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Saratoga council adopts hybrid expense policy allowing device opt‑in and $1,500 per‑term reimbursements
Summary
After extended debate about city-issued devices, cybersecurity and reimbursement rules, the council approved a hybrid expense policy: councilmembers may opt to receive a city‑issued laptop/tablet and phone or take a $1,500 per‑term reimbursement, with a prohibition on duplicate reimbursements for city‑issued equipment (vote: 3 yes, 1 no, 1 abstain).
The Saratoga City Council on Feb. 12 adopted a revised council and commission expense policy that allows elected members to choose a city‑issued device (laptop or tablet and a phone) or to receive reimbursement up to $1,500 per term for approved technology and office expenses; the policy also includes a $65 monthly phone reimbursement option for members who do not take a city device.
Acting City Manager Leslie presented two staff options: a city‑issued equipment model (Option 1) with an estimated first‑year cost of $10,400 for five council members, and a reimbursement model (Option 2) with reimbursements up to $1,500 per term (estimated cost $7,500). After lengthy discussion about cybersecurity, asset tracking, administrative burden, retroactive compensation and what categories should be reimbursable (internet service, subscriptions, printers, software licenses), Councilmember Bilal moved for a hybrid approach that combined the reimbursement option with an opt‑in city‑issued device and language preventing duplicate reimbursement for equipment provided by the city; Cookie Fitzsimmons seconded the motion.
City Attorney Richard and staff clarified administrative practice and fraud safeguards; council members debated whether to require monthly receipts, whether internet/service expenses should be paid for, and how to treat retroactive claims. The motion passed with three votes in favor, one opposed and one abstention. The council directed staff and the city attorney to finalize policy language consistent with the motion and to return a finalized draft for inclusion on a consent agenda or subsequent meeting, reflecting the specific edits discussed during debate.
Below is the recorded motion and vote as reflected in the meeting transcript:
Motion: Adopt an expense policy that (a) allows councilmembers to opt for a city‑issued laptop/tablet and city phone for official business, (b) provides reimbursement up to $1,500 per councilmember per term for eligible technology and office expenses, and (c) prohibits reimbursement for personal equipment that duplicates city‑issued devices.
Mover: Councilmember Bilal (mover) Second: Cookie Fitzsimmons (second) Vote: Yes — Mayor Page; Councilmember Bilal; Cookie Fitzsimmons. No — Vice Mayor Wallia. Abstain — Councilmember Diane Zau. Outcome: approved (3 yes, 1 no, 1 abstain).
Staff and the city attorney will incorporate the edits discussed on the record and return a redlined version for council review and placement on a future consent calendar.
