Title
Consider approving Resolution No. 2026-043, adopting an updated travel and reimbursement policy for the City Council; and take appropriate action.
Body
REQUESTOR:
Mayor Terry Lynne
Deputy Mayor Pro Tem Roger Neal
BACKGROUND:
The City of Farmers Branch is committed to ensuring its elected leadership remains informed, engaged, and prepared to guide the City’s governance and policy direction. Participation in professional development opportunities, conferences, and policy forums offered through organizations such as the Texas Municipal League and the National League of Cities, as well as other regional, statewide, and national meetings, provides City leadership with valuable insight into emerging trends, legislative updates, and best practices in municipal governance.
In addition to educational opportunities, travel may also support broader municipal priorities such as strengthening intergovernmental relationships, participating in regional policy discussions, and engaging in economic development opportunities that benefit the City of Farmers Branch. These engagements allow City leadership to represent the community, collaborate with peer municipalities, and bring forward innovative approaches that strengthen the City’s long-term strategic position.
To ensure transparency and appropriate oversight, travel and reimbursement requests are administered in accordance with the City Council Travel and Reimbursement Policy. Unless otherwise provided in the policy, requests for travel and reimbursement are reviewed by the Travel Expense Review Committee, which consists of three members of the City Council.
On January 21, 2025, the City Council approved Resolution No. 2025-019, establishing guidelines for the approval, reimbursement, and oversight of travel and related expenses incurred by City Councilmembers, the City Manager, and the Municipal Judge while conducting official City business.
On June 3, 2025, the City Council approved Resolution No. 2025-093, which amended the policy to allow travel related to urgent legislative matters without prior approval and allowed a Councilmember to waive receipt of their monthly stipend in lieu of submitting reimbursement requests up to $2,400.
On October 21, 2025, the City Council reviewed the policy and directed staff to prepare updates to further clarify reimbursement procedures, including establishing deadlines for reimbursement requests, defining eligible expenses, and removing language allowing a Councilmember to waive their stipend in lieu of reimbursement.
On February 3, 2026, staff presented a redlined version of the updated policy prepared by the City Attorney reflecting the Council’s direction. Council subsequently directed staff to bring forward a resolution for formal adoption.
DISCUSSION:
Approval of Resolution No. 2026-043 will amend the City Council Travel and Reimbursement Policy to provide clearer administrative guidance and strengthen transparency regarding travel-related expenses associated with official City business.
The proposed amendments:
• Establish a deadline for submitting reimbursement requests
• Clarify the types of expenses eligible for reimbursement
• Remove language allowing a Councilmember to waive their stipend in lieu of reimbursement requests
These updates maintain appropriate oversight of public funds while continuing to support opportunities for City leadership to participate in professional development, intergovernmental engagement, and activities that advance the City’s strategic and economic interests.
The City Attorney and City staff will be available to address any questions from the City Council.
FISCAL IMPACT:
None
DISTRICT:
Citywide
POSSIBLE COUNCIL ACTION:
1. I move to approve Resolution No. 2026-043 as presented.
2. I move to approve Resolution No. 2026-043, with modifications.
3. I move to table the issue for further study or take no action.
ATTACHMENT(S):
1. Resolution No. 2026-043
2. Exhibit A - Council Travel and Reimbursement Policy