REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Title
Discuss and Consider Proposed Amendments to Policy and Procedure 006 Guidelines for Commissioners for Attendance and Conferences
Report
BACKGROUND
The Governance and Ethics Committee routinely reviews existing policies to modernize the “Policy and Procedure” documents as part of the revised Council Policy manual. At the March 13, 2023 Governance and Ethics Committee (Committee) meeting, as part of the discussion on the 2023 Committee Workplan, the Committee approved the review of Policy and Procedure 006 Guidelines for Commissioners for Attendance and Conferences and Training Events (Attachment 1).
The Policy and Procedure 006 Guidelines for Commissioners was established by the City Council in 1997, amended in 2003 and 2010 to align with the City’s budget principles, and was last updated in December 2012.
DISCUSSION
As part of the Council Policy review, staff has incorporated recommendations (Attachment 2) to modernize the current Council Policy 006 (Attachment 3). The proposed amendments include:
• Adding a purpose statement to the policy to make the format consistent with other recent Council policy updates,
• Adding a guideline stating official travel must be related to the Commissioner’s roles or duties and approved by the City Commission,
• Adding a guideline which requires Board or Commission approval prior to registration and travel arrangements,
• Adding criteria for overnight lodging and,
• Updating the policy guidelines with concise language for clarity.
During the March 13, 2023 Committee discussion, the Committee asked questions related to the funding and budget allocation for travel for Commissioners, specifically for the Planning Commission and requested a review of guidelines for overnight lodging related to Commissioner approved travel. City Commissioners may seek approval by the Commission to attend conferences and training events on a case-by-case basis and based on available funding of the individual City Commission or Committee.
The current policy does not address criteria for overnight lodging for Commissioners. The Committee may want to consider allowing overnight lodging for approved conferences or events that may require an extensive commute to reach the destination by 8 a.m.
In addition, the Committee asked for the guidelines for approving Councilmember travel, such as attending a Sister Cities Conference. Those guidelines are outlined in the Council Policy 043 Official Travel by Elected Officials, Criteria for Official Travel (Attachment 4) which states, “Official travel must be related to the elected official’s roles or duties such as work performed on a particular issue or substantive area in an official capacity, committee assignment, liaison assignment, task force assignment, or council assignment”. For Councilmembers interested in attending conferences where they are not the assigned liaison or representative, such as the Sister Cities Conference, the Councilmember may request travel approval from the City Council.
ENVIRONMENTAL REVIEW
This is an information report only and no action is being taken by the City Council and no environmental review under the California Environmental Quality Act (“CEQA”) is required.
FISCAL IMPACT
There is no fiscal impact to the City other than staff time.
COORDINATION
This report was coordinated with the City Attorney and City Manager’s Offices.
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
1. Approve proposed amendments to Policy and Procedure 006 Guidelines for Commissioners for Attendance and Conferences and Training Events
2. Recommend any proposed amendments be brought forward to City Council for consideration and approval
Staff
Reviewed by: Maria Le, Assistant to the City Manager
Approved by: Jōvan D. Grogan, City Manager
ATTACHMENTS
1. Policy and Procedure 006 Guidelines for Commissioners for Attendance and Conferences and Training Events
2. Proposed Policy and Procedure 006 Guidelines for Commissioners for Attendance and Conferences and Training Events (red line)
3. Proposed Policy and Procedure 006 Guidelines for Commissioners for Attendance and Conferences and Training Events (clean)
4. Council Policy 043 Official Travel by Elected Officials