City of Santa Clara
Council Policy Manual
GUIDELINES FOR COMMISSIONERS
FOR ATTENDANCE AT CONFERENCES AND TRAINING EVENTS
Approved and Amended July 11, 2023 Council Policy 006
PURPOSE The purpose of this Policy is to establish crit eria for B oards and Commissions travel to conferences and training events.
POLICY Each City C ommission has a separate budget to pay for members’ attendance at appropriate conferences and training pr ograms. These guidelines were established by the City Council in 1997 and amended in 2003 and 2010 based on the City’s Budget Principles . In general, the policy disc ourages international and out -of-state travel for conferences and training events.
TRAVEL
GUIDELINES
1. Official travel must be related to the Commissioner’s roles or duties and approved by the City Commission.
2. Attendance at conferences and training events s hould be rotated as much as feasible among members of each City Commission.
3. All travel req uests must be pre- approved by the Board or Commission prior to travel ar rangements. Exceptions will be made for urgent or late travel requests, which occur before the Board or Commission convene s, these requests may be approved by the City Manager.
4. The C ity of Santa Cl ara is fiscally responsible and endorses the proper use of City assets to help ensure the C ity’s fiscal stability. If the City Commi ssion believes that the out -of-state conference is highly important, and if sufficient funding is available wi thin the existing budget then approval by the City Manager is required.
5. No more than two members of a City commission may attend any specific out-of-state conference or training event.
6. No more than three members of a City commission may attend any specific conference and training event held within the State of California. If more than three members of a City commission wish to attend a conference within the State of California, if sufficient funding is available within the existing budget, working with the staff li aison, the City C ommission may send more than three members to the conference upon a vote of the City C ommission, without requiring additional City Council approval.
City of Santa Clara
Council Policy Manual
G
UIDELINES FOR COMMISSIONERS
FOR ATTENDANCE AT CONFERENCES AND TRAINING EVENTS
Approved and Amended July 11, 2023 Council Policy 006
7. Attendance at an international conference or training held outside of the United States requires special approval by the City Council.
Out-of-country travel is not recommended.
8. One-day meetings that do not require an overnight stay are allowed as long as the total budget is not exceeded.
9. Overnight lodging for travel ma y be approved by the City Manager depending on whether an extensive commute is required to attend the conference/event.
10.A special situation exists for the Historical & Landmarks Commission which has a formally des ignated advisor as required for the City’s Cer tified Local Government status. The Co mmission may choose to send the advis or instead of a member of the commission.
11. Per AB 1234 requirements, Co mmissioners should report verb ally on conference and tr aining attendance at the subsequent meeting of the Co mmission. A brief wr itten report from the Co mmissioner may be substituted for the v erbal report. (See the “Resource Material” section of “Board and Commiss ion Handbook and Survival Guide” for more information.)
Resolution / Adoption of Amended Council Policy 006
Rev: 6/9/2020
RESOLUTION NO. 23-9245
A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA,
AMENDING COUNCIL POLICY 006 ENTITLED “GUIDELINES FOR
COMMISSIONERS FOR ATTENDANCE AT CONFERENCE AND
TRAINING EVENTS”
BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:
WHEREAS, the City of Santa Clara Council Policy Manual includes policies and procedures by which the City Council, Boards, Commissions, Standing and Ad Hoc Committees, shall conduct City business and activities;
WHEREAS, the City Council of the City of Santa Clara takes its stewardship of the City’s finances and oversight to ensure public resources should only be used where there is a substantial benefit to the City of Santa Clara; and WHEREAS, the Council Policy 006 on Guidelines for Commissioners for Attendance at Conferences and Training Events establishes the criteria, procedures and guidelines for official travel by Commissioners to ensure that public funds are expended for travel only when it serves a purpose for the City of Santa Clara.
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NOW THEREFORE, BE IT FURTHER RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:
1. That the amended Council Policy 006 ("Guidelines for Commissioners for Attendance at Conferences and Training Events") , attached hereto as Attachment 1, is hereby approved and adopted by the City Council of the City of Santa Clara .
2. Effective date . This resolution shall become effective immed iately .
I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED
AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE 11TH DAY OF JULY , 2023 , BY THE FOLLOWING VOTE :
AYES: COUNCILORS :
NOES : COUNCILORS :
ABSENT: COUNCILORS :
ABSTAINED: COUNCILORS:
Attachments incorporated by reference :
1. Council Policy 006
Resolution / Adoption of Amended Council Policy 006
Rev: 6/9/2020
Becker , Chahal , Hardy , Jain, Park , and Watanabe ,
and Mayor Gillmor
None
None
None
ATTEST: .J.~
NORA PIMENTEL, MMC
ASSISTANT CITY CLERK
CITY OF SANTA CLARA