Broomfield council debates p‑card misuse, orders policy changes and public reporting

Council and members of the public spent the bulk of the meeting on the use of purchasing cards by council members after disclosure of personal charges on a councilmember’s city p‑card and delays in reimbursement.

The issue came to the council’s attention in January when staff notified council leadership that a councilmember had used a city p‑card for personal hotel and restaurant charges and had not provided receipts or timely reimbursement. Councilmember Marsh Holshon read a prepared apology and said he reimbursed the city and had turned his p‑card in to staff. “I take full responsibility for it,” he said.

The matter drew multiple public comments. Rick Fernandez of Broomfield Taxpayer Matters told the council the handling of the matter undermined public trust and questioned why staff had to make repeated attempts to collect repayment. John Santoro and other residents asked whether the council’s expense rules allow members to “borrow” from one another and urged stronger oversight.

City and County Attorney Rogers told the council the existing p‑card handbook is written for employees and includes disciplinary steps (up to termination) that do not apply to elected officials. Rogers said staff are drafting a council‑specific addendum to the p‑card agreement and revising the existing p‑card agreement language so it explicitly covers elected officials’ use and reporting requirements.

Mayor Pro Tem Schaff and other councillors described immediate steps taken after staff flagged the issue: the councilmember in question voluntarily relinquished his p‑card, additional training for council was scheduled, and staff temporarily suspended council p‑card use while updates are drafted. “Reimbursement is not a justification for personal purchases on a p‑card,” the mayor said, summarizing council’s view on allowable purchases.

Councilmembers debated whether p‑card violations should remain a personnel/confidential matter or be reported publicly. Attorney Rogers said personnel confidentiality rules apply to employees, but because elected officials are not employees the city is exploring notification procedures that would inform council and the public when violations occur. Some members urged immediate public reporting of any future violations; others urged clarity and consistent policy before automatic public disclosure.

No formal disciplinary vote was taken. Councilmember Marsh Holshon said all 2024 receipts and reimbursements had been submitted and that the last reimbursement had cleared his bank; staff confirmed receipt of the check. The mayor and mayor pro tem said they worked with staff to secure the reimbursements and that changes to the p‑card handbook and a council addendum would be returned to council for approval.

Why it matters: The council emphasized that elected officials are expected to manage taxpayer dollars with the same prudence required of staff. Council directed staff to produce clearer, council‑specific p‑card rules, require training for cardholders, and implement public notification procedures for violations where allowed.

What’s next: Attorney Rogers and the finance department will draft a council addendum and revised p‑card agreement. Staff will return proposed language and a notification protocol to council for review and adoption. The councilmember involved has surrendered his p‑card and the council paused further p‑card use pending policy updates.