Resolution 05-2023 - Travel Policy for Town Council Members
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Resolution 05-2023 adopts a formal travel policy for Centreville Town Council members, effective April 6, 2023. The policy (and accompanying recommendations) defines Local Travel (within 50 miles and accomplished in one day) versus Non-Local Travel (overnight or over 50 miles), requires council members to pay registration, hotel, mileage, meals and other travel costs up front, and allows submission of those expenses to the Town Finance Office for reimbursement only after attendance; no reimbursement will be made for events not attended. The recommendations also note hardship waivers can be requested from Council for upfront costs, travel budget requests should be made in the annual budget and relate to officials’ duties, and members should use the most economical transportation consistent with scheduling needs.
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Recommenda�ons for Council Travel Policy Local Travel vs. Non-Local Travel o Local Travel – Official travel within 50 miles of the Town Hall/accomplished in 1 day o Non-Local Travel – Official travel involving at least one overnight stay or to a loca�on over 50 miles from Town Hall Council Member pays travel/conference costs up front; requests reimbursement a�er travel is complete If Council Member has a hardship, they can request a waiver from Council for upfront costs paid by the Town Travel budget requests should be submi�ed as part of the annual budget process and should directly relate to the Official’s du�es and provide a benefit to the Town Council Members should use the most economical mode and class of transporta�on reasonably consistent with scheduling needs TOWN COUNCIL OF CENTREVILLE RESOLUTION 05-2023 A RESOLUTION OF THE TOWN COUNCIL OF CENTREVILLE TO ADOPT A TRAVEL POLICY FOR TOWN COUNCIL MEMBERS WHEREAS, the Town Council of Centreville recognizes the need to set policy for the purposes of Council Member travel and conference expenses; WHEREAS, the Town Council of Centreville concurs with the recommendations of this Resolution: NOW, THEREFORE, be it resolved by the Town Council of Centreville, that Section 1. Council Members are required to pay all registration fees related to, but not limited to, conferences, trainings, and meetings. Section 2. Council Members are required to pay all travel expenses related to, but not limited to, hotels, mileage, and meals. Section 3. Council Members may submit all expenses related to those described in Sections 1 and 2 to the Town of Centreville Finance Office for reimbursement following the attendance at such conferences, trainings, and meetings. Section 4. Council Members will not receive reimbursement for any expenses described in Sections 1 and 2 if they did not attend. Section 5. This Resolution becomes effective for all Council Members upon a majority vote by the Town Council of Centreville and shall remain in full force and effect until changed by the Town Council of Centreville. Section 6. The date of passage of this Resolution is April 6, 2023. ATTEST: THE TOWN COUNCIL OF CENTREVILLE Carolyn M. Brinkley, Town Clerk Steven K. Kline, President Ashley H. Kaiser, Esq., Vice President Eric B. Johnson, Jr., Member Daniel B. Worth, Member Jim A. Beauchamp, Member