Elected and appointed officials are aware of the fact that public business conducted by them is subject to constant scrutiny and evaluation. The resolution of official matters and the expenditure of public funds are of a serious nature. Conscientious and dedicated public officials make every possible effort to uphold the trust and confidence placed upon them by the citizens they represent.
In certain facets of public life, school Board members are unlike political representatives in municipal, county and State governments. The overriding rationale for one's serving as school Board member is due to a strong commitment to our youth and the American system of education.
However, there are instances during a Board member's tenure that reimbursement to said member and expenditure of public funds by said member should be made both for the advancement of the educational system represented and for the betterment of the community in the School District.
Three (3) instances usually confront school officials:
| | A. | Attendance at conferences, meetings, workshops and conventions for purposes of knowledge, training, and participation.
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| | B. | Attendance at public functions of District-related matters and/or the hosting of entertainment for business purposes.
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| | C. | Awarding of an item of value for dedicated service; the remembrance of a special occasion such as the retirement of personnel after years of faithful service, injury, ill-health, or death of a District employee or official.
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It is the purpose of this statement to establish a basis for expenditures of public funds for the above stated purposes. This basis is intended to assist Board members and administrators of the Southern Local School District and in conducting daily business in a legal, ethical and professional manner. It is also intended to foster the educational programs of the District.
| | A. | Participation at Conferences, Workshops, and Meetings
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| | | It is fully realized that the operation of a multi-million dollar budget and District-wide plant facility requires expertise, professionalism, and training. It is also fully realized that the Southern Local School District is, in many ways, rather unique in that it strives to meet the needs of diverse student populations, especially in the areas of technical training, vocational education, special education, adult programs, post-secondary training and community services. This requires on-going in-service training of the entire educational staff to keep abreast of current educational research, theory, and methodology.
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| | | It is expected that the operation of a school district today demands that administrative staff understand the contemporary principles of labor negotiations, financial management, plant operations, and curriculum development. Only through knowledge and understanding of these concepts can a school district provide a sound educational program and give the community a fair return for its tax dollar investment.
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| | | 1. | It is understood that teachers, administrative staff, and Board members may be requested to attend various professional workshops throughout the year.
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| | | 2. | The allotment of public funds will be carried out on a fair, equitable basis.
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| | | 3. | Travel costs by automobile will be compensated for on an equitable basis. Travel costs by air, train, and bus will be reimbursable on an economy, or coach-class basis.
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| | | 4. | Hotel accommodations will also be compensated on a reasonable, medium, per-diem basis.
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| | | 5. | Other related, valid expenses in connection with attendance such as meals, registration fees, cab/car fare, participation materials, postage, and telephone will be reimbursed.
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| | | 6. | If the participant receives any compensation from the host convention/organization, requesting District or committee for attendance, s/he will reimburse the district for any such similar advance funds given.
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| | | 7. | The Superintendent will approve those meetings and workshops for administrators and teachers which best suit the needs of the District.
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| | | 8. | The participant will file with the Treasurer a copy of all receipts of valid expenditures, along with a copy of a financial report within a reasonable amount of time upon return.
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| | | 9. | The participant will file a report of his/her participation at the conference with the Superintendent. This report will then be forwarded to appropriate personnel and departments for maximum use by the District. Board members will submit their report to the Superintendent for distribution.
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| | B. | Attendance at Public Functioning; Hosting of Entertainment for District Business
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| | | It is understood that the operation of a multi-million dollar school program and plant is similar in many ways to private business or industry. Prospective applicants for employment and visitors on School District matters must travel long distances to meet and confer with local staff for the routine of work and advancement of educational programs.
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| | | t is to be expected that occasions will arise in the course of routine when excessive demands will be made on the personal time and private lives of school officials. This is especially true in the areas of labor negotiations, budgetary preparations, and delicate legal matters.
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| | | Public officials are, increasingly, being required to attend and participate in certain business-related public functions. With the complexity of affairs for school officials, personal sacrifice is becoming a factor of attention and concern.
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| | | 1. | The Board may authorize reimbursement of guests, visiting professional personnel, applicants and consultants for reasonable travel, meal, and hotel costs while on District business.
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| | | 2. | Prevailing rates of fees and honorariums will be paid for professional consultant services.
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| | | 3. | For those matters of official business and public welfare which require school Board members and professional staff to remain in their official capacity for delicate matters such as personnel negotiations, legal matters of pressing nature, budgetary preparations, etc., or for continuous periods of time at the sacrifice of personal livelihood and expense, meal costs will be paid by the District.
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| | | 4. | Where the attendance of school Board members is required at a school-related function, the cost of admission for the member only will be paid by the District.
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| | | 5. | Other general expenses such as telephone charges, donations, flowers, travel between buildings, etc. will be borne by the Board member.
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| | C. | Awarding of Items of Value for Service to the District and Special Occasions
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| | | Public employees and officials, contrary to their peers in the private sector of the economy, cannot be awarded gifts of great expenditure or monetary rewards upon retirement or transfer after years of service. This is an inequity but is a fact of life and law. However, public employees and officials can receive a reasonable memento for years of dedicated service.
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| | | Special occasions do arise in everyday life situations wherein the services of a valued employee or staff member are either lost through illness or death. It is understood that the Board of Education, on behalf of all staff members, should demonstrate its respect and sincerity for such events
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| | | 1. | Upon retirement of a staff member, the Board of Education authorizes the Superintendent to expend funds for a gift memento of reasonable value. Such an item usually is a plaque, scroll, desk or mantel piece of reasonable, medium value.
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| | | 2. | Gifts of unusual expense or value and monetary wards are not to be purchased with public funds.
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