General Administration
Fiscal Management
Conferences, Workshops, and Seminars

Section 1.  Entrepreneurial Activities

The Association shall engage in fund-raising activities in order to provide additional resources to the Association to provide the expanded services to the membership, while keeping dues as low as possible.  Such fund-raising activities shall be congruent with the mission of the Association.  Each new fund-raising activity must receive the prior approval of the officers of the Association, and such approval shall be subject to ratification by the Board of Directors as soon thereafter as is practicable.  Fees and other charges for programs and other activities of the Association may be raised pursuant to this policy.

Section 2.  Automobile

NMSBA shall provide an automobile for the official use of the Executive Director and other staff members as the Executive Director sees fit.

The Executive Director and Associate Executive Director are authorized to use the Association automobiles for personal business and such incidental use as approved by the Executive Board, provided that the Association is reimbursed at a rate equal to the current mileage reimbursement for NMSBA officers.

Section 3.  Office Hours

The New Mexico School Boards Association shall be open from 8:30 a.m. to 12:00 noon and 1:00 p.m. to 4:30 p.m., Monday through Friday.

The Association shall utilize a telephone answering system during times when the office is closed.

Section 4.  Telephone

The NMSBA shall maintain a telephone system adequate to meet the needs of the membership.  There shall be maintained a daily log of all personal long distance calls made by any employee.  Such log shall include, but is not limited to, dates, time, person called, and the reason for the call.

Telephone credit cards may be issued to:

 President
 President-Elect
 Vice-President
 Secretary-Treasurer
 Immediate Past President
 Executive Director
 Administrative Assistant

Section 1.  Pay Procedure

Staff members shall be paid bi-weekly unless circumstances require a temporary pay schedule change for other items for payment.  Such changes shall be approved by the Executive Director.

Section 2.  Depository of Funds and Authorized Signatures

All revenue received by NMSBA shall be deposited in an official bank or banks as designated by the Board.

Additional or temporary bank accounts, approved by the Executive Board, may be utilized for the purpose of maintaining separate records for entrepreneurial activities.

All checks, drafts, and orders for payment of money shall be signed by the Executive Director or Administrative Assistant.

The Board may, from time to time, authorize other signatures.

Section 3.  Use of Surplus Funds

Whenever there is a cash balance in any NMSBA account which is temporarily not needed, it is the policy of the Board that the balance be invested temporarily to the best advantage of the Association.  Investments shall be limited to those securities in which state law permits investments by local school districts or other investments as authorized by the Board. The Board authorizes the Executive Director to make such investments as needed.

Section 4.  Mileage and Per Diem

 a. Board Members

The New Mexico School Boards Association shall reimburse members the following amounts for conducting official business on behalf of the Association:

  i. Per diem @ $60.00 for each 18-24 hour period in-state.

  ii. Per diem @ $45.00 for each 12 -18 hours in-state.

  iii. Per diem @ $30.00 for each 6 - 12 hours in-state.

  iv. Per diem @ $15.00 for less that six hours in-state.

  v. Mileage at  24¢ for each mile traveled by private automobile on official business.  (In such cases where members elect to fly, the Association shall reimburse the member on the actual cost of the fare or 24¢ per mile.)

  vi. Executive Board members of NMSBA, while on official business, shall be reimbursed for actual necessary expenses incurred, or by one through five above, whichever they choose.

 vii. Out-of-state travel, on official business, shall be reimbursed    for actual expenses incurred.  All receipts for meals, lodging, travel and gratuity claims must be submitted or will not be paid.

viii. Expenses for alcoholic beverages are not reimbursable by the Association.

When a spouse, or guest, accompanies a member who is being reimbursed for the expenses involved in attending a conference, workshop, or function, the member will pay for the additional room costs and other expenses incurred by the spouse or guest.

Board of Directors' members attending Board of Directors' meetings held prior to workshops, School Law Conference, Board Institute, or State Convention, will receive one-half day per diem and mileage one-way from home to site of meeting from NMSBA.  Board of Directors members attending Leader’s Retreat will receive one-day per diem.  Balance of expenses to be borne by local school district.

Members attending Board of Directors' meeting only, will receive per diem and mileage as per policy PII 4.a..

Standing and Special Committee members will receive per diem and mileage as per policy.
 

b. Staff

Staff members shall be reimbursed for actual expenses incurred in  the performance of their job function, upon presentation of sufficient  documentation of expense.  Expenses for alcoholic   beverages are not reimbursable by the Association. All receipts for meals, lodging, travel, and gratuity claims must be submitted before payment can be made. Executive Director's expenses for out-of state travel shall be approved by the President. Other staff members expenses for travel shall be approved by the Executive Director.