1/13/2026 Item 5.A
City Council
Meeting
Action on Recommendations
from Governance and Ethics
Committee for Updates to
Council Policy 043 ("Official
Travel by City Councilmembers")
1852
Deferred From December 16, 2025 Meeting
THE MISSION CITY
Aracely Azevedo, Assistant City Manager
Agenda Item No. 5.A (#26-1756)
January 13, 2026
City of
Santa Clara
The Geeter of Whath. Pacalle
Purpose
• Establishes guidelines for official travel by City
Councilmembers in connection with roles and representation of the City.
• Provides clearer procedures on travel, reimbursement, and reporting.
• Updates procedures for consistency and accountability. • Reviewed Fremont, Mountain View, Palo Alto, San Jose, and Sunnyvale Travel Policies
POST MEETING MATERIAL
1/13/2026 Item 5.A
City of
Santa Clara
The Center of whats Paulile
Budget
Mayor and City Council Travel
In accordance with the City's administrative policy on official travel by elected officials, Council Policy 043, official travel is approved in advance annually with the Mayor and City Council Offices' Operating Budget. The following are the conferences, meetings and events that are anticipated for Mayor and Councilmembers' attendance:
FY 2025/26 FY 2026/27
Conference Budget Budget
National League of Cities Annual Conference 4,877 4,975 League of California Cities Annual Conference 13,862 14,139 Leaque of California Cities New Members Academy 3.312 7,446 League of California Cities & National League of Cities 3,378 Trainings/Events/Workshops
Elected Official Policy Related Conferences/Events/Meetings/Trainings 3,378 3,446 Sister Cities Annual Conference 4,280 4,366
Sister Cities International Travel to Sister Cities of Coimbra, Izumo, or 24,591 25,083 Limerick and related travel
United States Conference of Mayors Winter Meeting 2,984 3,044 United States Conference of Mayors Annual Conference 3,349 3,416 60,633 69,293|
City of
Santa Clara
The Center of Whar's Possible
Key Proposed Changes
• Retains requirements that travel relates to "official duties," "professional development," or "representation" of the City.
City Clerk and Chief of Police travel is governed by CMD 28 Travel Policy.
1/13/2026 Item 5.A
Types of Travel City of
Santa Clara
The Center of Whats Possible
Type Miles Counci Limit Council Limit
Current Proposed
Local < 50 miles No limit No Limit
In-State > 50 miles Limited to 2 elected officials No Limit Out-of-State Outside of CA Limited to 2 elected officials No Limit International Outside of US Limited to 3 elected officials No Limit • When there are multiple requests for an event:
• Budget availability
• Committee or legislative assignment
• Submission date of request
• Compliance with Brown Act quorum requirements
• Removed requirement to obtain City Council approval on travel not pre-approved City of
Santa Clara
The Centorol Whats Possible
Key Proposed Changes: Procedures
• Councilmembers submit written request stating the
purpose of official travel; upon approval, pre-authorization form completed
• Reimbursable Expenses
• Lodging (night before/night after event)
• Meals up to the per diem rate established by the GSA
• 100% first and last day of travel
• Transportation Expenses (ride share, bridge tolls, airfare, etc.) 1/13/2026 Item 5.A
City of
Santa Clara
Thi Carter of what Possible
Key Proposed Changes: Procedures
• Councilmembers may retain frequent flyer miles, hotel points, or rewards earned during City travel
• Itemized receipts due within 30 business days
Retains written or oral report to the City Council within 15 business days of return, or at next council meeting
City of
Santa Clara
Tha Contes of waty noseble
Recommendation
• Approve the Recommendation from the
Governance and Ethics Committee to Amend
Council Policy 043 ("Official Travel by the City
Council")
1/13/2026 Item 5.A
City Council
Meeting
Action on Recommendations
from Governance and Ethics
Committee for Updates to
Council Policy 043 ("Official
Travel by City Councilmembers")
1852
Deferred From December 16, 2025 Meeting
THE MISSION CIT
Aracely Azevedo, Assistant City Manager
Agenda Item No. 5.A (#26-1756)
January 13, 2026