Committee updates guidelines for commissioners' travel, reimbursement and cancellations

The Governance and Ethics Committee unanimously approved Sept. 8 proposed amendments to Council Policy 006, which sets guidelines for commissioners' attendance at conferences and training events. The revised policy broadens the policy's scope to apply to commissions, boards and committees and clarifies procedures for booking, receipts and cancellations.

Assistant City Manager Araceli Esavito summarized the staff changes, saying the purpose of the updates "is to provide amendments before you to improve the clarity, with regards to travel for commissioners, board members as and committee members." Esavito said the proposed policy adds clearer procedures requiring members to book early, submit itemized receipts and documentation within 30 business days, and provide expense reports that demonstrate compliance with the policy.

Key elements of the revised policy presented by staff include reimbursement for lodging for approved overnight travel (including the night before and after), meal reimbursement capped at GSA per-diem rates for overnight travel, and reimbursement for ground transportation (parking, tolls, shuttles, taxis, ride-shares). The policy also recommends that members use available hotel shuttles when provided and requires airfare to be booked at the lowest reasonable rate.

The proposed policy also contains a consequence for late cancellations: members who fail to provide timely notice of cancellations "may be disqualified from attending a future event for at least 6 months," with recognized extenuating circumstances such as accidents. Staff emphasized that the 30-business-day deadline is for submission of receipts rather than final reconciliation and that failure to show compliance may require the traveler to bear costs.

Committee members asked several operational questions during discussion. Members raised concerns about uneven or minimal commission budgets (several commissions had little or no budget in recent fiscal years), and asked staff to notify commission staff contacts that training funds exist so eligible members can take advantage of them. Member Park asked for flexibility for local trips that require early departures; staff confirmed the policy permits the city manager to approve overnight lodging for local travel when "extensive commuting would otherwise be required." Members also discussed taxi receipts and the practicalities of reconciling travel charges when receipts are incomplete; staff said forms exist to document lost or incomplete receipts and staff will work with the auditor when needed.

The committee voted unanimously to adopt the revised Policy 006 as presented and directed staff to return final text and to communicate training-budget information to commission staff so members are aware of available funds.