East Chicago school trustees review claim docket; raise questions on invoices, recurring contracts and reimbursements

School City of East Chicago trustees spent a portion of their April 1 work session reviewing the district's claim docket and invoice packet, raising questions about recurring vendor charges, missing backup receipts and reimbursements tied to staff development programs.

The discussion was led by Superintendent Dr. Burnet, who walked trustees through items on the claim docket. Trustee Gomez asked about multiple recurring payments and whether some vendors would continue to be paid; Dr. Burnet said some vendors will receive additional payments and that invoice details are included in the packet. Gomez also flagged toll violations on page 4 (invoice 117695) and asked if the district planned to acquire an iPass for a district vehicle; Dr. Burnet said the district plans to get one for the white vehicle.

Trustees questioned specific line items: a STEM equipment purchase listed for Harrison School; additional English Learner book orders; a Calumet Waste and Recycling invoice of $16,980 and another for $2,569 for winter snow removal; and a $25.95 purchase from B&H Photo for CTE equipment. Trustees asked where supporting receipts or vouchers were in the packet. Dr. Burnet said the packet includes vouchers and invoices but that some backup receipts for reimbursements appear on the claim sheet rather than attached to each invoice.

Trustees pressed for clarity on recurring cleaning and supplies contracts. Trustee Smith asked whether the district had solicited other vendors; Dr. Burnet replied the district is “in the processes of counseling this contract” and plans to use in-house maintenance staff for supplies where possible to reduce costs. On landscaping, trustees noted visible maintenance issues—empty flower planters and tennis court conditions—and asked whether the Calumet vendor provides landscaping; Dr. Burnet confirmed Calumet does landscaping and said the district intends to use its grounds crew for landscaping this year and that some marquee electrical work requires pulling power from the building.

The board discussed professional-development charges tied to Calumet College and Chicago State University programs. Trustees asked whether teachers who dropped out of education partnership programs were required to reimburse the district. Dr. Burnet and other staff said the agreements require participants to remain in district employment for two years and to reimburse the district if they do not complete the program; however, staff reported that many student files and signed contracts are missing from earlier HR records and said the district is identifying students for whom reimbursement can be pursued.

Trustees also asked about an invoice for legal services from Mr. Harris’s law firm. Dr. Burnet explained the fees were tied to workers’ compensation matters and that the firm was retained by the district’s workers’ comp insurance carrier to handle local representation. On a separate item, trustees were informed that the Indiana Department of Workforce Development had at one point tried to bill the district for an unemployment claim but later reimbursed the district.

Trustees asked for follow-up documentation on the items discussed: vendor contracts and solicitation history, copies of backup receipts for meal reimbursements, signed student/employee contracts for university partnership reimbursements and clearer invoice labeling (for example, why alarm work is described as “Lincoln Number 2”).

Trustees agreed to request the additional documentation ahead of the formal board meeting to enable informed action.