(A) Use of public funds. It is declared to be the policy of this Village that the President, Board of Trustees, and all Village officials, employees or agents, shall use public funds, property or credit only for public purposes. The President and Board of Trustees, as part of the Village’s annual budget, may establish and allocate an amount of money for use by the individual Trustees and President in support of events, activities, and charities organized by, sponsored by, or conducted by nonprofit organizations or businesses that support or benefit the Village as a whole, so long as such events, activities, and charities are not political or campaign-related in nature or otherwise for a principally private purpose, and are authorized in accordance with the Village’s expense approval policy. Such money may also be used in accordance with the Village’s travel policy by the individual Trustees and President for travel on an annual basis in attending up to 4 municipal conferences, meetings, seminars or training sessions outside of the Maywood Metropolitan Area (Cook, DuPage, Will, Lake, Kane and McHenry Counties) per year, unless additional trips are approved in advance by the Village Board of Trustees, and to pay business expenses that are directly related to the performance of public office (for example, stationary, gas mileage, postage, purchase of a cell phone, a facsimile machine, a computer and printer or similar communication device or equipment, and the like) for the Trustees and President. Any such device, machine or equipment purchased by the Village for use by a Village official or employee remains public property and needs to be returned to the Village (i) if and when the Village official leaves public office, (ii) the employee’s employment ends, or (iii) the item becomes obsolete. The disposal or sale of such item must be done pursuant to the surplus personal property statute (65 ILCS 5/11-76-4) which requires a simple majority vote of the corporate authorities. A Village official or employee is prohibited by state law from purchasing the item from the Village at the time the Village declares the equipment to be surplus and available for purchase.
(B) Travel policy and reimbursement.
(1) Employees and appointed and elected officials who incur expenses while traveling on behalf of and for the benefit of the Village, may receive reimbursement in accordance with current Internal Revenue Service (IRS) regulations for expenses and in accordance with the “Village of Maywood travel policy” as approved and modified from time to time by the Village Board.
(2) The Village of Maywood travel policy is available from the Office of the Village Manager and the Finance Department, and on-lien at the Village’s website, and provides, among other things, that in order to qualify for reimbursement, all employees and appointed and elected officials must submit a detailed expense statement, including original receipts and invoices, and that certain travel shall only be reimbursed if pre-approved by the Village Board.
(C) Expense approval policy and reimbursements.
(1) Any expenses other than travel to be paid from the budget allocation made pursuant to division (A) above may be made only in accordance with the guidelines and procedures for pre-approval and reimbursement set forth in the “Village of Maywood expense approval policy” as approved and modified from time to time by the Village Board.
(2) The Village of Maywood expense approval policy is available from the Office of the Village Manager and Finance Department, and on-line at the Village’s website, and provides, among other things, that in order for an expense to qualify for reimbursement, all elected officials must submit a request for expenditure form, have the expense approved by the Village Board, and then submit a payment request form, including supporting documentation.
(Ord. CO-03-02, passed 1-6-2003; Am. Ord. CO-04-03, passed 3-1-2004; Am. Ord. CO-04- 14, passed 5-3-2004; Am. Ord. CO-05-54, passed 12-20-2005; Am. Ord. CO-2013-48, passed 12-17-2013; Am. Ord. 2017-42, passed 11-21-2017)