Winter Springs commissioners will vote Monday on a set of spending rules aimed at themselves: what the city will pay for when the mayor or a commissioner travels on city business, and how they may use a city-issued credit card.
Resolution 2026-22 sits on the consent agenda for the City Commission's regular meeting at 6:30 p.m. Monday, Oct. 12, at City Hall, 1126 E. State Road 434. Staff recommends approval.
How it got here
According to the staff summary, commissioners asked at their April 13 meeting for a travel policy specific to elected officials. A draft came back June 22, and the commission voted to approve it with the changes discussed that night. The version in Monday's packet is the final document, along with a revised credit card agreement for elected officials.
What the policy says
- Budgets set the ceiling. Each commissioner and the mayor gets an annual travel and training budget approved in the budget process and cannot spend past it. Any increase needs approval from a majority of the commission.
- Paperwork deadline. Expense reports with receipts are due to the City Clerk's office within 14 days after a trip, or the official risks losing the reimbursement. The city's personnel policy gives employees seven days.
- Pre-approval. Any single expense over $250 on a city card needs authorization first.
- Hotels. The city pays the lowest of the standard, government or conference rate. Room upgrades come out of the official's own pocket.
- Meals. Meals on overnight trips or all-day conferences are reimbursed with receipts, including tips and tax. Meals for spouses or guests are not, and neither is alcohol, whether it comes with dinner or from a minibar. Any alcohol on a receipt must be subtracted before it is turned in.
- Cars. Officials may use a city vehicle for business outside city limits if one is available and the city manager approves; otherwise mileage is paid under the personnel policy.
Under the card agreement, the card is for official business only, a purchase the finance department finds unauthorized must be repaid right away, receipts are due five business days after each month ends, and the card goes back when an official's term ends. Cards that go unreconciled may be canceled.
