HomeMy WebLinkAboutAgenda - 04-04-2023; 8-j - Approval of In-County Travel Allowance for Orange County Schools Board of Education Members 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 4, 2023
Action Agenda
Item No. 8-j
SUBJECT: Approval of In-County Travel Allowance for Orange County Schools Board of
Education Members
DEPARTMENT: County Manager's Office
ATTACHMENT(S): INFORMATION CONTACT:
Attachment 1: Resolution Kirk Vaughn, (919) 245-2153
Attachment 2: OCS Abstract and Policy
PURPOSE: To consider adopting a resolution approving a monthly in-county travel allowance for
members of the Orange County Schools (OCS) Board of Education.
BACKGROUND: On March 6, 2023, the Orange County Schools Board of Education approved
changes to Board Policy 2130 (Board Member Compensation and Expenses) to provide each
member a flat $100 per month travel allowance for in-county travel connected with Board
members' official duties. As it reflects an expense allowance, North Carolina General Statute
(NCGS) 115C-38 requires Board of County Commissioners approval, consistent with the
procedures described in NCGS 153A-92, before it can go into effect.
Under North Carolina General Statute 115C-38, and per the authority set in North Carolina
General Statute 153A-92, the Board of County Commissioners (BOCC) sets the compensation of
board of education members annually during the budget approval process:
"The tax-levying authority for a local school administrative unit may, under the procedures of
G.S. 153A-92, fix the compensation and expense allowances paid members of the board of
education of that local school administrative unit. Funds for the per diem, subsistence, and
mileage for all meetings of county and city boards of education shall be provided from the
current expense fund budget of the particular county or city. The compensation and expense
allowances of members of boards of education shall continue at the same levels as paid on
July 1, 1975, until changed by or pursuant to local act or pursuant to this section."
Based on this, the Manager recommends the $100 monthly in-county travel allowance. The
annualized cost of this action will be $8,400, and will be funded through the County's current
expense funding towards Orange County Schools. The district is not requesting any additional
funds from the County for the change in FY 2022-23.
2
FINANCIAL IMPACT: Funding for the stipend increases will come from the existing current
expense budget for FY 2022-23 as approved by the BOCC.
SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal applicable to this
item.
ENVIRONMENTAL IMPACT: There is no Orange County Environmental Responsibility Goal
impact associated with this item.
RECOMMENDATION(S): The Manager recommends that the Board approve and authorize the
Chair to sign the attached resolution approving the Orange County Schools Board of Education
in-county travel allowance.
3
RES-2023-028 Attachment 1
A RESOLUTION AUTHORIZING THE APPROVAL OF IN-COUNTY TRAVEL
ALLOWANCE FOR ORANGE COUNTY SCHOOLS BOARD OF EDUCATION
MEMBERS
WHEREAS, members of the Orange County Schools Board of Education travel
throughout the county to fulfill their duties as Board members; and
WHEREAS, North Carolina General Statute §115C-38 provides that a local tax levying
board may "fix the compensation and expense allowances paid members of the board
of education of that local school administrative unit;" and
WHEREAS, the Orange County Schools Board of Education has requested it be
allowed to provide its members a monthly stipend for In-County Travel at $100 per
month;
NOW THEREFORE BE IT RESOLVED that the Orange County Schools Board of
Education is authorized to provide its members a stipend for In-County Travel as
requested.
Adopted by the Orange County Board of Commissioners this 4th day of April, 2023.
By: Attest:
Jamezetta Bedford, Chair Laura Jensen, Clerk to the Board
Orange County Board of Commissioners
[SEAL]
3/13/23, 11:30 AM Print Item
4
Orange County Schools Board of Education Meeting
03/06/2023 07:00 PM
Printed:3/13/202311:30 AM ET
ITEM:11.1.4.Policy 2130 Board Member Compensation and Expenses-Second Read
Date
3/6/2023
Action Item(Yes/No)
Yes
Subject
Board Policy:2130- Board Member Compensation and Expenses Second Reading.
Staff Contact
Mrs.Joyce Hatcher-Chief Human Capital Officer
Mr.Will Atherton-Board Chair
Goals
04(
Strategic Goal 2-OUTCOME GOAL 2:EXCELLENCE AND EFFICIENCY-(Aligns with Equity Goal 5:Make
decisions,draft policies and allocate and utilize resources that are aligned to the district Equity Policy.Assess
the racial and equity impact of decisions,policies,and resource allocation and identify strategies to address
inequities.)
Purpose
Approval of Second Reading of Board Policy 2130:Board Member Compensation and Expenses.
Background
On November 17,2022,The Policy Committee recommended the approval of First Reading of
Board Policy 2130: Board Member Compensation and Expenses and on February 20,2023
Attorney make changes and bring it back to Consent on 3.6.2023.
Equity Impact
N/A
Financial Impact
N/A
Recommendation for Action/Next Steps
Approval of First Reading for updates to Board Policy 2130: Board Member Compensation and
Expenses.
Language for Motion:
move to adopt revised policy 2130 on first reading,on the understanding that County Commissioner
approval is required before the monthly travel allowance provision in Section 5 will take effect"
Supporting Documents
Policy 2130-Board Member Compensation(NAR redline 2-24-23) (R2695723x7AD04)
Policy 2130-Board Member Compensation(clean 2-24-23)_(R2695779x7AD04),
https:/Isimbli.eboardsolutions.com/Meetings/Printitem.aspx?S=680&M I D=13705&II D=5228007&AB=true&RC=true&Con=true&t=i 1/1
5
Policy Code: 2130 Board Member Compensation and Expenses
A. Compensation
Board members will be compensated for the performance of official school system
business. The amount of compensation will be established according to applicable laws.
B. Reimbursement
Board members will be reimbursed for out-of-pocket expenses incurred in the
performance of their duties _)er the same standards and procedures that apply to
employees under Policy 7050 — Employee Travel and Other Expense Reimbursement,
except as otherwise provided in this policy. Ream- member should submit reque6ts fer
remmburserneRt, along with GIGGUM8Rtation of the expenses, within 30 day
the expense. The beaFd member OnGUFF'Rg the expense must sign the FeimburserneRt
request, and the SupeFiRteRdent will approve suGh requests provided they are FeaSORa
1. All Board member reimbursements requests shall be signed and submitted in
writing (with receipts, if applicable) to the Board Chair for review and approval
under this policy within thirty (30) days of the date the expense was incurred
except that reimbursement reguests from the Chair shall be submitted to the Vice
Chair within that same time frame. The Superintendent and Finance Officer shall
be copied on all such reimbursement requests. The Board Chair's or Vice Chair's
review of any reimbursement request shall be confined to whether the
reimbursement is within the budget of the requesting Board member and otherwise
in compliance with this Policy. Any member whose reimbursement request is
denied may appeal the denial to the full Board in open session at a duly called
Board meeting.
2. Each Board member shall receive an annual budget of two thousand dollars
($2.000) for all expense reimbursements during each fiscal year. This amount is
inclusive of all expenses incurred in connection with conferences, trainings. and
other professional development activities (including registration fees, hotel
expenses, meal reimbursement, travel costs, and incidental expenses) and all
other miscellaneous expenses. Any unused portions of this annual budget will
lapse on June 30 at the end of each fiscal year and may not be rolled over to
successive years. Each Board member is responsible for monitoring his or her
own budget and expenses and assumes sole financial responsibility for any
expenses incurred in excess of his or her budget. The Finance Department shall
keep a running record of each Board member's expense reimbursement budge
and any reimbursements paid from such budget and will share that information
with individual Board members upon request. Training s and other professional
development activities scheduled by the district on behalf of the full Board will not
count toward any Board member's individual budget. Any Board member ma ask
the full Board to approve a one-time increase in his or her annual budget b
submitting an agenda item to the Chair and Superintendent for discussion in open
6
session. Board members must also comply with Board Policy 2123 with respect
to conferences or other events that are intended to satisfy statutory requirements
for annual Board member trainin s.
3. In the event a Board member is unable to attend a scheduled conference, training,
or other professional development activity due to illness or unforeseen emergency,
any non-refundable fees or expenses shall be deducted from that member's
annual budget but shall not be billed to that member as personal expenses,
provided they are otherwise within the member's budget. In the event a Board
member chooses not to attend a scheduled conference, training, or other
professional development activity for any other reason (including but not limited to
work pressures, calendar conflicts, or non-emeMency personal reasons). the
Board member shall be personally liable for any non-refundable fees or expenses.
4. Expenses incurred for tech noloc -related urchases (including but not limited to
hardware, software, and ancillary items such as power cords and carrying cases
shall be reimbursable only if they are within a Board member's annual budget and
consistent with any districtwide standards and protocols for technology-related
purchases.
5. In lieu of receiving reimbursement for in-county travel expenses, Board members
shall receive a monthly travel allowance of one hundred dollars 100per month
throughout their terms as Board members. Board members shall not be eligible
for any other reimbursement or compensation for any in-county travel expenses,
even if the actual cost of such travel exceeds the amount of the expense
allowance.
Legal References: G.S. 115C-38; 153A-92
Issued: 12/06/2004; 01/26/2015
Date Reviewed/Approved: 06/13/2016
Orange County Board of Education
7
Policy Code: 2130 Board Member Compensation and Expenses
A. Compensation
Board members will be compensated for the performance of official school system
business. The amount of compensation will be established according to applicable laws.
B. Reimbursement
Board members will be reimbursed for out-of-pocket expenses incurred in the
performance of their duties per the same standards and procedures that apply to
employees under Policy 7650 — Employee Travel and Other Expense Reimbursement,
except as otherwise provided in this policy.
1. All Board member reimbursements requests shall be signed and submitted in
writing (with receipts, if applicable) to the Board Chair for review and approval
under this policy within thirty (30) days of the date the expense was incurred,
except that reimbursement requests from the Chair shall be submitted to the Vice
Chair within that same time frame. The Superintendent and Finance Officer shall
be copied on all such reimbursement requests. The Board Chair's or Vice Chair's
review of any reimbursement request shall be confined to whether the
reimbursement is within the budget of the requesting Board member and otherwise
in compliance with this Policy. Any member whose reimbursement request is
denied may appeal the denial to the full Board in open session at a duly called
Board meeting.
2. Each Board member shall receive an annual budget of two thousand dollars
($2,000) for all expense reimbursements during each fiscal year. This amount is
inclusive of all expenses incurred in connection with conferences, trainings, and
other professional development activities (including registration fees, hotel
expenses, meal reimbursement, travel costs, and incidental expenses) and all
other miscellaneous expenses. Any unused portions of this annual budget will
lapse on June 30 at the end of each fiscal year and may not be rolled over to
successive years. Each Board member is responsible for monitoring his or her
own budget and expenses and assumes sole financial responsibility for any
expenses incurred in excess of his or her budget. The Finance Department shall
keep a running record of each Board member's expense reimbursement budget
and any reimbursements paid from such budget and will share that information
with individual Board members upon request. Trainings and other professional
development activities scheduled by the district on behalf of the full Board will not
count toward any Board member's individual budget. Any Board member may ask
the full Board to approve a one-time increase in his or her annual budget by
submitting an agenda item to the Chair and Superintendent for discussion in open
session. Board members must also comply with Board Policy 2123 with respect
to conferences or other events that are intended to satisfy statutory requirements
for annual Board member trainings.
8
3. In the event a Board member is unable to attend a scheduled conference, training,
or other professional development activity due to illness or unforeseen emergency,
any non-refundable fees or expenses shall be deducted from that member's
annual budget but shall not be billed to that member as personal expenses,
provided they are otherwise within the member's budget. In the event a Board
member chooses not to attend a scheduled conference, training, or other
professional development activity for any other reason (including but not limited to
work pressures, calendar conflicts, or non-emergency personal reasons), the
Board member shall be personally liable for any non-refundable fees or expenses.
4. Expenses incurred for technology-related purchases (including but not limited to
hardware, software, and ancillary items such as power cords and carrying cases)
shall be reimbursable only if they are within a Board member's annual budget and
consistent with any districtwide standards and protocols for technology-related
purchases.
5. In lieu of receiving reimbursement for in-county travel expenses, Board members
shall receive a monthly travel allowance of one hundred dollars ($100) per month
throughout their terms as Board members. Board members shall not be eligible
for any other reimbursement or compensation for any in-county travel expenses,
even if the actual cost of such travel exceeds the amount of the expense
allowance.
Legal References: G.S. 115C-38; 153A-92
Issued: 12/06/2004; 01/26/2015
Date Reviewed/Approved: 06/13/2016
Orange County Board of Education