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Home My WebLink About15.F.7. Out of State Travel-Mayor-Res. No. 6339 15" I.F.7. CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Out of State Travel - Mayor DATE: December 2, 2005 INTRODUCTION: The Council is asked to approve a resolution which authorizes travel by Mayor John Schmitt to Washington D.C. The purpose of the trip is to represent the City's interest on B.LA. issues. BACKGROUND: The process has been commenced by the Shakopee Mdewakanton Sioux to place into reservation status some 760 acres of property that is currently owned by the tribe. The City of Shakopee has been working with Scott County and the City of Prior Lake on this issue. Comments on an environmental assessment are being submitted the first week of December. Upon the advice of the Washington DC - based attorney who represents the three jurisdictions, it is critical to meet personally with administrators in the Bureau oflndian Affairs in Washington as soon as possible - it is not known when the BIA will issue a ruling on this. Through the assistance of Senator Coleman, a meeting has tentatively been set for Friday, December 16th. It is possible that this meeting can be deferred until January. The City also sent a delegation to meet personally with BIA officials in 1998, and 2002. While the delegation membership is still being finalized, it appears that Scott County will be represented by County Administrator Dave Unmacht, Public Affairs Coordinator Lisa Kohner, and one Commissioner. The City of Prior Lake will be represented by Mayor Jack Hagen and City Manager Frank Boyles. I recommend that Mayor John Schmitt and Community Development Director Michael Leek represent the City of Shakopee. For the Mayor to attend, the City Council must authorize by resolution travel by elected officials out of state on City business in advance. This policy was enacted by Council in August, and was in response to a new State law. The general guidelines for such travel are attached, and are part of Resolution 6297. Note that most of the guidelines relate to travel to a conference or sister-City exchange. This is for a different type of business travel. The intent is for the delegation to fly in the evening of Thursday, December 15th, and meet with our attorney that evening. The morning would be spent meeting with of the Congressional delegation, and the afternoon would be spent meeting with the BIA. BUDGET IMP ACT: The guidelines state that costs must be provided. While airfare on relatively short advance notice is generally the more expensive, it appears that $400 for each roundtrip ticket s probable. While we would look for government rates, the budget should allow approximately $200 per room for hotel expenses. Incidentals (food, surface transportation) should add an additional $150. Therefore, the total estimated cost would be approximately $750 for the Mayor. Obviously with Mr. Leek traveling as well, the total cost should be doubled. Funding is available in the City's Legal budget line item. RECOMMENDATION: I recommend that the Council authorize travel by Mayor Schmitt to Washington DC to attend a meeting with BIA officials. ACTION REQUIRED: If the Council concurs, it should adopt the following resolution: RESOLUTION NO. 6339 A RESOLUTION AUTHORIZING MAYOR JOHN SCHMITT TO TRAVEL TO WASHINGTON D.C. 14~ Jtcc' 4W Mark McNeill City Administrator MM:th RESOLUTION NO. 6339 A RESOLUTION AUTHORIZING MAYOR JOHN J. SCHMITT TO TRAVEL TO WASHINGTON D.C. WHEREAS, Resolution 6297 specifies that out of state travel by Shakopee elected officials be authorized in advance by resolution; and WHEREAS, there is a need for the City of Shakopee to be represented at a meeting with officials from the Bureau of Indian Affairs in Washington D.C., along with representatives from Scott County and the City of Prior Lake; and . WHEREAS, said meeting will be held in either December 2005, or January 2006; and WHEREAS, there is value to the City of Shakopee in having the Mayor represent the City at meetings in Washington with legal counsel, members of the City's congressional delegation and their staff, and with officials from the Department of the Interior and Bureau of Indian Affairs; and WHEREAS, Mayor John J. Schmitt shall be specifically designated to meet with BIA and elected officials on behalf of the City; and WHEREAS, funds for this trip, estimated to be $750 per person, are available in the 2005 or 2006 budget. THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that Mayor John J. Schmitt be authorized to travel on behalf of the City of Shakopee to Washington D.C., on or about December 15th and 16th, 2005, or at another date that might be substituted, and act on behalf of the City. Adopted in regular session of the City Council of the City of Shakopee, Minnesota, held this 6th day of December, 2005. Mayor of the City of Shakopee ATTEST: City Clerk RESOLUTION NO. b '2.. (r1 A RESOLUTION 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 oflocal 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 of the trip. 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 ofthe 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 Shako pee ATTEST: City Clerk