Title
Review and discuss the Council Travel and Reimbursement Policy to determine if amendments are needed.
Body
REQUESTOR:
Mayor Terry Lynne
Deputy Mayor Pro Tem Roger Neal
BACKGROUND:
On January 21, 2025, the City Council approved Resolution No. 2025-019, reestablishing a policy for Council travel expenses and reimbursement requests. The policy established 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, Resolution No. 2025-093 was adopted, amending several sections of the existing Council Travel and Reimbursement Policy. Key amendments included allowing travel for urgent legislative matters without prior approval and allowing a Councilmember to waive receipt of their monthly stipend in lieu of submitting for reimbursements up to an amount of $2,400 (by City Charter, Councilmembers are eligible to receive a monthly stipend of $200 for District representatives, and $400 for the Mayor).
On October 21, 2025, the policy was presented to the City Council to determine if amendments were needed. Following the discussion, staff were directed to prepare an updated travel policy with parameters regarding reimbursement requests, including implementing a deadline for requesting a reimbursement, what a reimbursement can be issued for, and removal of language regarding a Councilmember waiving their monthly stipend in lieu of reimbursement requests.
DISCUSSION:
The City Attorney has drafted a red-lined version of an updated Council Travel and Reimbursement Policy with the requested amendments. Staff is seeking direction on the updated policy and whether any additional amendments are needed. The City Attorney and City staff will be available for any questions the Council may have.
FISCAL IMPACT:
Budgeted Council travel expense
DISTRICT:
Citywide
ATTACHMENT(S):
1. Council Travel and Reimbursement Policy
2. Red-line Version of Updated Council Travel and Reimbursement Policy
3. Presentation