After a lengthy discussion about an apparent mismatch between the city’s travel policy per-diems and contemporary costs, the Punta Gorda pension board voted unanimously to use GSA per diem and mileage rates for trustee travel reimbursements while continuing to follow city procedures for approvals.

Trustees noted the city policy’s per diem amounts are low (citations in the packet showed breakfast at $6, lunch $10, dinner $20) and compared them to GSA rates discussed at the meeting (e.g., breakfast $20, lunch $22, dinner $33 plus incidentals). Legal counsel advised the board may adopt its own reimbursement rates by motion so long as it documents the decision in the minutes. One trustee moved to accept GSA rates for per diem and mileage; the motion passed with all present voting in favor.

Finance staff cautioned that when a city vehicle is used trustees should not also claim mileage because the city covers vehicle costs; trustees agreed staff will document available options and an administrative workflow. Staff said they will finalize a written procedure to ensure reimbursements, approvals, and any city leave notifications are processed correctly.

Why it matters: adopting GSA rates will increase travel reimbursements for trustees attending training and conferences and resolves a practical mismatch between outdated city per diem figures and market costs. Trustees directed staff to document the reimbursement workflow with city finance and to bring written guidance to the next meeting.