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HomeMy WebLinkAbout2025-07-29; City Council; 15; Revisions to City Council Policy No. 100 –City Council Conference, Training and Professional Development Travel PolicyCA Review CKM Meeting Date:July 29, 2025 To:Mayor and City Council From:Geoff Patnoe, City Manager Staff Contact:Faviola Medina, Director of Constituent & Clerk Services faviola.medina@carlsbadca.gov, 442-339-5989 Subject:Revisions to City Council Policy No. 100 – City Council Conference, Training and Professional Development Travel Policy Districts:All Recommended Actions Adopt a resolution approving revisions to City Council Policy No. 100 – City Council Conference, Training and Professional Development Travel Policy to include additional reporting out requirements. Executive Summary On March 4, 2025, the City Council directed staff to return to the City Council with an item to modify City Council Policy No. 100 with additional language regarding the procedure for reporting out a synopsis of travel details such as dates and location of travel, advocacy topics and any votes that were taken.1 In a recently conducted survey, staff found that of the other 17 cities in San Diego County, only four cities have an established policy that directs the City Council to formally share information relating to the reporting out of advocacy travel details. Based on City Council feedback at the March 4 meeting, staff are proposing the following revisions to procedure: Staff will link the City Council webpages to their respective regional appointments’ websites for access to those organization’s agendas and minutes of action taken at meetings. For advocacy travel, the City Council Member shall fill out the Advocacy Travel Reporting Form (Attachment A to City Council Policy No. 100) within two weeks of travel to include where they went, who they met with and what issues or topics were advocated for at the meeting. 1 California Government Code Section 53232.3(d) requires members of a legislative body to “provide brief reports on meetings attended at the expense of the local agency at the next regular meeting of the legislative body.” July 2 , 2025 Item #15 Page 1 of 9 The Advocacy Travel Reporting Form will be posted and made available on the city’s website. Required vote for approving City Council policies Amending City Council policy statements requires four affirmative votes of the City Council. Fiscal Analysis This action has no financial impact. Next Steps Staff will implement the City Council’s direction. Environmental Evaluation The proposed action to revise City Council Policy No. 100 is exempt from environmental review under California Environmental Quality Act Guidelines Sections 15061(b)(3) and 15378(b)(5) as it can be seen with certainty that there is no possibility the proposed action may have a significant effect on the environment. Exhibits 1. City Council resolution 2. Revisions to City Council Policy No. 100 July 2 , 2025 Item #15 Page 2 of 9 Exhibit 1 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, REVISING CITY COUNCIL POLICY NO. 100 – CITY COUNCIL CONFERENCE, TRAINING AND PROFESSIONAL DEVELOPMENT TRAVEL POLICY TO INCLUDE ADDITIONAL REPORTING OUT REQUIREMENTS WHEREAS, California Government Code Section 53232.3(d) requires members of a legislative body to “provide brief reports on meetings attended at the expense of the local agency at the next regular meeting of the legislative body”; and WHEREAS, on March 4, 2025, the City Council directed staff to return to the City Council with an item to modify City Council Policy No. 100 with additional language regarding the procedure for reporting out a synopsis of travel details such as dates and location of travel, advocacy topics and any votes that were taken; and WHEREAS, staff has revised City Council Policy No. 100, most recently adopted by the City Council on Nov. 14, 2023; and WHEREAS, if approved, staff will link the City Council webpages to their respective regional appointments’ websites for access to those organization’s agendas and minutes of action taken at meetings. For advocacy travel, the City Council Member shall fill out the Advocacy Travel Reporting Form (Attachment A to City Council Policy No. 100) within two weeks of travel to include where they went, who they met with and what issues or topics were advocated for at the meeting. The Advocacy Travel Reporting Form will be posted and made available on the city’s website. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. The proposed action to revise City Council Policy No. 100 is exempt from environmental review under California Environmental Quality Act Guidelines Sections 15061(b)(3) and 15378(b)(5) as it can be seen with certainty that there is no possibility the proposed action may have a significant effect on the environment. 3. That the revised City Council Policy No. 100 (Attachment A) is approved. July 2 , 2025 Item #15 Page 3 of 9 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the day of , 2025, by the following vote, to wit: AYES: NAYS: ABSTAIN: ABSENT: ______________________________________ KEITH BLACKBURN, Mayor ______________________________________ SHERRY FREISINGER, City Clerk (SEAL) July 2 , 2025 Item #15 Page 4 of 9 Policy No. 100 Date Issued Resolution No. Subject: City Council conference, training and professional development travel policy Purpose This policy supplements City Council Policy No. 2 – Travel Policy, and establishes guidelines and procedures for City Council Member conference, training and professional development travel. Background City Council Members are invited to participate in numerous conferences, trainings and professional development seminars throughout the year. This policy establishes funding for each individual City Council Member, to participate in conferences, trainings and professional development opportunities. Statement of policy It is the policy of the City Council of the City of Carlsbad to allocate up to $5,000 annually for each City Council Member to use for participation in conferences, trainings and professional development opportunities. Procedure Funding in an amount up to $5,000 per City Council Member shall be budgeted each fiscal year for individual City Council Members’ use, for travel expenses. Travel must be communicated in advance to the Mayor or Mayor Pro Tem and the City Manager’s purview shall be confined to budgetary matters. All travel arrangements shall be facilitated through the Executive Assistant to the City Council. Travel must meet the following criteria: 1. If travel is related to any assignment with another agency, the City Council Member should first seek funding from the other agency; or 2. Travel is consistent with current adopted budget and/or legislative priorities; or 3. Clear public benefit is evident; or 4. Revenue enhancement opportunity is clearly attainable; or 5. Travel is related to the elected official’s roles or duties (i.e., standing committee assignment, liaison assignment, task force assignment, economic development, etc.) The City Council Member shall briefly report back to the rest of the City Council at the next regular meeting after the trip as required by California Government Code Section 53232.3(d). Additionally: 1. Actions taken at the City Council Members regional appointment meetings will be accessible via the City Council Members’ webpages. The City Council July 2 , 2025 Item #15 Page 5 of 9 City Council Policy Statement June 24, 2025 Page 2 Members’ webpages will be linked to their respective regional appointments’ websites for access to those organization’s agendas and minutes of actions taken at meetings. 2. Advocacy travel: The City Council Member will fill out the Advocacy Travel Reporting Form (Attachment A) within two weeks of travel to include where they went, who they met with and what issues or topics were advocated for at the meeting. The Advocacy Travel Reporting Form will be posted and made available on the city’s website. Travel requests in excess of the annual $5,000 threshold shall require City Council approval. All travel requests outside of the United States shall require advance City Council approval. City Council Members shall adhere to all provisions of City Council Policy No. 2 – Travel Policy. Travel expenses in excess of the reimbursement rates established by City Council Policy No. 2 require advance City Council approval. Attachment A: Advocacy Travel Reporting Form July 2 , 2025 Item #15 Page 6 of 9 Advocacy Travel REPORTING FORM Name: _____________________________________________ Agency or organization representing: ___________________________________________________ Conference or meeting: _______________________________ Dates of attendance: _________________________________ Location: ___________________________________________ Details of advocacy conducted (including who, where, when and topics covered): ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ Signature: ________________________ Date: ________________ July 2 , 2025 Item #15 Page 7 of 9 Policy No. 100 Date Issued Resolution No. Subject: City Council conference, training and professional development travel policy Purpose This policy supplements City Council Policy No. 2 – Travel Policy, and establishes guidelines and procedures for City Council Member conference, training and professional development travel. Background City Council Members are invited to participate in numerous conferences, trainings and professional development seminars throughout the year. This policy establishes funding for each individual City Council Member, to participate in conferences, trainings and professional development opportunities. Statement of policy It is the policy of the City Council of the City of Carlsbad to allocate up to $5,000 annually for each City Council Member to use for participation in conferences, trainings and professional development opportunities. Procedure Funding in an amount up to $5,000 per City Council Member shall be budgeted each fiscal year for individual City Council Members’ use, for travel expenses. Travel must be communicated in advance to the Mayor or Mayor Pro Tem and the City Manager’s purview shall be confined to budgetary matters. All travel arrangements shall be facilitated through the Executive Assistant to the City Council. Travel must meet the following criteria: 1. If travel is related to any assignment with another agency, the City Council Member should first seek funding from the other agency; or 2. Travel is consistent with current adopted budget and/or legislative priorities; or 3. Clear public benefit is evident; or 4. Revenue enhancement opportunity is clearly attainable; or 5. Travel is related to the elected official’s roles or duties (i.e., standing committee assignment, liaison assignment, task force assignment, economic development, etc.) The City Council Member shall briefly report back to the rest of the City Council at the next regular City Council meeting after the trip as required by California Government Code Section 53232.3(d).Additionally: 1. Actions taken at the City Council Members regional appointment meetings will be accessible via the City Council Members’ webpages. The City Council July 2 , 2025 Item #15 Page 8 of 9 City Council Policy Statement June 24, 2025 Page 2 Members’ webpages will be linked to their respective regional appointments’ websites for access to those organization’s agendas and minutes of actions taken at meetings. 2. Advocacy travel: The City Council Member will fill out the Advocacy Travel Reporting Form (Attachment A) within two weeks of travel to include where they went, who they met with and what issues or topics were advocated for at the meeting. The Advocacy Travel Reporting Form will be posted and made available on the city’s website. Travel requests in excess of the annual $5,000 threshold shall require City Council approval. All travel requests outside of the United States shall require advance City Council approval. City Council Members shall adhere to all provisions of City Council Policy No. 2 – Travel Policy. Travel expenses in excess of the reimbursement rates established by City Council Policy No. 2 require advance City Council approval. Attachment A: Advocacy Travel Reporting Form July 2 , 2025 Item #15 Page 9 of 9