State monitor outlines authority to approve or deny out‑of‑state travel, sets criteria for taxpayer-funded trips

The Rochester City School District’s state monitor briefed the board on Jan. 13 about authority and criteria for approving out‑of‑state travel funded by the district’s general fund. The monitor said the oversight role stems from Chapter 56 of the Laws of 2020 and remains in place following a recent legislative extension.

The monitor listed key approval criteria: timely submission of a travel request form, consistency with district travel policy (policy 2521), demonstration of how the trip will materially benefit student outcomes, identification of funding sources and whether a budget transfer would be needed, reasonable expenses and travel dates, and evidence of how conference learnings will be disseminated. The monitor said signatures by the board president (for commissioners) or the superintendent (for district staff) must be included on requests.

The monitor emphasized prudence with public funds: "I have the authority to say yes or no. And if I say yes, congratulations. If I say no, I have to give an explanation why and give the person the opportunity to answer some questions." The presentation noted nearly $1,000,000 is currently allocated for staff professional development travel in the district budget, and the monitor said a form is being developed to capture event name, sponsor, traveler title, dates, and cost information.

Board members asked whether commissioners must report travel and whether the monitor will require ongoing documentation; the monitor confirmed the approval process and said the district will finalize a form and procedures for monitoring and reporting. President Simmons and board members thanked the monitor for streamlining requirements and emphasized accountability for both commissioners and staff.