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Council reviews travel policy changes, adds guidance on airfare versus driving and booking practices
Summary
Council reviewed proposed amendments to the city’s meals and travel policy including criteria for choosing flight versus personal vehicle, booking direct with airlines, and consideration of refundable fares; staff will return a revised resolution for adoption.
The council discussed changes to the city’s proposed travel and meals policy at the Aug. 19 meeting, focusing on how staff should determine whether to fly or drive and on safeguards for booking travel. Staff proposed a cost‑comparison method for trips, noting federal guidance often uses a 400‑mile threshold for long distance and adding that estimated travel time (for example eight hours) should also factor into the decision. Councilmembers and staff recommended that the city consider total cost as well as practical concerns such as whether the lowest‑cost fare is a restricted fare that may not guarantee a seat or allow checked baggage. One councilmember suggested the city pay a modest fee (the example given was about $17) for a refundable or cancelable fare to avoid losing funds for unavoidable cancellations. Councilmembers recommended including language that employees may elect to drive or fly but would be reimbursed only up to the lower of the two calculated costs, and that staff should prefer booking direct with airlines rather than third‑party vendors. The finance director (Kaz) said she would incorporate committee feedback and return the revised policy as a resolution at the next meeting. No formal vote on the policy was taken at the Aug. 19 meeting; staff indicated they will return a resolution for adoption after edits. Council members stressed balancing fiscal prudence with practical travel needs for staff and elected officials.
