Governance and Ethics Committee Item 2
September 8, 2025
Governance &
Ethics Committee
SITA CARACARA Item #2 - Review and Approval of
Amendments to Council Policy
CITY OF 043 ("Official Travel by Elected
Officials")
1852
THE MISSION CITY
September 8, 2025
City of
Santa Clara
The Conserol wits Possible
Purpose
• Establishes guidelines for official travel by City
Councilmembers in connection with their roles
and responsibilities.
• Provides clearer direction on travel,
reimbursement, and reporting
• Update procedures for consistency and
accountability
1 Governance and Ethics Committee Item 2
September 8, 2025
City of
Santa Clara
Tine Creter af What Porthly
Key Proposed Changes: Policy Title
• Previous Title: Official Travel by Elected Officials
• Proposed Title: Official Travel by the City
Council - clarifies applicability to Mayor and City
Councilmembers
• City Clerk and Chief of Police travel is governed
by CMD 28 Travel Policy
City of
Santa Clara
The Centers! Whats Possible
Key Proposed Changes: Types of Travel
• "Local travel" is now specifically defined as less than 50 miles for single-day events.
"In-State Travel" now defined as travel exceeding 50 miles and was previously limited to a maximum of two elected officials, change allows all City Councilmembers attendance.
"Out of State Travel" was previously limited to a maximum of two elected officials, change allows all City Councilmembers attendance. "International travel" was previously maximum of three elected officials per trip, change allows all City Councilmembers attendance initiated by Sister Cities or Friendship Cities,
2 Governance and Ethics Committee Item 2
September 8, 2025
City of
Santa Clara
The Center of Whaty Fossible
Key Proposed Changes: Criteria for Travel
• Official travel: Retains requirements travel relates
to "official duties," "professional development," or
"representation" of the City.
• Multiple Attendees: Priority will be based on
committee or legislative assignment; date of
request; budget availability; nature of the event,
consideration of Brown Act limitations.
Santa Clara
Key Proposed Changes: Procedures
Councilmembers submit a written request stating purpose of official travel and as early as possible.
Staff verifies available funds and prepares pre-
authorization form approved by City Manager or designee • Itemized receipts due within 30 business days
3 Governance and Ethics Committee Item 2
September 8, 2025
City of
Santa Clara
The Conter of What's Possible
Key Proposed Changes:
Reimbursable Expenses
• Lodging details
• Meals : Councilmember's meals during authorized travel, including tax and tips and incidentals, up to the per diem amount established by the GSA for the destination
• Transportation details
• Non-reimbursable expenses include personal, political, or entertainment costs, alcohol, guest meals, and costs from extending trips for personal reasons
City of
Santa Clara
The Contest Piars Peasable
Key Proposed Changes:
Cancellations and Rewards
Cancellations
Councilembers must notify staff promptly of cancellations to avoid fees when possible
Rewards
• Councilembers may retain frequent flyer miles, hotel points, or rewards earned during City travel
If personal points are used for City travel, no reimbursement for their value
Promotional benefits or materials offered at no City expense may be retained
4 Governance and Ethics Committee Item 2
September 8, 2025
City of
Santa Clara
The Canter of Whats Possible
Recommendation
• Approve the proposed amendments to Council
Policy 043 ("Official Travel by Elected Officials")
to be retitled Council Policy 043 ("Official Travel
by the City Council")
City of
Santa Clara
Next Steps
• Committee feedback incorporated into final draft
• Revised policy presented to City Council for adoption 5 Governance and Ethics Committee Item 2
September 8, 2025
Governance &
Ethics Committee
Item #2 - Review and Approval of
Amendments to Council Policy
CITY 043 ("Official Travel by Elected
Officials")
1852
THE MISSION CIT
September 8, 2025
Governance and Ethics Committee Item 3
September 8, 2025
Governance &
Ethics Committee
Item #3 - Review and Approval on
Amendments to Council Policy 006
("Guidelines for Commissioners
11119 Attendance at Conferences and
Training Events") to Proposed
IA Council Policy 006 ("Guidelines for
1852 City Commissions, Boars and
THE MISSION CITY Commissions for Attendance at
Conferences and Training Events")
September 8, 2025
City of
Santa Clara
The Centec of that's Festbe
Purpose
• Clarify scope of policy
• Provide clearer direction on travel,
reimbursement, and reporting
• Update procedures for consistency and
accountability
2 1
Governance and Ethics Committee Item 3
September 8, 2025
City of
Santa Clara
Key Proposed Changes: Policy Title
• Previous Title: Guidelines for Commissioners
Attendance at Conferences and Training Events
• Proposed Title: Guidelines for City Commissions,
Boards, and Committees for Attendance at
Conferences and Training Events
• Clarifies applicability to all governing bodies
3 City of
Santa Clara
The CH
Key Proposed Changes: Criteria for Travel
• Overnight lodging prohibited for local travel
(under 50 miles from City Hall)
4 2
Governance and Ethics Committee Item 3
September 8, 2025
City of
Santa Clara
The Center of What'k Passible
Key Proposed Changes: Procedures
• Travel arrangements should be made early to secure
lowest rates
• Itemized receipts and documentation due within 30
business days
- Expense reports must compliance; late or incomplete
reports may result in non-reimbursement
• Non-reimbursable expenses include personal, political, or entertainment costs, alcohol, guest meals, and costs from extending trips for personal reasons 5
City of
Santa Clara
The Center of Whats Poste
Key Proposed Changes: Reimbursable Expenses
• Lodging: Covered for approved overnight travel (night before and after); receipts required
• Meals: Reimbursed for authorized overnight travel, capped at the General Services Administration (GSA) per diem rate; first/last day reimbursed at • Eligible Transportation Expenses
• Personal vehicle mileage reimbursed at GSA rate
• Bridge Tolls, parking, train or mass transit fees, public transit, taxi or rideshare are eligible for reimbursement
• Airfare at lowest reasonable fare, refundable tickets allowed, one checked bag covered, unused credits must be applied to future City travel 6 3
Governance and Ethics Committee Item 3
September 8, 2025
City of
Santa Clara
The Caeser of What Petalli
Key Proposed Changes:
Cancellations and Rewards
Cancellations
• Members must notify staff promptly of cancellations; failure to do so may disqualify member from travel for 6 months
Rewards
• Members may retain frequent flyer miles, hotel points, or rewards earned during City travel
• If personal points are used for City travel, no reimbursement for their value
Promotional benefits or materials offered at no City expense may be retained
City of
Santa Clara
Recommendation
• Approve revisions to Policy 006
• "Guidelines for City Commissions, Boards and Commissions for Attendance at Conferences and Training Events"
4 Governance and Ethics Committee Item 3
September 8, 2025
City of
Santa Clara
The Cuite: of With Fosube
Next Steps
• Committee feedback incorporated into final draft
• Revised policy presented to City Council for adoption Governance &
Ethics Committee
Item #3 - Review and Approval on
CATA CLARICTA Amendments to Council Policy 006
("Guidelines for Commissioners
Attendance at Conferences and
Training Events") to Proposed
Council Policy 006 ("Guidelines for
1852 City Commissions, Boars and
THE MISSION CITY Commissions for Attendance at
Conferences and Training Events")
September 8, 2025
5