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Apex work session outlines draft policies on p‑cards, stipends, social media and public forum rules
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Summary
Staff summarized peer best practices for elected-official financial controls (p‑cards, mileage and stipends), social media guidance and rules for town‑sponsored events and public forum; council directed staff to draft policies for legal review and to return by June.
Staff reviewed a package of best-practice items for elected-official conduct and administration drawn from peer municipalities, then solicited council direction.
On financial controls the Presenter said p‑cards are uncommon for elected officials and that departments typically provide cards that are checked out; the council discussed mileage boundaries (a proposed four‑county area within which mileage would not be reimbursed and outside travel reimbursed at the IRS rate), meal/per‑diem rules when conducting public business, and potential caps on travel and training stipends. One council member noted they had been issued a p‑card on assuming office in 2019 but said they were willing to relinquish it.
On social media the Presenter outlined distinctions between official and personal pages, the need for archiving and record retention and the common practice of requiring disclaimers on official pages. A staff legal adviser cautioned council that attempts to regulate personal speech or to require specific disclaimers could implicate First Amendment protections and recommended that "if you want the town's official position on something, the town should publish it through town channels."
On events and town‑sponsored office hours the presenter reported peers generally allow promotion for events open to all residents, permit some level of staff support (optional or required depending on topic) and allow elected officials priority access to facilities for official capacity events, subject to limitations to prevent campaign use of public resources.
On public forum rules staff recommended retaining in‑person public comment, limiting speakers to 12 for 36 minutes (or reducing per‑speaker time to accommodate more sign-ups), and requiring that speakers identify themselves; council discussed options to ensure equitable access for more sign-ups.
Next steps: Staff will prepare a consolidated policy draft incorporating council direction, route it to legal by May 1 and return a refined draft for council consideration in June.
