BOARD AGENDA MEMORANDUM
Government Code § 84308 Applies: Yes ☐ No ☒
(If “YES” Complete Attachment A - Gov. Code § 84308)
SUBJECT: Title
Consider the March 17, 2026, Board Policy and Monitoring Committee Recommendation to Update the Board Member Travel Policy.
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RECOMMENDATION: Recommendation
Consider the March 17, 2026, Board Policy and Monitoring Committee recommendation to update the Board Member travel policy to include language related to cancellations.
Body
SUMMARY:
At the March 17, 2026, Board Policy and Monitoring Committee meeting, the Committee approved adding the language below to Governance Policy 10: Cost of Governance. This additional language addresses cancellations related to Board member travel and conference registrations.
GP-10: Cost of Governance:
10.6.3.6 Cancellations for event registration and travel
10.6.3.6.11 Board members shall provide adequate notice for the cancellation of events and travel reservations, unless there is an extenuating circumstance.
10.6.3.6.1.2 If a Board member cancels a reservation for personal reasons or convenience, they shall be responsible for the costs of any non-refundable expenses.
10.6.3.6.1.3 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.
10.6.3.6.1.4 The Chairperson will determine who is responsible for non-refundable expenses.
ENVIRONMENTAL JUSTICE IMPACT:
There is no environmental justice impact associated with changes to Governance Policy 10.
FINANCIAL IMPACT:
There is no financial impact associated with this item.
CEQA:
The recommended action does not constitute a project under CEQA because it does not have the potential for resulting in direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS:
Attachment 1: Board Governance Process 10, Redlined
UNCLASSIFIED MANAGER: Manager
Candice Kwok-Smith, 408-630-3193