses supported with minimum documentation;
WHEREAS, the Board regulates the types of expenses that are allowed in Board Policies 2:125, Board Member Compensation; Expenses and 5:60, Expenses;
WHEREAS, based upon the School District’s budget and other financial considerations, the Superintendent has recommended to the Board a maximum allowable reimbursement amount of $4,000 for Board members and District staff;
WHEREAS, based upon the School District’s budget and other financial considerations, the Superintendent has recommended to the Board a meal per diem rate of $70 for Board members and District staff;
WHEREAS, the Board requires submission of appropriate standardized expense forms supported with required written minimum documentation (50 ILCS 150/10 and 20);
WHEREAS, submitted expenses that exceed the Board’s maximum allowable reimbursement amount may be approved by a roll call vote at an open meeting of the Board when an emergency or other extraordinary circumstance exists (50 ILCS 150/10 and 15);
WHEREAS, all Board member expenses must be approved by a roll call vote at an open meeting of the Board (50 ILCS 150/15);
THEREFORE, BE IT RESOLVED, that the Board hereby:
1. Defines and sets the types of allowable expenses through Board policies 2:125, Board Member Compensation; Expenses and 5:60, Expenses.
2. Sets the maximum allowable reimbursement for travel, meal, and lodging expenses to an amount not to exceed $4,000, effective on August 19, 2024, until the Resolution is rescinded or replaced by the Board.
3. Sets the meal per diem rate at $70, effective on August 19, 2024, until the Resolution is rescinded or replaced by the Board.
4. Requires use of Board exhibits 2:125-E1, Board Member Travel Approval Form; 2:125-E2, Board Member Expense Claim Form; 5:60-E1, Employee Request for Professional Leave Form; and 5:60-E2, Employee Travel or Meeting Expense Claim Form.
5. May approve expenses that exceed the Board’s maximum allowable reimbursement amount by a roll call vote at an open meeting when an emergency or other extraordinary circumstance exists.
6. Must approve its members’ expenses by a roll call vote at an open meeting.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 7 Nay: 0. | | The motion Carried 7 - 0 | | | | | Anthony Mares | Yes | | Micah Miller | Yes | | Sarah Blissett | Yes | | Buffy Lael-Wolf | Yes | | Erica Austin | Yes | | Ken Gilmore | Yes | | Debra Iams | Yes | |
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