Expense Policy - Library Board Policy

Hennepin County Library

Board Policy

Page 1 of 1

Section: LB5

EXPENSE POLICY

Tracking Record:

Date Approved: 01/27/06

Previous Policy Dated: 12/4/02

Review Date: Jan 2009

All Board members are encouraged to invest in their Library Trustee education annually. Funds will be available to cover at least one educational experience per year per Board member.

The Library Board will work with the Library Director to establish the total annual Library Board Conference and Travel budget. This process will take into consideration the overall Conference and Travel budget approved for the Library system for the year.

Expenses will be fully reimbursable, up to the member's budgetary share. At the current time a "share" is equal to $1000. The value of a share will be adjusted to reflect any changes in the dollar amount in the Library budget for the Library Board Conference and Travel budget.

Each Board member is entitled to one share per year.
The president and any Board member who officially represents Hennepin County Library in a broader organization receives one additional share per year.
A member whose Board term expires on December 31 and who does not seek reappointment or is not reappointed but who remains on the Board until the Hennepin County Board of Commissioners appointment process is completed is not eligible for reimbursement for Conference and Travel expenses incurred after that member's official term ended on December 31.
Each Board member plans how to spend his/her allotment and submits reimbursement requests following County procedures.
The Library Board President coordinates Board members' proposals and manages overall expenditures within the budget.
The President should ensure that the Hennepin County Library Board is represented at national conventions as appropriate and economically feasible.

The Library Board Conference and Travel budget will be reviewed by June 1 annually. If a Board member estimates funds will be left from his/her share(s), s/he will notify the Board President of the amount of under-expenditure anticipated by June 1. Dollars remaining in the budget will be divided equitably to cover any unreimbursed expenses of other Board members or made available to the Library for other expenditures.

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