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HomeMy WebLinkAbout5.F.4. Affirming Elected Officials Out-of-State Travel Policy CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: Judith S. Cox, City Clerk SUBJECT: Affirming Elected Officials Out-of--State Travel Policy DATE: January 11, 2008 INTRODUCTION: City Council is asked to affirm its Out-of--State Travel Policy for elected officials. BACKGROUND: Each statutory or home rule charter city, county, school district, regional agency, or other political jurisdiction with the exception of a town, must adopt a travel policy for its elected officials as prescribed in Minnesota Statutes 471.661. City Council adopted Resolution No. 6297, A Resolution Establishing Criteria for Out of State Travel by Elected Officials of the City of Shakopee, Minnesota, on September 6, 2005. According to the state law, the policy must address three points: 1. When travel outside the state is appropriate 2. Applicable expense limits 3. Procedures for approval of the travel The state statute also requires annual review of the policy by the governing body. A recorded vote is necessary if there are any changes to the policy. Staff does not recommend any changes to the policy. RECOMMENDED ACTION: , , If council concurs, they should by motion affirm Resolution No. 6297, A Resolution Establishing Criteria for Out of State Travel by Elected Officials of the City of Shakopee, Minnesota. I~:\j udy\OutOtStateTravelPolicy 'd. 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 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, 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. i ~ u " ~ i .c 3P 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 maybe 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. ~ ess~-o-f~he-C-its-C-ouner1 o-f-t~ie~it~af-Si~~ko Minnesota, held 's , ~ day of v~ , 2005. or oft ity of Shakopee ATTEST: C' y Clerk ~ ~ ~ ~ ~ /G RESOLUTION N0.6339 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 meetuigs 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, 2045, 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. M r of th ity of Shakopee ATTEST: f J City Clerk