HomeMy WebLinkAbout15.F.7. Elected Officals Out of State Travel Policy-Res. No. 6297
CITY OF SHAKOPEE Is-. Fe >:
Memorandum CONSE'~T
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Elected Official Out of State Travel Policy - Res. 6297
DATE: August 10, 2005
INTRODUCTION:
The Council is asked to adopt a policy to bring the City into compliance with a new State
law regarding out of state travel by local elected officials.
BACKGROUND:
One of the laws approved by the Legislature in the 2005 session requires politicial
subdivisions of the City to establish criteria for out of state travel by its elected officials.
The law in part reads:
By January 1. 2006, the governing body of each statutory or
48.18 home rule charter city. county. school district. regional
48.19 agency. or other political subdivision. except a town. must
48.20 develop a policy that controls travel outside the state of
48.21 Minnesota for the applicable elected officials of the relevant
48.22 unit of government. The policy must be approved by a recorded
48.23 vote and specify:
48.24 (1 ) when travel outside the state is appropriate;
48.25 (2) applicable expense limits; and
48.26 (3) procedures for approval ofthe travel.
48.27 The policy must be made available for public inspection
48.28 upon request and reviewed annually. Subsequent changes to the
48.29 policy must be approved by a recorded vote.
To my recollection, no elected official has attended a conference out of state in the nine
years that I have been here. Mayor Bill Mars did travel to Washington D.C while he was
in office, to meet with Congressional and Federal officials on tribal issues.
So that the City is incompliance with State law, the attached criteria are proposed. These
are taken from a set of suggestions from the League of Minnesota Cities.
RECOMMENDATION:
I recommend that the resolution establishing a policy for out of state travel by Shakopee
elected officials be adopted.
\
ACTION REQUIRED:
lfthe Council concurs, it should, by motion, adopt the following resolution:
RESOLUTION NO. 6297
A RESOLUTION ESTABLISHING CRITERIA
FOR OUT OF STATE TRAVEL BY ELECTED OFFICIALS
OF THE CITY OF SHAKOPEE, MINNESOTA
Mark McNeill
City Administrator
MM:th
,/
RESOLUTION NO. 6297
ARESOLUTION ESTABLISHING CRITERIA FOR
OUT OF STATE TRAVEL BY ELECTED OFFICIALS OF
THE CITY OF SHAKOPEE, MINNESOTA
WHEREAS, the City of Shakopee recognizes that its elected official may at times receive
value from traveling out of the state for workshops, conferences, events and other
assignments; and
WHEREAS, this policy sets forth the conditions under which out-of-state travel will be
reimbursed by the City.
General Guidelines:
1. The event, workshop, conference or assignment must be approved by resolution
in advance by the City Council at an open meeting and must include an estimate
of the cost of the travel. In evaluating the out-of-state travel request, the Council
will consider the following:
. Whether the elected official will be receiving training on issues relevant to
the city or to his or her role as the Mayor or as a council member;
. Whether the elected official will be meeting and networking with other
elected officials from around the country to exchange ideas on topics of
relevance to the City or on the official roles of local elected officials.
. Whether the elected official will be viewing a city facility or function that
is similar in nature to one that is\currently operating at, or under
consideration by the City where the purpose for the trip is to study the
facility or function to bring back ideas for the consideration of the full
council.
. Whether the elected official has been specifically assigned by the Council
to visit another city for the purpose of establishing a goodwill relationship
such as. a "sister-city" relationship.
. Whether the elected official has been specifically assigned by the Council
to testify on behalf of the city at the United States Congress or to
otherwise meet with federal officials on behalf of the city.
. Whether the city has sufficient funding available in the budget to pay the
cost ofthetrip.
2. No reimbursements will be made for attendance at events sponsored by or
affiliated with political parties;
3. The city may make payments in advance for airfare, lodging and registration if
. specifically approved by the council.. .Otherwise all payments will be made as
reimbursements to the elected official.
4. The City will reimburse for transportation, lodging, meals~ registration, and
..... incidental costs using the same procedures, limitations and guidelines outlined in
the city's policy for attendance at national conferences by city employees.
,
5. No elected official who has announced his or her intention to resign, not to seek
reelection, or who has been defeated in an election, shall be eligible for
reimbursement of expenses by the City.
6. Only one member of the Council may attend the same event.
7. Exceptions to this policy may be granted by a vote of the full Council.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL
OF THE CITY OF SHAKOPEE that the policies and procedures described herein shall
be effective as of the date of adoptions.
BE IT FURTHER RESOLVED that any previously existing policies for out of state
travel for elected officials by the City of Shakopee are hereby superseded by the
provisions of this Resolution.
Adopted in session of the City Council of the City of Shako pee,
Minnesota, held this day of ,2005.
Mayor of the City of Shakopee
ATTEST:
City Clerk