One of the topics on the agenda was the continued exploration by the board for the purchase of corporation-owned vehicles.
According to Supt. Dan Schroeder, there is a mileage claim form that is to be filled out for individuals seeking reimbursement. This would include the name, date, the location and the reason for the travel. It also requires identifying the starting mileage, ending mileage and the actual mileage driven.
"The board asked for a cost study of three vehicles," Schroeder said. "I guess what the board would like to consider is if we should continue paying the rate or buy vehicles. Do keep in mind that everyone else who does not use these vehicles would still be reimbursed such as teachers, which is currently how it is done."
Business Manager Mike Fowler confirmed that the insurance carrier would be the same for these vehicles like all the others.
"Any employee in the school corporation would be insured to drive it," Fowler said.
Concerns were raised regarding the policies and procedures that would be in place with the vehicles.
"This has nothing to do with the purchase of the vehicle," Schroeder said. "But it does have to do with the individuals operating it."
One example given was where would employees fill the gas tank, either at a local gas station or at the Transportation Department.
"Sometimes people don't understand," he said. "They see somebody out for lunch, at the hardware store buying a part or driving the roads for snow they might think that they are being used for their own personal use. If we do buy these, then we will have to have a policy."
The board agreed with Schroeder that if the vehicles were bought then a policy would have to be in place.
One example given by Adams was if there is an alarm in Clay City, then the corporation does not want anyone wasting time driving to the area where the vehicle is then driving to the alarm.
"I do think the times when (Schroeder) needs to go to Indianapolis the next morning and needs to report there for meetings, because he does live out of the county, instead of him coming back into the county to get the vehicle, then he should take it home with him to save time," she said.
As the discussion continued the topic of buying in the county or going out to look for the best deals was presented to the board.
"The report that (Fowler) prepared was based on parameters that we set," Adams said. "I used that and found one example, there are multiple dealers out there and we may be able to find something else."
Another board member requested everyone keep in mind it is the county that supports the students when they are out begging for money to fund their extra curricular activities.
"I know how many things we sell to keep the kids involved," board member Dottie King said. "If we can support the county, then I think it is important because the county supports us."
Board president Rob Miller agreed with King assessment.
"We are setting an example for people that are looking at buying vehicles that live here in the county," Miller said. "I would personally like to see it work with someone here in the county."
The next meeting of the Clay Community School Board of Trustees is Monday, at 6:30 p.m., in the media center at North Clay Middle School. The board will be voting on the 2011 budget, capital projects plan, school bus replacement plan and levy neutrality.