EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: February 15, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Jaime M. Fontes, City Manager
BY: Elena Lee, Planning Manager
SUBJECT: Authorize Exception of the Travel and Training Reimbursement Policy for a Planning Commission Member
Recommendation
By motion, approve an exception to the Travel and Training Reimbursement Policy to reimburse a Planning Commissioner for lodging expenses for the 2022 Planning Commissioner Academy.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
➢ Priority #3: Increase Organizational Effectiveness and Efficiency Background
On November 19, 2013, the City Council adopted a policy regarding reimbursement for travel and training costs in connection to the official duties for the City’s Board and Commission members (Attachment 1). Recognizing the value of professional training, the Council provided funds for Commissioners for reasonable expenses related to training events and travel costs.
Official travel is defined as attendance at conferences, meetings, seminar or training sessions or travel for any other purpose in connection with official and essential business. Reasonable expenses would be “associated with travel, meals, lodging and other actual and necessary expenses associated with attending such events.” Accordingly, City Council approval is being requested for reimbursement request by a Planning Commissioner.
Analysis
The Planning Division has adopted a regular item in the division budget for the annual Planning Commissioners Academy held by the League of California Cities. Information on the Academy can be found at following website: https://www.calcities.org/detailpages/event/2022/03/16/default-calendar/planning-commissioners-academy. The purpose of this voluntary event is to provide valuable training and information about the roles and responsibilities of a planning commissioner. The Academy offers training for both new and experienced commissioners by providing a basic legal and practical framework, as well as networking opportunities with fellow commissioners. The event, held over three days, covers topics such as the California Environmental Quality Act (CEQA), how to prepare findings and conditions of approval, the planning commission’s role and responsibilities, diversity and inclusion, leadership, relationships between commission, staff, and city council, key legislative issues, and more. This is an opportunity for Commissioners to receive updates on recent laws and other issues that impact California. Last year’s event was held virtually due to the pandemic. This year’s event is being held in person only at March 16-18, 2022 in the City of San Ramon at the Marriot Hotel. Three Commissioners have registered for the academy this year. Consistent with the policy, the City has reimbursed all three Commissioners for their registration costs, which was a total of $1,875 or $625 each. Several Commissioners have attended in past years.
The policy also provides guidance for when lodging can be reimbursed by the City. It states “Local Accommodations. Except where necessary and where approved in advance by the City Council, when possible, at a publicly noticed meeting, Members will not be reimbursed for lodging expenditures incurred for events occurring within 60 miles radius of East Palo Alto except where the event begins before 8 a.m. or ends after 10 p.m.” A Commissioner has requested reimbursement for lodging for four nights, March 15-18, at the facility, Marriot San Ramon, where the event is being held. The reservation would be for one single occupancy room for a total of $615.61. Because the site is located at 2600 Bishop Drive in San Ramon and is less than 40 miles from East Palo Alto, City Council approval is necessary in order to authorize reimbursement for lodging costs.
The Commissioner’s request for an exception to the 60 miles radius for lodging reimbursement is based on ADA reasonable accommodations and medical restrictions. The Commissioner is under the care of a doctor due to chronic and permanent health issues that limit physical activity.
Authorizing reimbursement for lodging in this circumstance would allow the Commissioner to attend the Planning Commissioners Academy without a daily commute and is a necessary accommodation based on an existing health condition.
Fiscal Impact
The Planning Division’s annual budget includes $5,000 annually for the training reimbursement for the Planning Commissioners. If this accommodation is approved, these lodging costs would be accommodated in the regular budget. The total cost for all three Commissioners, including lodging, would total $2,490.61. Thus, there would be no additional fiscal impact beyond this budgeted item.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. Resolution 4474 - Board and Commission Travel Expenditure Policy