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Committee delays changes to board expense-reimbursement rule after members press for stricter campaign and mailer limits
Summary
Committee members sought clearer restrictions on using board funds during campaign periods and stronger rules to prevent use of board resources for political mailers. The committee postponed Policy 9354 to allow staff to tighten language and identify which office will review disputed expenses.
The Policy and Governance Committee on Jan. 14 postponed Policy 9354, the board members’ voucher and reimbursement policy, after members requested stricter language to prevent use of board funds for campaign activity, political mailers and commercial endeavors.
Mrs. Welsh reviewed the policy, which sets a $7,000 annual reimbursement cap per board member and enumerates allowed and disallowed expenses, documentation requirements and processing steps. The draft also covers local and nonlocal meal reimbursement, mileage, conference travel and the requirement that receipts and supporting documentation be submitted within 30 days.
Committee members pressed for clarity on several points:
- Political activity and mailers: Several members said the policy should explicitly bar use of board reimbursement funds for campaign mailers or clear political campaigning. “Can we get more specific there around campaign for political office?” Board member Pamela Boozer Struthers asked. Members suggested adding explicit language to prohibit the use of board funds for campaign activities and mailers at any time, not just near an election.
- Election window: The group discussed a restriction for expenditures within 45 days of a primary or general election to reduce the risk that campaign activity is supported with board funds. Some members favored keeping a 45‑day window; others said enforcement and distinctions between customary constituent events and campaign activity would need clearer rules.
- Oversight and documentation: Members asked who reviews disputed charges. Welsh recommended that the board identify a budget analyst or the audit office to check submissions and that unresolved disputes be referred to the full board or, if questions of impropriety arise, to the ethics panel for advisory review.
The committee agreed to postpone the policy so staff can add clearer language addressing political campaigning, mailers and the review process. The chair called for a postponement to the next Policy and Governance Committee meeting; members voted to postpone with the agreed additions.
