COMMITTEE AGENDA MEMORANDUM
Board Policy and Monitoring Committee
Government Code § 84308 Applies: Yes ☐ No ☒
(If “YES” Complete Attachment A - Gov. Code § 84308)
SUBJECT: title
Receive and Discuss Board Member Travel Policy.
End
RECOMMENDATION: Recommendation
A. Receive and discuss Board Member travel policies to determine if additional language is necessary related to cancellations.
B. Provide direction to staff as needed;
C. Recommend additions to GP-10 be presented to the full board for approval.
Body
SUMMARY:
At the December 9, 2025 Board Meeting, Director Ballard requested that the Board Policy and Monitoring Committee review the Board’s travel policy to determine if language should be included related to cancellations.
While the Board does not have a separate travel policy, Governance Policy 10.6.1 Per Diem Meetings, Events, and Activities Compensation describes travel reimbursements associated with board members attending meetings, events, conferences and training.
The current board governance policies do not have a reference to cancellations. Below is sample language for consideration from research conducted on cancellations related to events and travel. Staff recommends all language be added to GP-10.
Cancellations for event registrations and travel
• Board members shall provide adequate notice for the cancellation of events and travel reservations, unless there is an extenuating circumstance.
• If a Board member cancels a reservation for personal reasons or convenience, they may be responsible for costs of any non-refundable expenses.
• If a cancellation is due to circumstances beyond control such as illness or personal emergency, or to accommodate District needs, the District will cover the costs. Documentation supporting the reason for cancellation may be requested.
ENVIRONMENTAL JUSTICE IMPACT:
There are no environmental justice impacts associated with this item.
ATTACHMENTS:
Attachment 1: Board Governance Policy GP-10
UNCLASSIFIED MANAGER:
Manager
Candice Kwok-Smith, 408-630-3193