THOMASVILLE — A Thomasville City Council member, referring to the council travel budget, said the body has spent “more than 100 percent of the money” halfway through the year.

Council member Jay Flowers made the statement to fellow council members at a Monday workshop.

A June 29 memo from Kha McDonald, interim city manager, to council members states that the 2018 travel budget of $20,000 had a deficit of about $4,900. On that date, $1,553.75 remained in this year’s travel budget before other anticipated expenses were added.

“Any additional travel money used this year will be presented as a negative in their travel budget,” she said. “We’ll reconcile and do a budget amendment when appropriate.”

McDonald’s June and February travel-related memos to council members were acquired by the Times-Enterprise in an open records request.

“As you are aware, your travel receipts and use of credit card purchases have been asked for via open records requests from Watson Spence,” McDonald wrote to the council.

Watson Spence is the Albany law firm retained by a group of local residents concerned about council actions.

The memo continues, “In order to protect you from unwarranted scrutiny, please review the travel policies that were implemented in February.”

The policy recognizes that as elected officials, council members might incur expenses while representing business and community interests of the city whether in Thomasville or during business travel. The policy contains per-diem rates for business travel.

A February memo from McDonald to the council states that she met in January with Mayor Greg Hobbs about establishing a travel policy for council members.

“He suggested that council members follow the same guidelines as City of Thomasville employees,” the February memo stated.

McDonald drafted a council travel policy that mirrors provisions made for employees. She used the mayor’s suggestion as her guide for preparing a draft copy of travel guidelines.

McDonald said Tuesday she sent the draft copy to council members, and after a period of time with no “real comments,” returned the document, telling the council the policy had been implemented. She told council questions should be directed to her or to Vicky Bryson, administrative assistant to the city manager.

The policy addresses the following areas:

• Cash advances

• Lodging

• Meals

• Travel using a city vehicle

• Mileage reimbursement and air travel

• Documentation for reimbursement

• Expenses for travel companions

• Non-business-related expenses

• Travel reconciliation and reimbursement

At the Monday workshop, Hobbs said the city provides more than 80 credit cards.

“I don’t have a problem with that,” Hobbs said, adding that his spending is what it has been for eight years.

The mayor said it should be noted that council members are not city employees.

The council travel policy calls for $40 a day for food when involved in city travel — the same per diem for food that applies to city employees.

Hobbs said he could not eat breakfast for less than $25.

Council member Todd Mobley suggested each council member manage his travel budget individually for meetings, training sessions and other council activities.

“There’s more to it than just going to training,” Hobbs said.

Senior reporter Patti Dozier can be reached at (229) 226-2400, ext. 1820