Chapter 1 – General Administration

12020.3 Authorized Meetings, Conferences, and Conventions

• All meetings, conferences, and conventions of ten or more people that involve travel, per diem, or other expenditures shall require approval of the appropriate Chief Deputy Director. By June 30 of each year, all Deputy Directors and Assistant Directors shall submit to the Chief, VSRP, a schedule of meetings, conferences, and conventions to be conducted during the following fiscal year. VSRP shall coordinate the final review and approvals by the Chief Deputy Directors.

  • The CDC Form 1328, Meeting/Conference Schedule, shall be used for submitting this information.

  • These activities shall be considered business meetings or business conferences and expenses incurred shall not be charged to training budgets, but to other appropriate budget allotments (e.g., travel).

• The Chief, SPBState Personnel Board (see CalHR), shall submit the meeting, conference, and convention schedules to the appropriate Chief Deputy Director for departmental approval. A copy of the approved schedule shall be returned to the submitting Deputy Director or Assistant Director. SPBState Personnel Board (see CalHR) shall include the meeting, conference, or convention on the departmental master calendar.

• No further approvals for departmental meetings, conferences, and conventions are required during the year provided no substantive changes occur in the previously approved schedule and the event is being held at a State facility.

• Meetings, conferences, and conventions held at other than State facilities require YACA approval. (See DOMDepartment Operations Manual 12020.6.) Any request requiring YACA approval shall first be approved by the appropriate Chief Deputy Director.

• The SPBState Personnel Board (see CalHR) shall review and coordinate the approvals for submission to the Chief Deputy Directors and YACA.