(A) A reimbursement (including payment in kind) to a member, officer or employee from a private source other than a registered lobbyist or agent of a foreign principal for necessary transportation, lodging and related expenses for travel to a meeting, speaking engagement, fact-finding trip or similar event in connection with the duties of the member, officer or employee as an officer holder or employee shall be deemed to be a reimbursement to the governmental entity and not a gift prohibited by this subchapter if the member, officer or employee:
(1) Discloses the expenses reimbursed or to be reimbursed and the authorization to the village’s Board of Trustees, within 30 days after travel is completed; and
(2) In the case of an employee, receives advance authorization, from the village’s Board of Trustees to accept reimbursement.
(B) For purposes of division (A) above, events, the activities of which are substantially recreational in nature, shall not be considered to be in connection with the duties of a member, officer or employee as an office holder or employee.
(C) Each advance authorization to accept reimbursement shall be signed by the President of the Board of Trustees and shall include:
(1) The name of the employee;
(2) The name of the person who will make the reimbursement;
(3) The time, place and purpose of the travel; and
(4) A determination that the travel is in connection with the duties of the employee as an employee and would not create the appearance that the employee is using public employment for private gain.
(D) Each disclosure made under division (A) above of expenses reimbursed or to be reimbursed shall be signed by the member, officer or employee and shall include:
(1) A good faith estimate of total transportation expenses reimbursed or to be reimbursed;
(2) A good faith estimate of total lodging expenses reimbursed or to be reimbursed;
(3) A good faith estimate of total meal expenses reimbursed or to be reimbursed;
(4) A good faith estimate of the total of other expenses reimbursed or to be reimbursed; and
(5) A determination that all those expenses are necessary transportation, lodging and related expenses.
(2007 Code, § 1-5-6)