TO:
VIA:
FROM:
DATE:
SUBJECT:
Placentia Cit Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DIRECTOR OF FINANCE
MARCH 7, 2023
UPDATE TO POLICY NO. 344 GOVERNING TRAVEL AND MEETING
ALLOWANCES
FISCAL
IMPACT: NONE
SUMMARY:
It is necessary for the City's elected, appointed officials and employees to be well informed regarding current developments in local government. Relevant training, conferences, meetings sponsored by local government associations, professional societies, training specialists, universities and colleges, provide such information. City Officials are encouraged to attend and participate in conferences, meetings, etc., dealing with subject matter appropriate to their respective functions in the City government. Funding for staff development is included in the annual budget for this purpose.
Policy No. 344 was last updated in 1984 and needs updating to reflect changes in the travel industry and city processes regarding payment of travel expenses. In addition, Policy No. 346, Travel: Conference Attendance (Appointed Officials) covers the same information as Policy No. 344 and is proposed to be incorporated into Policy No. 344.
RECOMMENDATION:
It is recommended that the City Council take the following action:
1. Review the proposed updates to Policy No. 344 governing Travel and Meeting Allowances for city staff and elected officials and incorporating Policy No. 346 into Policy No. 344; and
2. Following any input from the City Council, adopt the updated Policy No. 344.
STRATEGIC PLAN STATEMENT:
This item is consistent with the City Council approved 5 -Year Strategic Goal # 7: Enhance Employee Development, specifically Objective 7.2, Enhance Training and Development Opportunities for Staff.
3.a.
March 7, 2023
City Council Agenda
March 7, 2023
DISCUSSION:
The City's elected and appointed officials and employees must remain informed and up to date on legislation and industry trends potentially impacting the City as well as advocate for the economic interests of the City whenever possible. To do so, it is often necessary to attend training and conferences at too great a distance from the City of Placentia for an individual to travel to/ from within their regular workday.
The current travel policy, No. 344 was last updated in 1984 and has become obsolete in its stated per diem rates, modes of travel and city processes for the processing and repayment of travel expenses and needs updating to reflect current travel and city practices. In addition, a separate policy, No. 346 outlined the process for appointed officials to request approval for travel to conferences. The information contained in this policy is redundant and is proposed to be incorporated into the updated Policy No. 344, thereby eliminating Policy No. 346.
The proposed updates to Policy No. 344 provide guidance on the following topics:
• Who is covered by the policy (Elected and Appointed Officials and all City Staff) • What travel or training related expenses will be reimbursed by the City • What expenses are unauthorized
• Process for acquiring advanced approval for travel
• Use of IRS per diem and mileage reimbursement rates for the specific travel destination • Preferred method of payment for travel expenses
Prepared by:
Jennifer Lampman
Director of Finance
Reviewed and approved:
Damien R. rruia
City Administrator
Attachments:
1. Policy No. 344- Travel and Meeting Allowances UPDATED
2. Policy No. 344- Travel and Meeting Allowances CURRENT VERSION
3. Policy No. 346 -Travel: Conference Attendance (Appointed Officials) CURRENT VERSION
4. Travel Policy Update PowerPoint Presentation