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Farmers Branch council opens review of travel and reimbursement policy after disputed National Night Out expense; staff to return with proposed edits
Summary
Council discussed the city travel and reimbursement policy following a reimbursement request tied to a District 1 National Night Out event; council members differed on policy language and timelines and asked staff to prepare redline amendments for future consideration.
Council members on Oct. 21 debated the city travel and reimbursement policy after staff disclosed an expense report submitted by a council member for a prior district event. The discussion prompted council direction to staff to draft clarifications and potential amendments to the policy.
Aaron Flores, the city secretary and deputy director of administrative services, presented the policy language and said the policy allows for reimbursement of “actual and necessary” expenses tied to official duties and includes a provision that permits a council member to waive the monthly $200 stipend and instead submit reimbursement requests up to $2,400 annually.
Council members raised several concerns: the appropriate use of the stipend-waiver option, whether certain local events qualify for reimbursement, and the absence of a clear timeline or limits for expense submissions. Councilman Neal, who serves on the travel review committee, told colleagues that the committee currently reviews and approves reimbursements but lacks explicit guidance to deny requests that are not spelled out in the policy. Several council members asked for clearer restrictions around local meeting reimbursements and for a required submission window (for example, 30–90 days after an event).
Councilman Omar Roman, who joined the meeting by teleconference, explained that he submitted the National Night Out reimbursement under the waiver option and described the policy’s intent as an alternative to receiving the $200-per-month stipend in taxable wages. Roman said the reimbursement approach was developed so council members who elect not to take the stipend would not face tax consequences on the stipend amount.
Councilwoman Bennett said she had sought staff guidance before signing certain reimbursements and described inconsistencies in how approvals were handled. Several council members asked staff to prepare a redraft of the policy with clearer definitions of allowable expenses, timelines for submission and an appeal or review process so the travel committee and council have a firm standard to apply.
The council did not vote to change the policy at the meeting; staff said they would gather suggested edits and return with a marked-up draft for council review.
