University Place council leans toward centralized travel budget for council travel

City Attorney Matt Caseer presented two approaches to a revised University Place council travel policy at the April 6 study session: (A) a city-controlled travel budget earmarked for designated conferences and committee-related travel with an available pool for additional requests, and (B) a fixed per-member allocation. Caseer reviewed 2025 spending and estimated that funding full representation at the listed conferences for all council members would require a modest midyear budget adjustment.

Council members discussed administration and equity implications. Several members said they preferred Option A because it centralizes administration, avoids repeated midyear adjustments, and is easier to manage through the city budget process. Staff suggested simple paperwork (for example, a request form placed on a consent agenda when a member seeks funds beyond the designated conferences) to approve additional travel without excessive administrative delay.

Council directed staff to bring a proposal forward for consideration at the next regular meeting (consent placement was discussed for routine requests) and asked finance to confirm whether a midyear increase (roughly to an estimated $139,300 in the current presentation) would be required and whether a modest padding amount would be advisable to ensure coverage.

Next steps: staff will return with draft language, cost estimates and a suggested administrative request form for council approval.