Title
Chief Administrative Office recommending the Board approve and adopt revisions to Board Policy D-1, Travel Expense and Reimbursement, to incorporate language regarding travel expenses necessary to staff 24/7 operational detention facilities.
FUNDING: N/A
Body
DISCUSSION / BACKGROUND
Board Policy D-1, Travel Expense and Reimbursement, defines what travel and business expenses are allowed for individuals conducting authorized County business and explains how reimbursements must be handled.
The Probation Department reached out to the Chief Administrative Office (CAO) to coordinate a potential change to the policy to address travel expenses necessary to staff 24/7 operational detention facilities, as this wasn’t specifically called out in the Policy.
The CAO’s Office worked with the Probation Department to add a provision allowing staff in 24/7 detention facilities to use hotel lodging during severe weather or when their scheduled shifts leave less than twelve hours off-duty between shifts. This lodging is permitted to support safety and maintain operations, but no per diem reimbursements are allowed. Lodging approval and reimbursement remain at the discretion of the Department Head and must follow the overall travel policy.
ALTERNATIVES
The Board may choose not to approve the recommended changes, direct staff to make additional modifications, or take no action.
PRIOR BOARD ACTION
Legistar file 25-2017 - January 6, 2026 - The Board extended the Sunset Review Date of Board Policy D-1 - Travel Expense and Reimbursement, to January 6, 2030.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
The Probation Department reached out to the Chief Administrative Office with a request to revise the Policy. All Departments had a chance to review the proposed changes, in compliance with Board Policy A-1 Development and Distribution of Board of Supervisors Policies. The Policy has been reviewed and approved by County Counsel.
FINANCIAL IMPACT
There is no financial impact associated with this item.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Update the online Board Policy Manual with the approved changes, notify all department heads, as well as any and all Chairs or staff for applicable boards, committees, and commissions.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Grant Webber, Principal Management Analyst