FEBRUARY 1, 2005 CITY COUNCIL MEETINGS AND CONFERENCES FEBRUARY 1, 2005 CITY COUNCIL MEETINGS AND CONFERENCES

TO: HONORABLE MAYOR AND COUNCILMEMBERS

FROM: CITY MANAGER

DATE: FEBRUARY 1, 2005

SUBJECT: CITY COUNCIL MEETINGS AND CONFERENCES

RECOMMENDATION:

Approve an additional allocation of funds for City Council Travel and Conferences; or approve a reallocation of funds among Councilmembers for Travel and Conferences.

BACKGROUND:

The fiscal year 2004-05 Budget includes $22,500 for City Council travel, training and conference expenses. Each Councilmember is allocated $4,500 to utilize as he wishes (within City Council policies for eligible expenditures). As has been typical in past years, not all Council members have equal need for these funds. Through January 30, 2005 the record of expenditures is estimated as follows:

Mayor Clark

$4,500

Mayor Pro Tem Wolowicz

$1,800

Councilman Gardiner

$0

Councilman Long

$2,100

Councilman Stern

$1,500

Holiday Reception

$3,440

Total

$13,340

City Council travel reimbursement requests for the recent trip to Sacramento and the Mayor’s trip to Washington, D.C. have not yet been processed and were estimated for purposes of preparing the table above.

At their meeting of October 19, 2004 the City Council approved increasing the budget for the Annual Holiday Reception and taking the additional funds from Councilman Gardiner’s travel budget (who volunteered them for this purpose). The final cost of the Holiday reception was $3,440 over the budget. However, since the account in which the reception was budgeted was not overdrawn, no fund transfer has yet been required. If the funds are transferred, the Council travel budget could end the year with a deficit balance.

Most Council members customarily attend the Contract Cities Annual Conference in Indian Wells. One or more Council members may attend the League Legislative Days in Sacramento in May. Mayor Clark is the Chair of the League Revenue and Taxation Policy Committee and is scheduled to attend meetings that will require overnight stays and travel during the next five months. The total estimated cost of the remaining conferences and seminars could be as much as $10,000 based on previous years’ experience.

DISCUSSION:

There may be adequate funds in the adopted budget to accommodate the anticipated Council meeting and conference plans for the remaining five months of the fiscal year. However, the $4,500 limitation for each Councilmember will be inadequate for the Mayor in light of his active participation in both the League and Contract Cities conferences. The Council may wish to authorize the Mayor to continue to utilize funds from this account for travel and conferences up to an additional ceiling amount (last year Mayor Clark used $6,200) and direct staff to return with a fund update prior to the California Contract Cities Conference and League Legislative Conference in May. Alternatively, the Council may decide to transfer funds from the General Fund Reserve to insure that each Councilmember has adequate funds for travel and conferences.

Respectfully submitted,

Les Evans,

City Manager