TO: AC Transit Board of Directors
FROM: Pamela J. Caronongan, Board Administrative Officer/District Secretary
SUBJECT: Travel Authorization
ACTION ITEM
AGENDA PLANNING REQUEST: ☐
RECOMMENDED ACTION(S):
Title
Consider authorizing the following for President Shaw:
1. Attendance at the California Association for Coordinated Transportation (CALACT) Mobility Transformed 2026 Conference on November 5-7, 2026, in Santa Rosa, California; and
2. Authorize travel at no cost to the District, for the International Smart City Mobility Council Study Mission on September 21-24, 2026 in the Netherlands (multiple locations).
Staff Contact:
Pamela J. Caronongan, Board Administrative Officer/District Secretary
Body
STRATEGIC IMPORTANCE:
Goal - Strong Public and Policymaker Support
The CALACT provides attendees with the time to meet with agency representatives, government peers, and legislative and government professionals to discuss topics and emerging issues important to the District.
The Smart City Mobility Council facilitates knowledge transfer and networking between public-sector leaders, practitioners, and best-practice firms.
BUDGETARY/FISCAL IMPACT:
Conference registration, lodging expenses, three days per diem, and mileage for CALACT are estimated to $1, 233.36. The estimated costs are detailed in Attachments 1 and 2.
There is no fiscal impact for the Smart City Mobility Council study mission in the Netherlands.
BACKGROUND/RATIONALE:
California Association for Coordinated Transportation (CALACT)
The CALACT conference will provide panel discussions with top industry insiders, elected officials and CALACT staff on the economic and political landscape in California. Pursuant to Board Policy 155, section (C)(1)(a), no reimbursement is authorized for overnight accommodations in the counties of Alameda, Contra Costa, San Francisco, or San Mateo. However, a Board member may receive reimbursement for overnight accommodation in the counties of Marin, Napa, Santa Clara, Solano and Sonoma, if exceptional circumstances warrant the expense and if prior Board approval is obtained.
President’s Shaw attendance at CALACT is a three-day commitment in Sonoma County that requires a 164-mile round-trip, during commute hours, for three days, which may be considered an extraordinary circumstance such that the Board may authorize the travel pursuant to section (C)(1)(a). President Shaw intends to use her personal travel and lodging reward points to pay for one night of lodging.
The International Smart City Mobility Study Mission
The International Smart City Mobility Study Mission is focused on multimodal mobility and will include contributions from national, regional, and local governments, infrastructure and transit authorities, researchers, and practitioners with site visits, operational walk-throughs, and discussion with peers to see how multimodal mobility is planned, implemented, and operated in practice. President Shaw is requesting the Board authorize her attendance, at no cost to the District, deeming her attendance an official representation of the District, allowing her to attend the regularly schedule AC Transit Board meeting under the applicable teleconference rules.
ADVANTAGES/DISADVANTAGES:
The California Association for Coordinated Transportation will provide a unique opportunity for the Board President to meet elected leaders, policymakers and CALACT Advisors staff about legislation and other areas of importance to the District.
The Smart City Mobility Study Mission will reinforce the importance of multimodal mobility through collaboration. These shared experiences with international, national, and regional governments will highlight innovative approaches, strengthen professional partnerships, and offer practical lessons that can inform future mobility planning and decision-making for the District.
The District will benefit from the knowledge and information that President Shaw will acquire by attending both the conference and the study mission.
ALTERNATIVES ANALYSIS:
The Board could choose not to approve the requested travel. This is not recommended for the reasons discussed above.
PRIOR RELEVANT BOARD ACTION/POLICIES:
Board Policy 155 - Travel and Meeting Expense Reimbursements for Directors and Board Officers.
ATTACHMENTS:
1. CALCT Commute vs. Lodging Cost Analysis
2. Mileage Information
Prepared by:
Tanisha Jackson, Administrative Specialist
Approved/Reviewed by:
Pamela J. Caronongan, Board Administrative Officer/District Secretary