|
Title:
|
Provide Direction to City Clerk Regarding Mayor Bregman's Request to Travel to Japan for the Japan-United States Leadership Summit in October 2025 (CLK)
|
AGENDA TITLE:
title
Provide Direction to City Clerk Regarding Mayor Bregman's Request to Travel to Japan for the Japan-United States Leadership Summit in October 2025 (CLK)
end
MEETING DATE:
September 3, 2025
PREPARED BY:
Olivia Nashed, City Clerk
recommendation
RECOMMENDED ACTION:
Provide Direction to City Clerk Regarding Mayor Bregman's Request to Travel to Japan for the Japan-United States Leadership Summit in October 2025.
body
BACKGROUND INFORMATION:
Mayor Bregman received an invitation to speak at the United Nations University and the World Expo 2025 in Japan, during the Japan-United States Leadership Summit, on October 4-11, 2025. The trip includes a program spanning 8 nights between Osaka and Tokyo, Japan.
Each speaker will address attendees at each venue, discussing topics such as: successful initiatives in their communities, effective ways of bringing community leaders together, and the use of artificial intelligence in government.
Section 3(A) of the Travel Policy ("Policy") identifies a list of occurrences that are reimbursable "for members of the legislative body for actual and necessary expenses incurred in the performance of official duties":
* Official board, council, committee, commission meetings scheduled subject to the Brown Act; and
* Attending conferences, seminars, workshops or educational events related to the business or operations of such groups; and
* Attending legislative and educational seminars, workshops and training, designed to improve legislative body expertise and information levels of City boards, commissions, committees, councils and affiliated City staff providing primary support will be offered in-house ethics training and will not be reimbursed for publicly offered ethics training classes; and
* Participating in regional, state and national organizations whose activities affect the City's interests; and
* Opportunities to meet with city, county, state, or federal officials to discuss legislative body interests and to implement City-approved strategy for attracting or retaining businesses to the City, which typically involve at least one staff member.
The Policy further states, "Expenditures not specifically covered by this list of occurrences will require prior approval by the City Council, or other legislative body action, at a public meeting before the expense is incurred."
As international travel is not identified on the list of reimbursable travel, staff is seeking direction from the City Council regarding Mayor Bregman's request to participate in the Japan-United States Leadership Summit.
Estimated costs would include:
1. Registration - $1,200
2. Hotel accommodations - $1,575
3. Airfare and transportation - $1,000-$1,500
__________________________________
Total - Approximately $4,275 (base travel costs)
To date, Mayor Bregman has expended approximately $3,200, attending local and regional conferences and events. Attending the Japan-United States Leadership Summit would exceed the allocated amount for Mayor Bregman and would require City Council approval for the expenditure of funds to cover costs associated with this trip. Additionally, Mayor Bregman will need to request City Council approval for any future conferences and events.
STRATEGIC VISION:
Not applicable.
FISCAL IMPACT:
Approximately, $4,000 to $5,000 per traveler.
FUNDING AVAILABLE:
10005001.72315