Winter Springs' mayor and city commissioners would follow a written set of rules for out-of-town conferences, meals and hotel stays under a resolution on the City Commission's agenda for Monday, Oct. 12.
Resolution 2026-22 adopts an "Official Travel Policy for the Mayor and City Commission." It is listed on the consent agenda. The meeting starts at 6:30 p.m. in the commission chambers at City Hall, 1126 East State Road 434.
The resolution says the commission wants uniform standards for authorizing, paying for and documenting official travel "to promote accountability, fiscal responsibility, and compliance with applicable law." It would take effect as soon as it is adopted and repeal any earlier resolutions that conflict with it.
What the draft would require
The policy attached to the agenda is still marked as a draft. Its main points:
- Budgets. Each commissioner's and the mayor's yearly travel and training budget is set during the annual budget process, and spending is limited to that amount. Any member can ask for more, but extra money takes a majority vote of the commission.
- Paperwork. Expense reports with receipts go to the City Clerk's Department within 14 days after a trip, or the official risks losing the reimbursement. City employees, under Section 39 of the personnel policy, have seven days.
- Hotels. The city pays the standard, government or conference rate, whichever is lowest. Room upgrades are on the official.
- Meals. For overnight trips or all-day conferences, meals are reimbursed with receipts, including nonalcoholic drinks, tax and tip. Meals for spouses or guests are not covered.
- Alcohol. Not reimbursable in any form, whether with a meal, from a minibar or bought separately. Any alcohol on a receipt must be subtracted first.
- Driving. Commissioners may use a city vehicle for city business beyond the city limits if one is available and the city manager approves; otherwise they are paid mileage for their own cars under the personnel policy.
The policy closes by saying that where a situation is not spelled out, "fiscal prudence and the most cost-effective use of public funds shall prevail."
The city credit card
Travel charged to a city-issued card has to fit the same rules, and receipts are processed through the clerk's office. The draft says any single expense over $250 needs pre-authorization.
A separate cardholder agreement prepared for members of the commission says the holder bears ultimate responsibility for the card, may use it only for official city business and may not buy alcohol with it. If the Finance Department finds a charge unauthorized, the cardholder must repay the city in full right away.
