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San Jose Civic Gallery City Hall agenda intelligence

Matter 25-1305

Amendment to City Council Policy 9-5, Travel by Elected and Appointed City Officials.

City Council Agenda Ready Introduced 02 Dec 2025
3 Documents on file 421 KB · 3 extracted · 3 AI summaries
File
25-1305
Type
Consent Agenda
Status
Agenda Ready
Requester
Unknown
Introduced
02 Dec 2025
Last synced
19 May 2026 · 04:03

The papers

3 documents · 421 KB
01 128 KB

Memorandum

128 KB Extracted AI Summary
file 87e5f7b7-7ad7-42be-b837-4fd3295968a9.pdf sha 597b37612ba7 source unavailable

Official source link unavailable. The file was imported, but the current source metadata does not include a public document URL.

Generated summary AI-assisted

The memorandum discusses an amendment to City Council Policy No. 9-5 regarding travel by elected and appointed city officials. The amendment aims to align travel guidelines with the Employee Travel Policy, with the exception of meal reimbursements for the Mayor, Councilmembers, and Commissioners, which will continue to be reimbursed for actual expenses incurred during travel. The memorandum outlines the current policies governing travel, the rationale for the amendments, and indicates that no further follow-up actions are expected. It will be posted on the City’s Council Agenda website for the upcoming City Council meeting.

Key points
  • Amendment to City Council Policy No. 9-5 for travel guidelines.
  • Aligns with Employee Travel Policy, except for meal reimbursements.
  • Mayor, Councilmembers, and Commissioners must submit receipts for meal reimbursements.
  • Removal of language authorizing the Mayor to book a one-bedroom suite.
  • No additional follow-up actions expected.
  • Memorandum will be posted on the City’s Council Agenda website.
Limitations
  • The text includes placeholders for specific dates and file numbers.
  • No specific details on the resolution or its adoption process are provided.

Generated for convenience from extracted text using AI. Review the official source document before relying on this summary.

Extracted text preview · 4,538 chars
COUNCIL AGENDA: FILE: ITEM: TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Jennifer A. Maguire Toni J. Taber SUBJECT: Amendment to City Council Policy 9-5, Travel by Elected and Appointed City Officials DATE: December 5, 2025 12/16/25 25-1305 2.8 COUNCIL DISTRICT: Citywide RECOMMENDATION Adopt a resolution amending the City Council Policy No. 9-5 for Travel by Elected and Appointed City Officials to revise and conform the travel guidelines portion to the Employee Travel Policy, 1.8.2, that can be found in the City Administrative Policy Manual. SUMMARY AND OUTCOME Amending the City Council Policy No. 9-5 “Travel by Elected and Appointed City Officials” will align travel guidelines with the Employee Travel Policy, 1.8.2, that can be found in the City Administrative Policy Manual, with the exception of meal reimbursements for the Mayor, Councilmembers, and Commissioners, which will continue to be reimbursed for actual meal expenses incurred during travel. BACKGROUND There are two policies that govern travel, City Council Policy No. 9-5, “Travel by Elected and Appointed Officials,” and City Administrative Policy Manual Section 1.8.2, “Employee Travel.” Currently, when the City Manager...
02 143 KB

Attachment

143 KB Extracted AI Summary
file 610b4e30-3bf8-48b5-9a9c-7ab8a833405c.pdf sha ea738ab7c1cc source unavailable

Official source link unavailable. The file was imported, but the current source metadata does not include a public document URL.

Generated summary AI-assisted

This document outlines the City of San José's Council Policy regarding travel by elected and appointed city officials. It establishes guidelines for official travel, including approval requirements, reimbursement procedures, and funding sources. The policy applies to the Mayor, Councilmembers, and certain city officials, detailing the conditions under which travel is authorized and reimbursed. It emphasizes the necessity for travel to be beneficial to the city and includes provisions for reporting on travel outcomes.

Key points
  • The policy was first established on October 10, 1972, and has been revised multiple times, with the latest revision on September 18, 2018.
  • The purpose is to regulate official travel by elected officials and their staff, ensuring expenses are prudent and necessary.
  • Travel guidelines apply to the Mayor, Councilmembers, and specific city officials, excluding members of the City’s Retirement Boards.
  • Requests for travel must be justified and may require Council approval, especially for out-of-state travel.
  • Travel expenses can be reimbursed if they are reasonable and necessary, following the guidelines set forth in the policy.
  • Mandatory use of Mineta San José International Airport for official travel unless certain conditions are met.
  • Travel reports may be required within fifteen working days of return if city funds are used for travel.
Limitations
  • The text is truncated and does not provide complete information on all sections of the policy.
  • Unresolved placeholders and blank fields affect the completeness of the summary.

Generated for convenience from extracted text using AI. Review the official source document before relying on this summary.

Extracted text preview · 25,013 chars
City of San José, California COUNCIL POLICY TITLE TRAVEL BY ELECTED AND APPOINTED CITY OFFICIALS PAGE POLICY NUMBER 1 of 10 EFFECTIVE DATE November 20, 1972 REVISED DATE 9-5 September 18, 2018 APPROVED BY COUNCIL ACTION: 10/10/72, Resolution No. 42984; 12/16/80, Item 11e; 12/5/83, Item 10c; 9/13/83, Item 8b(2); 1/27/87, Item 6f(6); 2/24/87, Item 7b(4); 5/19/87, Item 7b(5); 12/12/89, Item 7b(2)(d); 5/21/91, Item 7b(5); 6/21/94, Item 7b(1)(f); 6/20/95, Item 9aa.; 9/16/97, Item 7b(6); 8/8/06, Item 3.6(c), Resolution No. 73340; 9/18/2007, Item 3.5, Resolution No. 74003; 9/18/2018, Item 3.6, Resolution No. 78790 A. BACKGROUND Council policy to regulate official travel by elected and appointed City officials was first established by Council action on October 10, 1972. The Council has amended the Policy several times, but has not made any changes since 201807. B. PURPOSE To establish City policy and prescribe guidelines for official travel by elected City officials and their staff, Council Appointees, and Boards and Commissions members, except members of the City’s two Retirement Boards. Travel should be necessary to accomplish the purposes of the City effectively and economically, and...
03 151 KB

Resolution

151 KB Extracted AI Summary
file a60b801b-beb3-4b7c-b0f5-2a429d15a2cd.pdf sha c5878d8cac80 source unavailable

Official source link unavailable. The file was imported, but the current source metadata does not include a public document URL.

Generated summary AI-assisted

The source text indicates this attachment appears to be a draft document.

This document is a draft resolution from the City Council of San José proposing amendments to City Council Policy No. 9-5, which governs travel by elected and appointed city officials. The amendments aim to align the travel guidelines with the City’s Employee Travel Policy and allow per diem reimbursements for meals during travel. The resolution supersedes the previous version of Policy No. 9-5 adopted on September 18, 2018. The document includes various sections detailing the purpose, scope, approval requirements, and guidelines for travel by city officials.

Key points
  • The resolution amends City Council Policy No. 9-5 regarding travel by elected and appointed city officials.
  • The amendments align travel guidelines with the City’s Employee Travel Policy.
  • The resolution allows Council Appointees to receive per diem reimbursements for meals during travel.
  • The previous version of Policy No. 9-5 was adopted on September 18, 2018.
  • The document includes sections on travel approval requirements and guidelines for city officials.
Limitations
  • The document is marked as a draft, indicating it may not be the final version.
  • There are unresolved placeholders in the document, such as the resolution number and adoption date.

Generated for convenience from extracted text using AI. Review the official source document before relying on this summary.

Extracted text preview · 27,922 chars
SAW:NXN 12/5/2025 RESOLUTION NO. ______________ A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN JOSE AMENDING CITY COUNCIL POLICY NO. 9-5, “TRAVEL BY ELECTED AND APPOINTED CITY OFFICIALS” TO REVISE AND CONFORM THE TRAVEL GUIDELINES PORTION TO THE CITY ADMINISTRATIVE POLICY 1.8.2, EMPLOYEE TRAVEL POLICY WHEREAS, on September 18, 2018, the City Council of the City of San José (“City”) adopted the current version of City Council Policy No. 9-5, entitled “Travel by Elected and Appointed City Officials” (“Policy No. 9-5”), which describes the City’s policy with respect to regulation of official travel by elected and appointed City officials; and WHEREAS, the City desires to adopt a revised Policy No. 9-5 to align travel guidelines with the City’s Employee Travel Policy and to allow Council Appointees per diem reimbursements for meals during travel; NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SAN JOSE THAT: The City Council Policy No. 9-5 entitled, “Travel by Elected and Appointed City Officials,” which policy is attached hereto as Exhibit “A” and incorporated herein by this reference as though fully set forth herein, is hereby approved and shall, as of the date and...