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Home My WebLink About4.F.3. Authorizing Out of State Travel for Mayor Brad Tabke-Res. No.7340 �,�� Consent Business 4. F. 3. ��hc»��}- TO: Mayor and City Council FROM: Mark McNeill, City Administrator DATE: 08/20/2013 SUBJECT: Authorizing Out of State Travel for Mayor Brad Tabke--Res. No. 7340 (B) Action Sought Council should adopt a resolution authorizing the out of state travel of Mayor Brad Tabke on July 31, 2013, to meet with an Economic Development prospect. Background In September, 2005, the City Council adopted Resolution 6297--Elected Official Out-of-State Travel Policy. This was to comply with a new 2005 law which required political subdivisions of the State to establish criteria for out-of-state travel by elected officials. A copy of the resolution is attached. Late in the day on Monday, July 29th, Mayor Brad Tabke received an invitation to travel to travel with State of Minnesota officials to San Francisco, California, to meet with the CEO of Shutterfly on Jully 31. Shutterfly is the company which was a subject of a public hearing on August 7th to consider economic development assistance by means of abatement. Later on July 31 st, Shutterfly announced that it will be coming to Shakopee, subject to the receipt of the economic development incentives discussed. The original City Council resolution and policy anticipated out-of-state travel would be primarily for conferences, training, and for the lobbying of elected officials. I believe meeting with corporate officers on behalf of the City clearly complies with the intent of the law to authorize travel by an elected official to perform business on behalf of the City. Normally, this resolution would be done in advance of such traveL However, because of the extremely short notice provided in this instance, there was no time to bring this before the City CounciL Therefore, the City Council is being asked to consider this authorizing resolution after the fact. Recommendation I recommend that the Council authorize Mayar Tabke's out of state travel by adopting the attached resolution. Budget Impact Airfare for this travel was $1,468. Related incidentals brought the fee to about $1,500. Money for this is available in the EDA budget. Relationship To Visioning This support Goal B, "Positively manage the challenges and opportunities presented by growth, development and change." Requested Action If the Council concurs, it should, by motion, adopt the following Resolution: Resolution No. 7340 A Resolution Authorizing Out of State Travel For City Business by Mayor Brad Tabke Attachments: 7/31/13 Out of State Travel Elected Official Out of State Travel Resolution RESOLUTION NO. 7340 A RESOLUTION AUTHORIZING OUT OF STATE TRAVEL FOR CITY BUSINESS BY MAYOR BRAD TABKE WHEREAS, Resolution No. 6297 specifies that out-of-state travel by Shakopee elected officials shall be authorized by the City Council by resolution; and, WHEREAS, there was a need for City of Shakopee to be represented by the Mayor in a meeting with executives from Shutterfly, an economic development prospect located in San Francisco, California, along with representatives from the State of Minnesota; and, WHEREAS, there was value to the City of Shakopee in having the Mayor represent the City at that meeting, which will help to secure commitments from the economic development prospect to locate in Shakopee; and, WHEREAS, said location of the company to Shakopee will result in creation of hundreds of jobs, and improvement an in the property tax base; and, WHEREAS, Mayor Brad Tabke travelled to said meeting in San Francisco, California, on July 31, 2013, but due to short advance notice of the meeting, approval of the City Council was unable to be obtained prior to commencing the trip; and, WHEREAS, funds for this trip, estimated to be approximately $1,500, are available in the EDA budget. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that Mayor Brad Tabke has been authorized to travel out of state to San Francisco, California on behalf of the City of Shakopee, on July 315�, 2013. Adopted in regular session of the City Council of the City of Shakopee, Minnesota, held this day of 2013. Mayor of the City of Shakopee ATTEST: City Clerk RESOLUTION NO. 6297 A RESOLUTION ESTABLISHING CRITERIA FOR OUT OF STATE TRAVEL BY ELECTED OFFICIALS OF T`HE 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 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,lodgirig 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 ouflined 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 FIJRTHER 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 � 1 session of the City Council of the City of Shakopee, Minnesota, held 's t1 day of� i,,>,,,(t:c�' , 2005. or of t ity of Shakopee ATTEST: �fC�'�a��'�i��',��r c�-' �� C�y Clerk