REPORT TO COUNCIL
SUBJECT
Title
Action on Recommendations from Governance and Ethics Committee for Updates to Council Policy 006 ("Guidelines for City Commissions, Boards and Committees for Attendance at Conferences and Training Events”)
Report
BACKGROUND
As background, Council Policy 006 ("Guidelines for Commissioners Attendance at Conferences and Training Events”) (Attachment 1) was identified for review and revision as part of the Governance and Ethics Committee (Committee) workplan. The policy establishes guidelines for official travel by members of City Commissions, Boards and Committees, defines reimbursable expenses for official travel, and ensures compliance with fiscal responsibility standards.
At the September 8, 2025 Committee meeting, staff presented proposed amendments to Council Policy 006 which included general cleanup language, clarifications, and additional procedures.
During its discussion, the Committee Provided further direction regarding reimbursable meal rates. The existing policy limited reimbursement for meals on the first and last day to 75% of the applicable U.S. General Services Administration (GSA) per diem rate. Committee members noted that actual travel schedules may necessitate full meals regardless of departure or return timing and recommended updating the policy to allow reimbursement at 100% of the GSA per diem rate for all days of authorized travel.
The Committee also emphasized the importance of ensuring sufficient budget resources for Commissioner and Committee members. The Committee recommended that City staff liaisons actively promote and encourage available trainings and conferences to help support the development of Commissioners, Board, and Committee members.
The Committee approved the staff recommendations to amend Council Policy 006 with the following change:
1. Remove the 75% GSA limitation for the first and last days of travel and allow for reimbursement at 100% of the GSA rate for all travel days.
DISCUSSION
The proposed Council Policy 006 (retitled “Guidelines for City Commissions, Boards and Committees for Attendance at Conferences and Training Events”) (Attachment 2) are presented for City Council review and consideration Key proposed changes include the following:
1. Title: The title is updated to “Guidelines for City Commissions, Boards and Committees for Attendance at Conferences and Training Events” to clarify that the policy applies to all members of Commissions, Boards, and Committees.
2. Criteria for Official Travel: New language clarifies that overnight lodging is not permitted for local travel, defined as less than fifty miles from Santa Clara City Hall. Exceptions may be approved by the City Manager when an extensive commute would otherwise be required.
3. Procedures for Travel: The revised policy outlines the process:
• Travel arrangements should be made as early as reasonably possible to secure the best available fares, early bird/ discounted rates, and avoid late registration fees.
• All itemized receipts and documentation must be submitted within thirty (30) business days of travel for processing by staff with the City Auditor’s Office.
• Expense and mileage reports must demonstrate that the expense meets policy requirements; failure to do so in a timely manner may result in the cost being borne by the Commission or Committee member.
• Non-reimbursable expenses: Personal, political, or entertainment related expenses are not reimbursable. Alcohol expenses for family members or guests, as well as costs associated with extending travel for personal reasons, are also non-reimbursable.
• Extending travel outside the approved travel authorization (including additional days or weekends) does not entitle the traveler to reimbursed for for associated expenses, included lodging, meals, or airfare differences.
4. Reimbursable Expenses: new section provides detail on allowable reimbursement expenses.
a. Lodging: Lodging is reimbursable for approved overnight travel, limited to actual costs with receipts. If no official hotel is designated, alternative lodging may be reimbursed.
b. Meals: Where a conference Includes meals in its registration cost, separate meal reimbursements will not be provided unless related to dietary restrictions. Reimbursement is available during authorized overnight travel, capped at the GSA per diem rate for the destination. First and last travel days are reimbursed at 100% of the GSA rate. Alcohol, guest meals, and hotel incidentals (e.g., in-room services) are not reimbursable.
Alcohol, guest meals, and hotel incidentals (e.g. in-room services) are not eligible for reimbursement.
c. Transportation: Eligible costs include mileage at the GSA rate for private vehicles, bridge tolls and parking (with receipts), train or mass transit fares, local shuttle or public transportation, and rideshare or taxi when appropriate. Airfare must be booked at the lowest reasonable direct fare. Refundable tickets are permitted. One checked bag is reimbursable. Unused credits must be applied to future City travel or reimbursed to the City.
5. Rewards and Promotional Benefits: Committee Members and Commissioners may retain frequent flyer miles or similar rewards accrued during City travel. However, if personal Frequent flyer miles or other reward points are used to purchase travel for City business, the value is not reimbursable.
The Goverrnance and Ethics Committee recommends the City Council approve the proposed amendments to amend Council Policy 006 ("Guidelines for City Commissions, Boards and Committees for Attendance at Conferences and Training Events”) and approval by Resolution (Attachment 3).
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
There is no fiscal impact associated with the approval of the recommendation.
COORDINATION
This report was coordinated by the City Manager’s Office, City Auditor’s Office and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Committee 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 or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Adopt a Resolution Approving the Recommendation from the Governance and Ethics Committee to amend Council Policy 006 ("Guidelines for City Commissions, Boards and Committees for Attendance at Conferences and Training Events”) in the form presented.
Staff
Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Current Council Policy 006 ("Guidelines for Commissioners Attendance at Conferences and Training Events")
2. Proposed Council Policy 006 ("Guidelines for City Commissions, Boards and Committees for Attendance at Conferences and Training Events”)
3. Resolution