Governor's Travel Control Board Meeting Minutes, December 9, 2025

December 9, 2025

3:30PM

Webex

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

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

• Raven DeVaughn, Chair
• Jim Foys, Member
• Sean Coombe, Attorney, Central Management Services
• Anna Mason, Central Management Services
• Marelda Baidy, Central Management Services
• Kevin Pennell, State Travel Coordinator

• Ken Steele, Member

• Christopher Rector, IL Department of Transportation
• Stephany Hoehner, Central Management Services
   

1. Call to Order - At 3:34PM Chair DeVaughn called to order a meeting of the Governor’s Travel Control Board.
2. Roll Call - Members Present: Chair Raven DeVaughn, Member Ken Steele, Member Jim Foys.
3. Remote Attendance - None
4. Consideration of Minutes - The August 26, 2025 minutes were considered. Chair DeVaughn asked for a motion, Member Steele moved and second by Member Foys. Motion passed.
5. Presentation of the Exception Report – Marelda Baidy presented the board with the FY26 1st quarter exception report.
6. Matters for Board Consideration
   1. Exceptions – the following exceptions were approved
      1. Illinois Department of Central Management Services – Excessive Lodging Rate -Chair DeVaughn Abstained
      2. Illinois Department of Commerce and Economic Opportunity - Airfare Reimbursement
      3. Illinois Department of Commerce and Economic Opportunity - Resort Fees
      4. Illinois Department of Transportation - Resort Fees (Multiple Travelers)
      5. Illinois Department of Transportation – Resort Fees
      6. Illinois Department of Transportation – Resort Fees
      7. Illinois Prisoner Review Board - Amtrak Reimbursement
      8. Illinois Workers Compensation Commission – Late Cancellation
      9. Exception Held from 8/26/2025 - Illinois Department of Central Management Services requesting Hotel Late Cancellation Charges - Chair DeVaughn Abstained
   2. Exceptions – the following exception was tabled indefinitely.
      Illinois Prisoner Review Board - Blanket request for Personal Mileage Reimbursement (Tabled Indefinitely, Agency Head has authority to pay POV, Operational Support from Fleet we can assist)
7. Old Business
   1. Update to the rule | language on staying at a Conference Hotel in Headquarters versus hosting a Conference in Headquarters – Sean Coombe – wrote language to update the rule then stated the existing rules allow for this inside their headquarters as preapproval for leadership or employees who are working these events to get this approval through agency heads. We need to highlight this in rule and put it into a travel update.
8. New Business
   1. Agencies procuring travel services for state employees.
      1. Topic: Travel Booking Service – Engine
         1. The Chair briefed the board on a meeting with CMS Bureau of Strategic Sourcing regarding a travel system that was currently under a purchasing co-op with other states, and was completely free.
         2. Ken Steele briefed the service called Engine, which supports other states and internal agencies by facilitating travel arrangements at no cost. The service ensures access to GSA hotel rates and offers airfare booking for a nominal fee of $8-$15 dollars.
         3. Marelda and Kevin noted that several state agencies—including Department of Children and Family Service, Department Illinois Housing and Development Authority, Illinois State Police, and DoIT—have expressed interest in adopting a similar system.
         4. Kevin added that DoIT is currently working on a travel system. He emphasized that potential cost savings could come from reducing the workload of state personnel who currently spend time correcting travel vouchers.
         5. Jim Foys raised concerns about how Engine can offer services without charging and questioned whether their model might limit bookings to GSA rates, potentially excluding lower-cost options.
         6. Chair DeVaughn noted that Engine is currently being used in Texas and is a co-op and we could easily piggyback on this model. Chair DeVaughn stated that the proposal would need to go through the Chief Procurement Officer (CPO) for review. She also requested that the State Travel Coordinator arrange an executive session, inviting state agencies with high travel demand, along with their operational and fiscal officers.
         7. Chair DeVaughn also highlighted that the Department of Revenue’s travel system has achieved a 99% accuracy rate for travel vouchers. She suggested reconnecting with the Department of Revenue to learn more. Kevin Pennell shared that he has already initiated outreach with the department. Anna Mason added that the HCM system may be a contributing factor to delays or limitations. Chair DeVaughn stated she would revisit the Department of Revenue to readdress the system’s potential.
9. Adjournment – Chair DeVaughn asked for a motion, Member Steele, moved to adjourn, second by Member Foys, motion passed. Meeting adjourned at 4:44PM.