For City Council Meeting [August 9, 2022]
TO: Honorable Mayor and City Council
FROM: Marcus Fuller, City Manager
Title
Request City Council to Approve the Updated Fiscal Year 2022/2023 Yearly Conference/Travel Expense Schedule for City Council Members.
Body
BACKGROUND:
On July 28, 2015, the City Council adopted Resolution No. 6789 amending the Reimbursement Expense Policy for Members of the City Council (the “Policy”). The Policy states, “All expenses for conferences and related events for officials approved by the City Council in its annual budget shall not require further City Council action for approval.” A copy of Resolution No. 6789 is included as Attachment 1.
ANALYSIS/DISCUSSION:
The list of conferences that the City Council may attend on an annual basis is subject to change, with some conferences cancelled or rescheduled. Also, throughout the year new conferences are scheduled that Mayor or Council may wish to attend. In this case, pursuant to the Policy:
For all other travel and related expenses not included in the Officials’ Conference Budget, for existing litigation or to pursue the Council’s legislative policy, the City Council shall decide all requested expenditures before the expense is incurred pursuant to this policy for “officials” and “appointees,” based on a detailed staff report provided at an open session of the City Council…
Mayor Robertson would like to attend the US Conference of Mayors Fall Leadership Meeting. The conference is scheduled for September 15 - 17 in Miami, Florida. The conference is for mayors, city representatives. and their staff.
This conference was not previously identified on the pre-approved list of conferences.
The estimated cost is $2,000, that includes, flight, hotel, and per diem. Registration-free.
A revised list updating the conferences being held for City Council for FY22/23 to add the US Conference of Mayor Fall Leadership Meeting is included as Attachment 2.
ENVIRONMENTAL IMPACT:
The requested City Council action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW:
The City Attorney has reviewed and recommends approval of this staff report.
FINANCIAL IMPACT:
Operating Budget Impact
Sufficient funds are budgeted and available in General Fund Account Number 010-500-1149-2022. If other Council Members wish to attend, the current budget can accommodate.
RECOMMENDATION:
Staff recommends that the City Council approve the Updated Fiscal Year 2022/2023 Yearly Conference/Travel Expense Schedule for City Council Members.