Deltona commission signals $4,000 travel cap, favors streamlined per-diem rules and simpler approvals

Deltona commissioners on July 28 directed staff to update the city's 2013 travel policy and recommended a $4,000 annual travel cap per commissioner, a streamlined per-diem process tied to federal/state rates and removal of dated allowances such as fax charges and long-distance phone fees. Commissioners also agreed that out-of-state travel that stays within the $4,000 limit should not require separate commission approval; requests for reimbursement above the cap would need commission authorization.

The commission discussed whether to defer entirely to Florida statute or federal GSA per-diem rules; several members recommended using the GSA rate or staff-per-diem to simplify administration and to require a short written report after travel. Public commenters and commissioners emphasized transparency—listing conferences in advance when possible—and excluding ineligible charges such as alcohol and dry cleaning from reimbursable expenses.

Matthew Borgens, a public commenter who reviewed the policy materials, urged the commission to keep the policy simple and consistent with Florida statute. "When you look at the policies, you have to, there's the Florida statute... so the simpler we make it, the easier it is to understand," Borgens said. Several commissioners urged updating meal allowances to current GSA guidance (federal meal guidance mentioned in workshop: $68–$80 daily depending on source). Commissioner Santiago and others backed a $4,000 cap to make the policy easier to manage and to allow commissioners discretion in selecting conferences that best serve city priorities.

City staff said the existing policy on the agenda for the workshop dated to July 1, 2013, and recommended removing obsolete items (fax and long-distance phone reimbursements) and separating membership/dues policies from travel rules. The city manager and city attorney advised that local governments may adopt travel rules that differ from, but are not inconsistent with, state statute; several commissioners suggested using GSA per-diem tables to calculate meal allowances and to attach that rate sheet to reimbursement requests. The city attorney also confirmed the city's standard insurance and indemnity language would remain part of any travel-related contract or registration process for official business.

Commissioners and staff discussed administrative process: a pre-authorization form and a notice-to-colleagues procedure for planned travel (a courtesy notification and an invitation for other commissioners to join) were proposed. The commission also asked that travel-related reports include the conference name, dates, cost and a short summary of material learned or contacts made. Commissioner Caldwell opposed removing all prior approvals for out-of-state travel and said he would prefer review of out-of-state trips; others said a $4,000 cap would serve as a self-policing limit, and any request to exceed it would require commission approval.

No final ordinance or resolution was adopted at the workshop. Staff was directed to return with proposed language reflecting the consensus: $4,000 annual cap per commissioner, GSA-aligned per diem, removal of dated provisions (fax, long-distance), and a short post-travel report requirement. Staff and the city attorney said the draft could be presented as a resolution (to allow quicker updates) with ordinance language authorizing the travel program to follow if the commission agrees.

Commissioners also asked staff to schedule periodic policy reviews going forward; one commissioner suggested revisiting all commission policies on a three-year cycle. The item closed without a formal vote; staff will circulate draft policy language and return to the commission for formal adoption.