REPORT TO COUNCIL
SUBJECT
Title
Action to Approve Official Travel Request from Vice Mayor Suds Jain for the 31st Annual CivicWell Policy Makers Conference
Report
BACKGROUND
The 31st annual CivicWell Policymakers Conference (often referred as the Yosemite Policymakers Conference) will be held March 16-19, 2023 at the Asilomar Hotel and Conference grounds in Pacific Grove, CA. The conference is designed to support local elected officials with tools and partnership opportunities to implement innovative solutions to pressing community challenges like climate resilience, decarbonization, transportation, and affordable housing.
The conference is hosted by CivicWell (formerly the Local Government Commission), a 501(c)(3) nonprofit organization supporting sustainable policies and engages local elected officials, government agencies, and community-based organizations through policy guidance for local innovation and community change, responding to the climate crisis and its impacts on their communities.
The City Council has identified Council priorities including the Council Pillar to Promote Sustainability and Environmental Protection. Vice Mayor Jain is active in the City of Santa Clara sustainability efforts and has been involved in requesting the City review EV charging requirements for new development, building electrification, incentives and rebates from Silicon Valley Power and solar, and overall Climate Action Plan goals.
DISCUSSION
The CivicWell Policymakers Conference was not previously approved in the FY2022/23 Adopted Operating Budget for official Mayor and City Council travel. Based on Council Policy 043 for Official Travel by Elected Officials (Attachment 1), for any official travel that has not been pre-approved in the respective department’s Operating Budget, requests for travel approval must be submitted to the City Council with sufficient time to ensure that, if approved by Council, arrangements can be made before the first day of travel. The CivicWell Policymakers Conference fits under the criteria for Public Purpose Criteria Travel in Council Policy 043.
Requests for travel approval must meet criteria for official travel and requires five votes from the City Council. When reviewing and considering approval of requested travel by elected officials, the City Council shall ensure compliance with the Brown Act.
For Fiscal Year 2022/2023, the Mayor & City Council Conference, Training and Travel remaining balance is $70,813.24 with $530.76 spent year to date, at the date of this report. The total allocated budget for FY2022/2023 is $71,344. The estimated costs for the CivicWell Policymakers Conference (e.g., registration fee, conference materials, sessions, meals) total $1,750.00 as of December 12, 2022. The reduced travel needs from approved expenses in the Mayor & City Council Conference, Training and Travel budget would cover the proposed expenditure.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The proposed official travel expense would be dependent on final costs at time of registration estimated at $1,750.00.
COORDINATION
This report has been coordinated with the Mayor and Council Offices and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Action on approval for Official Travel Request from Vice Mayor Suds Jain for the 31st Annual CivicWell Policy Makers Conference
Staff
Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office
Approved by: Rajeev Batra, City Manager, City Manager’s Office
ATTACHMENTS
1. Council Policy 043 Official Travel by Elected Officials