Title
Adopt a Resolution to Approve the Redistribution of Remaining Travel and Training Funds and to Accept the Year-End Report on Councilmember Travel and Training Expenditures
Staffreport
SUMMARY AND RECOMMENDATIONS
The report provides information on the travel and training expenses incurred by City Councilmembers and the Mayor during the fiscal year. It details the allocation of funds, reimbursement processes, and the establishment of a pooled reserve of $17,947.33 for future use, within one fiscal year. This pooled fund aims to provide additional support for Councilmembers who may exceed their individual travel budgets, ensuring they have adequate resources for professional development and official duties.
Notably, the requirement for a detailed report on these expenditures was introduced in 2023 along with the requirement to pool unused funds, marking the 2023/2024 fiscal year as the first year of its implementation and this the first fiscal year of reporting. Some accounts have an overage, which are absorbed by the total unspent funds to be pooled. To assist with avoiding future overages, going forward Staff has implemented a system of monitoring with monthly status updates emailed to Councilmembers.
Staff recommends that the City Council accept the report, including the establishment of the account for pooled funds, to enhance the financial management of Councilmember travel resources for the upcoming fiscal year. It is recommended that the pooled funds will be allocated evenly among all City Councilmembers and serve as a reserve to support upcoming travel and training expenditures, allowing for greater flexibility in funding needs that may arise. A total of $12,819.52 from the FY 2023/2024 reserve amount will be divided equally between five Councilmembers into account 010-11-xx-5514 Council Travel Pooled Funds. The amounts for two Councilmembers, totaling $5,127.81, will be allocated to Human Services account 010-63-014 for homeless services.
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