Last week the Manhasset School District policy on travel reimbursement was presented in the Manhasset Press. Before examining a second school district policy, a brief review of the district's overall policy process is presented here.

The board receives updates for policy requirements from the NY State School Boards Association (NYSSBA) and from district counsel.

Also, either the board or superintendent can identify the need for a policy or the need to amend a policy, then the superintendent/administration/board draft the policy.

Following the drafting of the policy it is placed on the board's agenda for a first reading. The time between the first and second reading allows time for questions, comments and suggestions. District counsel reviews the policy.

The revised policy draft is placed on the board's agenda for a second reading and adopted if there are no revisions. The policy draft can have more than two readings if necessary.

A policy is adopted once and thereafter it is amended.

Following the financial debacle in the Roslyn School District where millions disappeared, more scrutiny has been given to policies, especially policies that might prevent a similar occurrence.

The New York State School Boards Association (NYSSBA) offers a variety of free and fee-based services to assist local school boards in developing and maintaining policy manuals for more effective decision making and administration. In the February 28 publication of On Board , the NYSSBA newsletter, school boards were informed that "Meal reimbursement at district-sponsored events has been the subject of many comptroller's opinions and has come up in many audits. Board policies should define meals as permissible expenses under the specific criteria.

"Generally, the comptroller has found such expenses to be eligible for reimbursement when officers or employees are prevented from taking time off to eat due to a pressing need to complete business; when there is business of an immediate nature and meetings are essential at mealtime; or when the district wishes to recognize the services provided by volunteers or unsalaried members of the district. In the last case, the comptroller opined that only the dinner of the honoree could be reimbursed and the cost of the meal must be reasonable.

"It is unclear whether other rationales would be acceptable. These include the maintenance of a positive, professional work environment that fosters harmonious labor relations or providing meals at staff meetings to enhance collegiality. Districts should consult with their school attorney.

"All meal expenses should be appropriately documented, including the date, purpose of the meeting and the group in attendance and submitted to the district's business office for audit and reimbursement.

"How policies are followed could lead to winning or losing the trust of the community. Money saved on administrative expenses can be redirected to the educational program. School districts can benefit by enhancing procedures and exploring additional sound business practices."

The Manhasset BOE acted upon their research and the recommendations made by NYSSBA and formulated a new district policy on meals and refreshments which appears below.

"The board of education recognizes that from time to time it may be appropriate to provide service for modest meals during a mealtime and/or refreshments at district meetings and/or events, which must be held specifically during a mealtime for an educational purpose. Only the superintendent, deputy superintendent, assistant superintendent and principals are authorized to request such refreshments and/or meals in advance. Any expenditure made for such meals and/or refreshments should be appropriately documented with a receipt, itemized whenever possible and submitted to the district's business office for the purpose of audit and possible reimbursement.

"Examples of authorized categories of expenditures include, but are not limited to, refreshments for staff on Teacher Orientation Day at the beginning of each year and on Staff Recognition Day; refreshments for Superintendent's Conferences Day; community/district meetings at which school district business is conducted; during assessment day grading of tests; receptions for volunteers; and other meetings which must occur during a mealtime at which district business is conducted.

"The board recognizes that each year there may be limited number of instances where board members are expected to participate by virtue of their board office in activities of a combined business and social nature, where their participation is deemed by the board to be in the best interest of the school district. These include, but are not limited to, district-wide events open to the school community such as an annual SCA recognition Dinner, where board members will serve as representatives of the board to express the board's appreciation or the efforts of parent volunteers and other honorees, and at retirement dinners for teacher retirees or administrative retirees where the presence of board members is essential to promotion of the goals of harmonious labor relations and for the expression of the board's appreciation for past services by such retirees to the district and its students.

"In such circumstances, the board may designate those of its members whom it deems to be in the best interest of the district to attend such functions at district expense."

The policy was adopted May 19, 2005