Randy Denham, board secretary and finance lead, presented recommended updates to the district business procedures manual at the July 14 meeting, including proposed changes to travel reimbursements, gate-deposit procedures and the district’s public-purpose rules that would enable limited staff and student incentives.

On travel, Randy proposed replacing the IRS-based per-meal reimbursement with a flat per-diem approach: $50 per day for in-state travel and $70 per day for out-of-state travel, with first and last day at 75% of the per-diem. Itemized receipts would still be required for reimbursements and tips up to 15% would be allowed. The travel policy also added a reminder about Iowa human-trafficking hotel-certification compliance for overnight bookings. The policy changes were presented for initial review; they will return for formal board consideration.

On cash handling and gate receipts, Randy proposed a new mass-receipt form for fundraisers so sponsors can submit a consolidated deposit log instead of dozens of individual receipts. He also recommended turning the gate reconciliation into a two-part carbon-copy form so one copy can travel with the deposit and another remain on-site with the administrator on duty for records. The finance committee discussed the proposals and asked for a small number of edits that Randy said he would incorporate before returning with final documents.

The proposed public-purpose changes would allow limited purchases intended to aid recruitment, retention and community building. Examples cited for board consideration were: providing snacks and small staff treats (Randy said proposed limits were $500 annually at elementary buildings and $7.50 annually at secondary buildings, as presented), buying district-branded shirts for new staff up to $20 per employee and T-shirts for students or staff up to $15 per shirt, and modest team-building activity allowances of about $20 per staff member. Randy said that if every eligible item were fully expended across the district the rough maximum cost would be in the order of $90,000 annually, but he noted that historically most buildings spend well below their discretionary allotments.

The board and the finance committee reviewed the manual and the two policies (travel and public-purpose) and directed staff to make the drafting edits discussed and bring the policies back as a first reading. No formal action to adopt the changes was taken at the July 14 meeting.

Why it matters: The manual and policy edits would change how the district handles travel reimbursements, reconcile event receipts, and permit limited, budgeted uses of building funds for recruitment and morale items; the proposals will affect principals, activities staff and building-level budgets if adopted.