1 STAFF REPORT
DATE: May 21, 2024
TO: Justin Hess, City Manager
FROM: Courtney Padgett, Assistant City Manager
By: Cathryn LaBrado, Assistant to the City Manager
SUBJECT: Approval of the Use of Reserve Funds in the Council Member Travel Expense Allotment C (Unassigned) for Travel in Fiscal Year 2023-24
RECOMMENDATION:
Approve the use of $1,500 from the Council Member Travel Expense Allotment C (Unassigned/Travel Reserve) towards travel by Counc il Member Takahashi for Fiscal Year (FY) 2023-24.
BACKGROUND:
City Council’s Travel Expense Budget for FY 2023 -24 totals $37,500, which includes three allotments and a monthly allowance for local travel. Each Council Member receives a baseline travel budget of $3,500 for the fiscal year, constituting Allotment A. The Mayor and Vice Mayor receive an additional $2,000 and $1,000, respectively, in Allotment B due to ceremonial responsibilities. Allotment C constitutes $2,000 of reserve funds that may be requested by any Council Member throughout the fiscal year. Council Members also receive a monthly travel allowance of $250 for local transportation expenses, mileage, rideshare, parking fees, and other necessary local transportation costs.
In accordance with the City Council Travel Expense Policy adopted on May 21, 2019 (Attachment 1), Allotment C totaling $2,000 serves as a reserve amount for Council travel expenses. Section V.B of the Policy states,
“Any travel that causes a Council Member to exceed their allotment must be approved by a majority of the City Council prior to expending travel funds. This
2 shall be requested as an agenda item during City Council meeting ‘Additional Agenda Items’ for a motion and vote at a future City Council meeting.”
At the April 23, 2024 Council meeting, Council Member Takahashi requested reserve funds from the Council Travel Expense Allotment C (Unassigned/Travel Reserve) for additional travel expenses for the remainder of FY 2023-24.
DISCUSSION:
Council Member Takahashi participates in several regional organizations on behalf of the City, including the Valley Economic Alliance Board of Directors, the National League of Cities, for which she serves on the Human Development Committee; and the Southern California Association of Governments (SCAG), for which she serves on the Energy and Environment Committee. Each of these organizations requires local and non -local travel throughout the fiscal year. Upcoming non-local travel obligations for the remainder of FY 2023-24 for Council Member Takahashi include:
▪ SCAG Regional Conference and General Assembly Meeting in Desert Springs, CA
▪ National League of Cities Summer Leadership Meeting in Rancho Cordova, CA
With the adoption of the Council Travel Expense Policy on May 21, 2019, Council Member Takahashi was allotted a baseline amount of $3,500 for non-local travel expenses, which was expended on registrations, lodging, meals, and transportation costs associated with the multiple organizations in which she participates and serves as a representative of the City of Burbank. This baseline amount is less than the allotments of $5,500 and $4,500 for the Mayor and Vice Mayor, respectively. Furthermore, the monthly travel allowance of $250 received by each Council Member is allotted for local travel expenses only and therefore does not cover travel expenses for the aforementioned obligations remaining for FY 2023 -24. No funds in Allotment C have been expended for FY 2023 -24, and therefore Staff recommends that Council approve the use of $1,500 in Allotment C towards travel expenditures for Council Member Takahashi to fulfill the remainder of her travel obligations for the current fiscal year.
FISCAL IMPACT:
There is no fiscal im pact associated with this report. The total FY 2023 -24 approved budgeted funds for Council Travel, amounting to $37,500 for FY 2023 -24 will be unaffected by the staff recommendation.
CONCLUSION:
Council represents the interests of Burbank residents by participating in regional organizations and interfacing with state and federal representatives, civic leaders, and local community groups, all of which may incur necessary travel costs. Staff recommends
3 allocating $1,500 from reserve funds in Allotment C towards Council Member Takahashi’s travel expenses for FY 2023 -24. Staff is evaluating Council’s travel obligations and will present recommended changes to Council during the FY 2025 -26 budget process to better reflect travel costs and participation of Council members in different activities.
ATTACHMENT:
Attachment 1: Council Member Travel Expense Policy