The Board of Trustees may modify, amend or supplement this policy, as it deems necessary and appropriate.
All trustees and staff are encouraged to attend District-related events (conferences, meetings, workshops, etc.) subject to budget constraints. Trustee attendance is subject to Board of Trustees approval, and staff attendance is subject to approval by the Executive Director.
Trustees may have the opportunity to attend regional, statewide and national events for library purposes upon approval by the Board at a regularly scheduled board meeting and are subject to the provisions outlined below. Staff may have the opportunity to attend regional, statewide and national events for library purposes upon approval by the Executive Director and are subject to the provisions outlined below.
All event attendance must follow appropriate District procedures. Financial and informational accounting is expected of each trustee and staff member for each event. This includes completion of all required forms for the event and turning in all available receipts. No reimbursement will be made without appropriate documentation. No entertainment expenses, as defined by the Local Government Travel Expense Control Act, shall be paid. Entertainment includes, but is not limited to, shows, amusements, theaters, circuses, sporting events, or any other place of public or private entertainment or amusement, unless ancillary to the purpose of the program or event.
The Library will not pay additional expenses for persons accompanying trustees or staff
All trustees who are asked to serve on a library association’s committee or other similar group must be approved to do so by the Board prior to accepting appointment.
All staff who are asked to serve on an association’s committee or other similar group must be approved to do so by the Executive Director prior to accepting appointment. This applies to service that will require staff time and/or travel expenses.
There are four types of authorized travel/event expense:
Travel or event expense for other situations may be approved by the Board when appropriate.
While attendance at events is not mandatory for any trustee or for any specific event unless required by law, all trustees are encouraged to take advantage of appropriate opportunities to further their education as trustees.
Trustees are limited to the following events, unless authorization is granted by a majority vote of the Board:
Staff attendance at events and travel is subject to approval of the Executive Director.
Financial and informational accounting through the use of the appropriate forms listed below is expected of each trustee and staff member for each event. Only relevant forms need to be completed.
The parts are:
Trustees and staff are responsible for their travel/event planning and expense planning and accounting.
Reimbursement for reasonable expenses will be paid by the District upon the completion of the appropriate pages of the form with appropriate receipts. This form is due no later than 60 calendar days after returning from a travel or education event, except that local mileage expense can be accumulated quarterly if properly documented.
The Library will cover the following expenses:
The District shall pay in full trustee memberships to appropriate library organizations at the following levels, subject to the availability of funds.
Payment for additional memberships for trustees must be approved in advance by the Board of Trustees.
Individual memberships for staff members in these and other library-related organizations, professional organizations, and/or community organizations may be paid at the discretion of the Executive Director. All professional membership dues are paid dependent on budgetary considerations and may not be renewed as financial constraints of the District warrant.
To promote public relations and goodwill in the community, the District encourages participation by trustees and staff in community events. Tickets will be purchased for trustees and staff to attend selected functions. Payment for guests to such functions is the responsibility of the attendees. The District may pay in advance for tickets for guests of trustees and staff. Reimbursement to the District for such tickets must be made within 60 days.
If ticket holders cannot attend an event, it is their responsibility to locate substitute attendees. If substitutes are found, no reimbursement is necessary. In the event of an emergency, the requirement to reimburse the District will be waived.
The Board of Trustees of Fountaindale Public Library District will review the Travel and Event and Membership Policy and regulations periodically and reserves the right to amend them at any time. The Board authorizes the Executive Director to waive regulations for staff under appropriate circumstances.
Any appeals for changes or exceptions to any portion of the Travel and Event and Membership Policy will be considered. An individual wishing to file an appeal shall submit it to the Executive Director in writing. The Executive Director will respond in writing.