REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Title
Review and Approval of Proposed Amendments to Council Policy 006 ("Guidelines for Commissioners Attendance at Conferences and Training Events") to be retitled Council Policy 006 ("Guidelines for City Commissions, Boards and Commissions for Attendance at Conferences and Training Events”)
Report
BACKGROUND
As part of the Governance and Ethics Committee workplan, Council Policy 006 ("Guidelines for Commissioners Attendance at Conferences and Training Events”) (Attachment 1) was identified for review and revision. The purpose of Council Policy 006 ("Guidelines for Commissioners Attendance at Conferences and Training Events”) is to establish guidelines for official travel by members of City Commissions, Boards and Committees who attend conferences and training events. The policy also defines reimbursable expenses for official travel and ensures compliance with fiscal responsibility standards.
DISCUSSION
This item presents proposed amendments to Council Policy 006 for Governance Committee’s consideration and direction.
The proposed amendments (contained in Attachment 2) include clarifications, cleanup language, and corrections. Key changes include:
1. Title: The title has been updated to “Guidelines for City Commissions, Boards and Committees for Attendance at Conferences and Training Events” to clarify that the policy applies to all Commissions, Boards, and Committees.
2. Criteria for Official Travel: Language has been added to specify 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: This section includes the following proposed language which details procedures for travel.
• Travel arrangements should be made as far in advance as possible to obtain the best possible fares, early bird and discounted rates, and to avoid late registration fees.
• All itemized receipts and documentation must be submitted within thirty (30) business days of travel to staff for processing with the City Auditor’s Office.
• Expense and mileage reports must document that the expense meets the requirements of this policy. Inability to provide such documentation in a timely fashion may result in the expense being borne by the official.
• Non-reimbursable expenses: Expenses that are personal, political, or entertainment related are not eligible for reimbursement. Alcohol expenses for family members or guests, and costs associated with extending a trip for personal reasons are also non-reimbursable.
• An extension of the trip outside of the official travel pre-authorization period to include additional days or weekends for personal reasons, does not entitle the traveler to be reimbursed for any expenses on extra days including lodging, meals or additional airfare expenses.
4. Reimbursable Expenses: Detailed provisions now describe eligible expenses:
a. Lodging: Reimbursement 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 or other event includes a meal or meals as part of the costs of the activity, no separate meals will be reimbursed unless due to dietary restrictions. Reimbursement will be provided during authorized overnight travel, capped at the General Services Administration (GSA) per diem rate for the destination. First and last travel days are reimbursed at 75% of the per diem rate.
Alcohol, guest meals, and hotel incidentals (e.g. in-room services) are excluded.
c. Transportation: Eligible costs include mileage at the GSA rate for private vehicles, bridge tolls and parking fees 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, when necessary, one checked bag is reimbursable, and unused credits must be applied to future travel or reimbursed to the City.
5. Rewards and Promotional Benefits: Boardmembers/Commissioners may retain frequent flyer miles, hotel points, or other loyalty rewards earned during City travel. However, if personal rewards are used to purchase tickets or services for City business, the City will not reimburse their value.
If the Committee approves the proposed amendments, staff will prepare the revised policy and present it to the City Council for consideration and approval. Any Committee recommendations for additional changes, will also be included.
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
Approve proposed amendments to Proposed Council Policy 006 ("Guidelines for City Commissions, Boards and Commissions for Attendance at Conferences and Training Events”) and authorize presentation to the full City Council for consideration and approval.
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”)