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HomeMy WebLinkAbout5.F.3. Out of State Travel-Mayor-Res. No. 6600 6. P: 3. CITY OF SHAKO PEE Memorandum cor:~sEt~T TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Out of State Travel - Mayor DATE: May 8, 2007 INTRODUCTION: The Council is asked to approve a resolution which authorizes travel by Mayor John Schmitt on an out of state business trip for the City. BACKGROUND: It was necessary for Mayor John Schmitt to travel to Washington D.C. May 3rd & 4th to meet with the City's Congressional delegation, as well as staff members from the Department of the Interior. In order for the Mayor to travel out of state, the City Council must authorize by resolution that travel. This policy was enacted by the City Council in August, 2005, in response to a new State Law. The policy states that this must be done in advance, however, it does allow for exceptions. Because of the short notice on this travel, we see that as the reason for the exception. BUDGET IMPACT: While final bills are being gathered, total costs including airfare, one night hotel, meals, and ground transportation, is estimated to have been about $700 to $800. Funding is available in the City's Legal budget. RELATIONSHIP TO VISIONING: This supports Goal D - Vibrant, resilient and stable. RECOMMENDATION: I recommend that the City Council authorize travel by Mayor Schmitt to Washington D.C. on behalf of the City, May 3-4, 2007. ACTION REQUIRED: If the Council concurs, it should, by motion, adopt the following resolution: RESOLUTION NO. 6600 A RESOLUTION AUTHORIZING MAYOR JOHN SCHMITT TO TRAVEL TO WASHINGTON, D.C. vJ~ Mark McNeill City Administrator MM:th RESOLUTION NO. 6600 A RESOLUTION AUTHORIZING MAYOR JOHN SCHMITT TO TRAVEL TO WASHINGTON, D.C. WHEREAS, Resolution 6297 specifies that out of state travel by Shakopee elected officials must be authorized in advance by resolution; and WHEREAS, there was a need for Mayor John Schmitt to represent the City of Shakopee at a meeting with officials of the Department of the Interior in Washington D.C., along with City's federallegislative delegation; and WHEREAS, said meeting was held May 4,2007; and WHEREAS, due to the short notice of the meeting there was insufficient time to fully process a request for authorization in advance of said meeting by the City Council; and WHEREAS, there is value to the City in having had the Mayor represent the City in the meeting in Washington with members of the City's congressional delegation and their staffs, and with officials from the Department of the Interior; and WHEREAS, Mayor John J. Schmitt was designated to have met with the Department of the Interior and the elected officials on behalf of the City; and WHEREAS, funds for this trip, estimated to have been approximately $800 in total, are available in the City's 2007 budget. THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that Mayor John J. Schmitt has been authorized to travel on behalf of the City of Shakopee to Washington D.C., May 3rd and 4th, and act on behalf of the City. Adopted in adjourned regular session of the City Council of the City of Shako pee, Minnesota, held this day of , 2007. Mayor of the City of Shakopee ATTEST: City Clerk 3311 RESOLUTION NO. 6297 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 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 .-1~A~' L) sessiefl-e-f-thc City Council of the-Bi-ty--ef-Shakopcc, Minnesota, held 's (;tfI day of ~b" VI ,2005. ATTEST: c~1~?1.#J A?;r?-tU ~~