Milan board amends fundraising policy to allow district help up to 25% (cap $10,000); debate over timing and criteria

The Milan Special School District Board on April 28 amended policy 2.601 to say the district may assist up to 25 percent of eligible fundraising and trip costs, with a $10,000 cap. The board approved the change after extended discussion about timing, fairness and whether sports teams should be included.

Mr. Crocker moved to approve the policy change and Miss Biggs seconded; the motion passed 5'to—. The revised language replaces a mandatory "will assist" with discretionary "may assist," giving administration latitude to weigh requests against available funds.

Board members and administrators debated whether requests should meet a prior fundraising threshold (75 percent was discussed) and whether sponsors need to submit requests months in advance. The superintendent and staff noted an existing administrative procedure in the district manual that requires many field trip requests be submitted six months ahead of the trip date; the transcript states the manual's administrative procedure currently sets a six-month submission window for field-trip requests.

Members also discussed whether athletic events should be treated differently than academic or enrichment trips. Several board members said sporting events historically are handled separately and that the policy should not unintentionally apply to routine athletic travel. Administrators said exceptions sometimes arise for late-notice championship travel and urged the superintendent retain discretion for urgent cases.

The board asked policy committee and administration to clarify criteria in administrative procedures (timelines, required percentage raised, documentation) so requests to the board are consistent and do not create unexpected budget obligations.

The final motion approved replacing "will" with "may" and keeping the 25 percent/ $10,000 cap; the vote was announced as 5 in favor, 1 opposed.