REPORT TO COUNCIL
SUBJECT
Title
Action on Recommendations from Governance and Ethics Committee for Updates to Council Policy 043 ("Official Travel by City Councilmembers")
Report
BACKGROUND
As background, Council Policy 043 ("Official Travel by Elected Officials") (Attachment 1) was identified for review and revision as part of the Governance and Ethics Committee (Committee) workplan. The policy establishes guidelines for official travel by City Councilmembers, defines reimbursable expenses for official travel, and ensures compliance with fiscal responsibility standards.
At the September 8, 2025 Committee meeting, staff presented proposed amendments to Council Policy 043 which included general cleanup language, clarifications, and additional procedures.
During its discussion ,the Committee provided further direction regarding reimbursable meal rates. The existing policy limited reimbursement for meals on the first and last day to 75% of the applicable U.S. General Services Administration (GSA) per diem rate. Committee members noted that actual travel schedules may necessitate full meals regardless of departure or return timing and recommended updating the policy to allow reimbursement at 100% of the GSA per diem rate for all days of authorized travel.
The Committee approved the staff recommendations to amend Council Policy 043 with the following changes:
1) Remove the 75% GSA limitation for the first and last days of travel and allow for reimbursement at 100% of the GSA rate for all travel days;
2) Require an itemized receipt for meal reimbursement; if an itemized receipt is unavailable, reimbursement may be made up to the maximum GSA per diem; and
3) Clarify that overnight lodging maybe approved when justified by commute time or similar circumstances.
In addition to these revisions, staff is updating City Manager Directive 028 (CMD) Purchase Card (P-Card) policy to incorporate audit procedures and authorize procedures and authorize issuance of City...
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