Stonecrest debates travel policy changes; council asks staff to draft separate under‑50‑mile lodging rules for elected officials and employees

The Stonecrest City Council discussed proposed travel policy revisions on March 10 and directed staff to return with language that separately addresses lodging for elected officials and lodging for employees for trips of less than 50 miles.

Finance Director Miss Gaines presented the draft travel policy, noting that the policy now uses the U.S. General Services Administration (GSA) per diem website for meal rates and specifies that overnight lodging for travel over 50 miles requires preapproval when related to training or educational purposes. Councilwoman Tammy Grimes raised concern about limiting lodging eligibility only to trips over 50 miles and asked whether the council should allow lodging under 50 miles for elected officials in special circumstances. Members asked whether any change would apply only to elected officials or to all employees.

City Manager said staff could draft two separate statements: one that would apply to elected officials under 50 miles and one for employees, each with clear approval or notification requirements. Attorney Denmark advised there is precedent in other municipalities for either approach and that policy design is discretionary — some cities apply one uniform rule while others make separate rules for elected officials.

Council members discussed operational details: the mileage baseline is from City Hall, not from a council member’s residence; training itineraries and documentation for meals were added to the policy to support reimbursement reviews; travel reimbursement annual limits were referenced in the discussion (a council member noted a $3,000 annual cap in the reimbursement process). Several council members asked staff to include a clear notification/approval step in the draft language to increase transparency.

City staff agreed to bring back two separate draft statements for lodging under 50 miles (one for elected officials, one for employees), to add itinerary documentation language and to correct a broken GSA link before the council’s next regular meeting. Staff said they would return the revised travel policy for council consideration on March 24.