1 STAFF REPORT
DATE: October 1, 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 2024
RECOMMENDATION
Approve the use of $400 from the Council Member Travel Expense Allotment C (Unassigned/Travel Reserve) towards travel by Council Member Takahashi for 2024.
BACKGROUND
City Council’s Travel Expense Budget for 2024 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 Member s 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 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.” CITY MANAGER’S
OFFICE
2 At the September 24 , 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 2024.
DISCUSSION
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.
Council Member Takahashi requested and was granted $1,500 from Allotment C in May 2024 to attend the Southern California Association of Governments (SCAG) Regional Conference and General Assembly Meeting in Desert Springs, CA and the National League of Cit ies Summer Leadership Meeting in Rancho Cordova, CA. No additional funds have been expended from Allotment C in 2024, therefore, s taff recommends that Council approve the use of $400 in Allotment C towards travel expenditures for Council Member Takahashi to attend the League of California Cities Annual Conference in Long Beach, CA.
ENVIRONMENTAL REVIEW
This activity has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and as such, is not a “project” subject to the requirements of the California Environmental Quality Act (CEQA) 14 Cal. Code Regs § 15378.
FISCAL IMPACT
There is no fiscal impact associated with this report.
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 allocating $400 from reserve funds in Allotment C towards Council Member Takahashi’s travel expenses for 2024. Staff is evaluating Council’s travel obligations and will present recommended changes to Council during the FY 2024- 25 mid- year budget review to better reflect travel costs and participation of Council members in different activities.
ATTACHMENT
Attachment 1 - Council Member Travel Expense Policy