REPORT TO COUNCIL
SUBJECT
Title
Action on Recommendations from Governance and Ethics Committee for Updates to Council Policy 043 ("Official Travel by City Councilmembers")
Report
BACKGROUND
As background, Council Policy 043 ("Official Travel by Elected Officials") (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 City Councilmembers, 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 043 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 approved the staff recommendations to amend Council Policy 043 with the following changes:
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;
2) Require an itemized receipt for meal reimbursement; if an itemized receipt is unavailable, reimbursement may be made up to the maximum GSA per diem; and
3) Clarify that overnight lodging maybe approved when justified by commute time or similar circumstances.
In addition to these revisions, staff is updating City Manager Directive 028 (CMD) Purchase Card (P-Card) policy to incorporate audit procedures and authorize procedures and authorize issuance of City purchase cards to Councilmembers for official travel expenses. Once updated, staff will provide training to the City Council on proper use and compliant use of the City purchase cards.
DISCUSSION
The proposed revisions to Council Policy 043 (retitled “Official Travel by City Councilmembers”) (Attachment 2) are presented for City Council review and consideration. Key proposed changes include the following:
1. Title: The title is updated from “Official Travel by Elected Officials” to "Official Travel by the City Councilmembers" to clarify that the policy applies to the Mayor and City Councilmembers only. Travel requirements for the elected Police Chief an elected City Clerk are outlined under City Manager Directo 028, Travel Policy (Attachment 3).
2. Criteria for Official Travel: In this section, proposed revisions were made as follows:
a. Travel eligible for reimbursement must relate to a Councilmember’s official duties, professional development, or representation of the City at regional, state or national organizations that promote or advance City interests.
b. Where there is the potential for “multiple attendees,” the current policy states: “If multiple members meet the criteria to attend, the representative may attend based on seniority.” Under the proposed policy, when several Councilmembers request to attend the same event, priority will be based on:
• Committee or legislative assignment
• Submission date of the request
• Budget availability
• Brown Act considerations, as applicable
The proposed policy also a process for staff to confirm quorum availability for City Council meeting scheduled during travel periods.
3. Types of Travel: This section clarifies criteria for local, in-state, out-of-state, and international travel.
a. Local travel: Defined as less than 50 miles for single-day events. Overnight lodging may be approved by the City Manager when justified by commute time.
b. In-State Travel: Travel exceeding 50 miles and aligned with official travel criterial (e.g. League of California Cities Annual Conference, League of California Cities New Members Academy)
c. Out-of-state travel: Includes events such as the United States Conference of Mayors and National League of Cities conferences and meetings.
d. International Trave: Permitted for all City Councilmembers, including travel associated with City of Santa Clara's Sister Cities or Friendship Cities.
4. Procedures for Travel: The revised policy outlies a pre-authorization process:
a. Councilmembers submit a written request Describing the purpose of travel and benefit to the City.
b. Staff verifies funding availability and prepares the pre-authorization form.
c. The City Manager or designee reviews and approves the pre-authorization form.
5. Reimbursable Expenses: A new section provides detail on allowable reimbursement expenses.
a. Lodging: Lodging is reimbursable for approved travel, including the night before and the after the event. Receipts are required, and reimbursement is limited to actual costs. If not available, designated lodging is provided, reimbursement is based on actual cost.
b. Meals: Meals, including tax and tips and incidentals, are reimbursable up to the per diem GSA rate (available at
<http://www.gsa.gov/perdiem>) for a full day of travel. Itemized receipts are required; if unavailable, reimbursement may be made up to the GSA maximum.
Meals provided by the conference, event, or hotel, must be deducted from the reimbursement as listed on <http://www.gsa.gov/mie>
Alcohol, guest meals, and hotel incidentals (e.g. in-room services) are not eligible for reimbursement.
c. Transportation
• City /Private Vehicles: City vehicles are available for in-state or local travel. Councilmembers shall be compensated for the use of their private vehicles for approved business travel at the current GSA standard mileage rate, provided that it is the most logical and least expensive method of transportation. To drive a vehicle on City business, Councilmembers must possess a valid California driver’s license. A driver of a privately owned vehicle must carry liability insurance coverage, and be responsible for any damage, service, or repair to the car occurring on the trip, as these costs are included in the City’s per mile cost reimbursement.
• Bridge Tolls/Parking: Reimbursable with itemized receipts.
• Train /Other Mass Transit: Train or other transit fares are reimbursable when logical and cost effective.
• Ground Transportation: Supplementary transportation within the destination city shall be accomplished by hotel courtesy buses, local shuttle services or public transportation, if available and logical. Taxi or rideshare may also be used.
• Rental Vehicles: Allowed only when no reasonable alternative exists; economy-class vehicles required; option insurance is not reimbursable.
d. Airfare: Airfare must be booked at the lowest reasonable fare that provides the most direct route. Air travel options shall not be limited to a specific airline. Refundable tickets are permitted if there is a risk of cancellation. One checked bag is reimbursable. Any unused credits from official travel must either be applied to future City travel or reimbursed to the City.
6. Expense Report: The filing deadline is extended from 15 calendar days to 30 business days to allow Councilmembers additional time to compile and submit itemized receipts
7. Rewards and Promotional Benefits: Councilmembers 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.
8. Reports by City Councilmembers: Councilmembers must provide a written or oral report to the City Council within fifteen (15) business days of returning from travel or at the next Council meeting. Prior required reporting items are removed and replaced with an option to share course materials digitally.
The Goverrnance and Ethics Committee recommends the City Council approve the proposed amendments to Council Policy 043 ("Official Travel by the City Council") and approval by Resolution (Attachment 4).
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 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 or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve the Recommendation from the Governance and Ethics Committee to Amend Council Policy 043 ("Official Travel by Elected Officials") to be retitled Council Policy 043 ("Official Travel by the City Council") in substantially the form presented.
Staff
Reviewed by: Maria Le, Assistant to the City Manager, City Manager
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Current Council Policy 043 ("Official Travel by Elected Officials")
2. Proposed Council Policy 043 (“Official Travel by City Councilmembers”)
3. City Manager Directive (CMD) 28 Travel Policy
4. Resolution