COUNCIL POLICY
SUBJECT
CITY COUNCIL CONFERENCES/TRAINING
RESO NO
6684-2025
POLICY NO 95 EFF DATE
July 1, 2025
PAGE
1 of 2
I. Purpose
The purpose of this policy is to establish clear and comprehensive guidelines for the allocation and management of travel funds for City Council members. This policy aims to ensure a fair and equitable approach to addressing the travel needs and expenses of all council members, promoting transparency and accountability in the use of public funds. By setting these guidelines, we strive to facilitate effective and efficient travel arrangements that support the council's work and responsibilities, while maintaining fiscal responsibility and integrity.
II. Annual Travel Budget
Each Council member will receive an annual budget as approved by the City Council and divided equally among all City Councilmembers to cover costs related to attending conferences, meetings, and training sessions. This budget will apply to travel within California and is designed to ensure that Council members can participate in essential events without financial barriers.
III. Out-of-State Travel
Any out-of-state travel or training requires prior approval from the City Council. This ensures that such travel is necessary and aligns with the Council's goals and priorities.
IV. Covered Expenses:
The annual budget will cover the following expenses:
• Mileage for attending meetings where the Council member serves as a city-appointed representative. • Travel expenses including airfare, hotels, and transportation related to attending conferences or training.
• Other associated costs, such as registration fees or meals, where applicable. The total budget for each Council member will be inclusive of all these costs, ensuring comprehensive coverage of travel-related expenses.
V. Exceeding the Budget:
• If a Council member exceeds their allocated funding from the approved budget they must either cover the excess expenses themselves or formally request additional funding from the City Council. • In rare cases, a Council member may voluntarily transfer their unused funds to another member, subject to approval by the Council at a publicly noticed meeting. This allows for flexibility and mutual support among Council members.
IN COUNCIL DULY PASSED this 1st day of July, 2025.
VOTE:
Ayes: Councilmembers Hinton, Maurer, Vice Mayor McLewis and Mayor Zollman Noes: None
Absent: Councilmember Carter
Abstain: None
City of Sebastopol
Docusign Envelope ID: E560F391-CBEF-4508-B13C-066FC589A480
APPROVED:__________________________
Mayor Stephen Zollman
ATTEST: ______________________________________________________________ Mary Gourley, MMC, Interim City Manager
Approved as to Form: _____________________________________________ Alex Mog, City Attorney
Docusign Envelope ID: E560F391-CBEF-4508-B13C-066FC589A480