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Governor's Travel Control Board Meeting Minutes, March 30, 2026

Meeting of the Board

March 30, 2026

10:00 am

Webex

Elgin Room, 10th Floor, 555 West Monroe, Chicago

Stratton Office Building, 702 Conference Room, 401 S. Spring St., Springfield

Minutes

Present

Springfield:

  • Jim Foys, Member
  • Katie Wyzard, Appointed Member (Governors Office Designee)
  • Sean Coombe, Attorney, Central Management Services
  • Anna Mason, Central Management Services
  • Kevin Pennell, State Travel Coordinator

Chicago

  • Raven DeVaughn, Chair

Webex

  • Christopher Rector, IL Department of Transportation
  • Jessica Westerfield, GOMB

Call to Order

At 10:04 am Chair DeVaughn called to order a meeting of the Governor’s Travel Control Board.

  1. Roll Call - Members Present: Chair Raven DeVaughn, Appointed Member Katie Wyzard, Member Jim Foys.
  2. Remote Attendance - None
  3. Consideration of Minutes – The December 9th, 2025, minutes were considered. Chair DeVaughn asked for a motion, Member Foys moved and second by Member Wyzard. Motion passed.
  4. Presentation of the Exception Report – Kevin Pennell presented the board with the FY26 2nd quarter exception report.
  5. Matters for Board Consideration
    1. Exceptions – the following exceptions were approved
      1. Illinois Department of Transportation – Destination Fee | Oritz – 115.72
      2. Illinois Department of Transportation – Destination Fees | Rastogi – 196.90
      3. Illinois Department of Transportation – Amtrak Train Cancellation and Overage Fee | Multiple Travelers – 78.00
      4. Illinois Department of Natural Resources – Lodging Cancellation Fee | Rubano – 359.84
      5. Illinois Department of Commerce and Economic Opportunity – Destination Fees | Sheehan – 80.88
      6. Illinois Department of Human Rights – Lodging cancellation Fee | MacFarlane – 195.72
      7. Illinois Department of Innovation and Technology – Excess Lodging | Multiple Travelers – 970.21
      8. Illinois Department of Financial and Professional Regulation | Reiter – 572.12
      9. Office of Illinois Governor – Lodging cancellation Fee and Transportation | John Gay – 431.57
      10. Illinois Department of Transportation FY27 Exemption Request | Communications Center – In Headquarters Lodging
      11. Illinois State Police FY27 Exception Request | Executive Protection Unit | Lodging Rates | Rental Cars | Baggage Fees
    2. Exceptions – Tabled Until June
      1. Governor’s Office FY27 Exception Request | GOMB 30 Day | Lodging Rate | Transportation | Airline Baggage Fees
      2. Illinois Department of Healthcare and Family Services | In- Headquarters Lodging - Babcock – 125.40
  6. New Business
    1. Rental Insurance Agreement Discussion – Key Points
      1. Early TRC Meeting Request
        1. Sean Coombe noted the need to request an early TRC meeting to discuss the Rental Insurance Agreement.
        2. Currently, the only insurance available to state employee travelers is through the State’s Hertz contract. When employees use other rental companies, or use Hertz outside of Illinois, they lack insurance coverage.
        3. Existing TRC rules explicitly state that rental insurance purchased from a rental company will not be reimbursed, leaving employees vulnerable.
      2. Proposed Actions
        1. Sean Coombe proposed that the GTCB Board vote to authorize a TRC meeting to discuss rescinding the current rental insurance rule.
        2. The goal is to remove the existing restrictions from TRC rules and issue an updated policy to all state travelers.
      3. Board Response
        1. The Chair and Member Foys agreed to hold a TRC meeting.
        2. Member Foys asked for the estimated annual cost. Sean Coombe responded that CMS Risk Management and Auto Liability support the change, noting that even a single incident could be detrimental to both employee safety and the State.
        3. The Chair requested that the TRC meeting be scheduled in conjunction with the June GTCB meeting, but held before June 15, so the updated rule and guidance can be introduced at the start of the new fiscal year. She also stated that we need to provide examples or at least scenario-based language to the TRC to clearly demonstrate the concern and the risk associated with not having the ability to insure.
        4. Sean Coombe and Kevin Pennell advised that CMS Risk Management and State Auto Liability would be the most appropriate group to provide the overview during the TRC meeting.
        5. Kevin Pennell and Sean Coombe will find examples and/or provide the language to Chair to provide to the TRC members.
    2. Amtrak Lowest Fare Nonrefundable Fees

      Chair DeVaughn noted ongoing concerns regarding the State’s use of low rate, non refundable Amtrak fares. She stated that it has become common for these non refundable fares to be cancelled, which then requires an exception request and results in additional costs to the State.

      To address this issue, Chair DeVaughn requested that Sean Coombe develop proposed language permitting State employees to select the lowest available refundable AmTrak fare, rather than being required to choose the lowest non refundable fare that may later incur cancellation fees.

      Alternate Government Lodging – It has been coming more common that hotels have been not providing the state rate and providing alternate government rate. This is due to our rates mirroring the GSA rates that do provide in certain circumstances an alternate rate. Kevin Pennell is going to discuss this with known hotels that are doing this and is going to update our FY27 hotel agreement.
  7. Adjournment – Chair DeVaughn asked for a motion, Member Foys, moved to adjourn, second by Member Wyzard, motion passed. Meeting adjourned at 11:00AM.