CA Review CKMMeeting Date:July 29, 2025 To:Mayor and City CouncilFrom:Geoff Patnoe, City ManagerStaff Contact:Faviola Medina, Director of Constituent & Clerk [email protected], 442-339-5989Subject:Revisions to City Council Policy No. 100 – City Council Conference, Training and Professional Development Travel Policy Districts:AllRecommended Actions Adopt a resolution approving revisions to City Council Policy No. 100 – City Council Conference, Training and Professional Development Travel Policy to include additional reporting out requirements. Executive Summary On March 4, 2025, the City Council directed staff to return to the City Council with an item to modify City Council Policy No. 100 with additional language regarding the procedure for reporting out a synopsis of travel details such as dates and location of travel, advocacy topicsand any votes that were taken.1In a recently conducted survey, staff found that of the other 17 cities in San Diego County, only four cities have an established policy that directs the City Council to formally share information relating to the reporting out of advocacy travel details. Based on City Council feedback at the March 4 meeting, staff are proposing the following revisions to procedure: Staff will link the City Council webpages to their respective regional appointments’websites for access to those organization’s agendas and minutes of action taken atmeetings.For advocacy travel, the City Council Member shall fill out the Advocacy TravelReporting Form (Attachment A to City Council Policy No. 100) within two weeks of travelto include where they went, who they met with and what issues or topics wereadvocated for at the meeting.1California Government Code Section 53232.3(d) requires members of a legislative body to “provide brief reports on meetings attended at the expense of the local agency at the next regular meeting of the legislative body.” July 2, 2025Item #15 Page 1 of 9
The Advocacy Travel Reporting Form will be posted and made available on the city’swebsite.Required vote for approving City Council policiesAmending City Council policy statements requires four affirmative votes of the City Council.Fiscal Analysis This action has no financial impact. Next Steps Staff will implement the City Council’s direction.Environmental Evaluation The proposed action to revise City Council Policy No. 100 is exempt from environmental review under California Environmental Quality Act Guidelines Sections 15061(b)(3) and 15378(b)(5) as it can be seen with certainty that there is no possibility the proposed action may have a significant effect on the environment. Exhibits1. City Council resolution2. Revisions to City Council Policy No. 100 July 2, 2025Item #15 Page 2 of 9
Exhibit 1RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, REVISING CITY COUNCIL POLICY NO. 100 – CITY COUNCIL CONFERENCE, TRAINING AND PROFESSIONAL DEVELOPMENT TRAVEL POLICY TO INCLUDE ADDITIONAL REPORTING OUT REQUIREMENTSWHEREAS, California Government Code Section 53232.3(d) requires members of a legislative body to “provide brief reports on meetings attended at the expense of the local agency at the next regular meeting of the legislative body”; andWHEREAS, on March 4, 2025, the City Council directed staff to return to the City Council with an item to modify City Council Policy No. 100 with additional language regarding the procedure for reporting out a synopsis of travel details such as dates and location of travel, advocacy topics and any votes that were taken; andWHEREAS, staff has revised City Council Policy No. 100, most recently adopted by the City Council on Nov. 14, 2023; and WHEREAS, if approved, staff will link the City Council webpages to their respective regional appointments’ websites for access to those organization’s agendas and minutes of action taken at meetings. For advocacy travel, the City Council Member shall fill out the Advocacy Travel Reporting Form (Attachment A to City Council Policy No. 100) within two weeks of travel to include where they went, who they met with and what issues or topics were advocated for at the meeting. The Advocacy Travel Reporting Form will be posted and made available on the city’s website.NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:1. That the above recitations are true and correct.2. The proposed action to revise City Council Policy No. 100 is exempt from environmentalreview under California Environmental Quality Act Guidelines Sections 15061(b)(3) and15378(b)(5) as it can be seen with certainty that there is no possibility the proposedaction may have a significant effect on the environment.3. That the revised City Council Policy No. 100 (Attachment A) is approved.July 2, 2025Item #15 Page 3 of 9 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the day of , 2025, by the following vote, to wit: AYES:NAYS: ABSTAIN:ABSENT: ______________________________________KEITH BLACKBURN, Mayor ______________________________________SHERRY FREISINGER, City Clerk (SEAL) July 2, 2025Item #15 Page 4 of 9
Policy No. 100
Date Revised July 29, 2025
Resolution No. 2025-194
Subject: City Council conference, training and professional development travel policy Purpose
This
policy supplements City Council Policy No. 2 – Travel Policy, and establishes guidelines and procedures for City Council Member conference, training and professional development travel.
Backgroun
d
City Council Members are invited to participate in numerous conferences, trainings and professional development seminars throughout the year. This policy establishes funding for each individual City Council Member, to participate in conferences, trainings and professional development opportunities.
Statement of
policy
It is the policy of the City Council of the City of Carlsbad to allocate up to $5,000 annually for each City Council Member to use for participation in conferences, trainings and professional development opportunities.
Procedure
• F
unding in an amount up to $5,000 per City Council Member shall be budgeted each fiscal year for individual City Council Members’ use, for travel expenses. • Travel must be communicated in advance to the Mayor or Mayor Pro Tem and the City Manager’s purview shall be confined to budgetary matters. • All travel arrangements shall be facilitated through the Executive Assistant to the City Council.
• Travel must meet the following criteria:
1. If travel is related to any assignment with another agency, the City Council Member should first seek funding from the other agency; or
2. Travel is consistent with current adopted budget and/or legislative priorities; or
3. Clear public benefit is evident; or
4. Revenue enhancement opportunity is clearly attainable; or
5. Travel is related to the elected official’s roles or duties (i.e., standing committee assignment, liaison assignment, task force assignment, economic development, etc.)
• The City Council Member shall briefly report back to the rest of the City Council at the next regular meeting after the trip as required by California Government Code Section 53232.3(d). Additionally:
1. Actions taken at the City Council Members regional appointment meetings will be accessible via the City Council Members’ webpages. The City Council Attachment A
July 29, 2025
Item #15 Page 5 of 9
Docusign Envelope ID: 813EBB0A-C804-4832-BAA8-6BB7B33FABF7 City Council Policy Statement
June 24, 2025
Members’ webpages will be linked to their respective regional appointments’ websites for access to those organization’s agendas and minutes of actions taken at meetings.
2. Advocacy travel:
The City Council Member will fill out the Advocacy Travel Reporting Form (Attachment A) within two weeks of travel to include where they went, who they met with and what issues or topics were advocated for at the meeting.
The Advocacy Travel Reporting Form will be posted and made available on the city’s website.
• Travel requests in excess of the annual $5,000 threshold shall require City Council approval.
• All travel requests outside of the United States shall require advance City Council approval.
• City Council Members shall adhere to all provisions of City Council Policy No. 2 – Travel Policy. Travel expenses in excess of the reimbursement rates established by City Council Policy No. 2 require advance City Council approval.
A
ttachment A: Advocacy Travel Reporting Form
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Item #15 Page 6 of 9
Docusign Envelope ID: 813EBB0A-C804-4832-BAA8-6BB7B33FABF7 Advocacy Travel
REPORTING FORM
Name: _____________________________________________
Agency or organization representing:
___________________________________________________
Conference or meeting: _______________________________
Dates of attendance: _________________________________
Location: ___________________________________________
Details of advocacy conducted (including who, where, when and topics covered):
___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ Signature: ________________________ Date: ________________ Attachment A
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Item #15 Page 7 of 9
Docusign Envelope ID: 813EBB0A-C804-4832-BAA8-6BB7B33FABF7 Policy No. 100Date IssuedResolution No.
Subject: City Council conference, training and professional development travel policyPurposeThis policy supplements City Council Policy No. 2 – Travel Policy, and establishes guidelines and procedures for City Council Member conference, training and professional development travel. BackgroundCity Council Members are invited to participate in numerous conferences, trainings and professional development seminars throughout the year. This policy establishes funding for each individual City Council Member, to participate in conferences, trainings and professional development opportunities.Statement of policyIt is the policy of the City Council of the City of Carlsbad to allocate up to $5,000 annually for each City Council Member to use for participation in conferences, trainings and professional development opportunities. ProcedureFunding in an amount up to $5,000 per City Council Member shall be budgeted eachfiscal year for individual City Council Members’ use, for travel expenses.Travel must be communicated in advance to the Mayor or Mayor Pro Tem and the CityManager’s purview shall be confined to budgetary matters.All travel arrangements shall be facilitated through the Executive Assistant to the CityCouncil.Travel must meet the following criteria:1. If travel is related to any assignment with another agency, the City CouncilMember should first seek funding from the other agency; or2. Travel is consistent with current adopted budget and/or legislative priorities; or3. Clear public benefit is evident; or4. Revenue enhancement opportunity is clearly attainable; or5. Travel is related to the elected official’s roles or duties (i.e., standing committeeassignment, liaison assignment, task force assignment, economic development,etc.)The City Council Member shall briefly report back to the rest of the City Council at thenext regular City Council meeting after the tripas required by California GovernmentCode Section 53232.3(d).Additionally:1. Actions taken at the City Council Members regional appointment meetings willbe accessible via the City Council Members’ webpages. The City Council July 2, 2025Item #15 Page 8 of 9 City Council Policy StatementJune 24, 2025Page 2 Members’ webpages will be linked to their respective regional appointments’ websites for access to those organization’s agendas and minutes of actions taken at meetings. 2. Advocacy travel:The City Council Member will fill out the Advocacy Travel Reporting Form(Attachment A) within two weeks of travel to include where they went, who they met with and what issues or topics were advocated for at the meeting. The Advocacy Travel Reporting Form will be posted and made availableon the city’s website.Travel requests in excess of the annual $5,000 threshold shall require City Councilapproval.All travel requests outside of the United States shall require advance City Councilapproval.City Council Members shall adhere to all provisions of City Council Policy No. 2 – TravelPolicy. Travel expenses in excess of the reimbursement rates established by City CouncilPolicy No. 2 require advance City Council approval.Attachment A: Advocacy Travel Reporting Form July 2, 2025Item #15 Page 9 of 9