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Council adopts emergency lodging and meal-support policy to document town practice, aid reimbursement efforts
Summary
Council adopted a personnel‑policy addition formalizing the town’s practice of providing lodging and meals for staff, mutual‑aid responders and volunteers during declared emergencies, to support reimbursement claims to FEMA or other agencies.
The Town Council on Aug. 11 approved an amendment to the personnel policy manual creating an emergency lodging and meal support policy that formalizes the town’s prior practice of providing lodging and food to staff, mutual aid responders, contractors and volunteers during major emergencies.
Assistant Town Manager Jessica Trotter told council the practice dates to pre‑positioning staff and partners during major storms and that FEMA now questions some of the emergency food and lodging costs tied to Hurricane Helene. Staff said adopting a written policy will better document standard practice and help the town seek reimbursement from FEMA, DEQ or other grant programs where eligible.
The policy is intentionally broad to cover town employees, incoming mutual aid, contract workers and volunteers performing town‑directed services. Trotter said decisions to provide lodging or meals will be made by designated officials (the mayor, manager and specified deputies) during an emergency.
Why this matters: Trotter told council the town faces potential recoupment of roughly $200,000 related to emergency food and lodging costs and that formalizing the policy improves the town’s claim position for reimbursement. The policy clarifies eligible categories and creates a documented approval process.
Council action and next steps: Council voted to adopt the policy as presented. Staff indicated they will continue to compile documentation for FEMA and state grant reviewers and will present additional supporting material as needed.
Ending: The adopted policy does not itself compel payment but creates a documented, council‑approved standard that staff can use when seeking reimbursement for food and lodging expenses after declared emergencies.
