HomeMy WebLinkAbout5.F.3. Affirmation of Elected Officials Out-of-State Travel Policy
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CITY OF SHAKO PEE
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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 2, 2009
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 ifthere 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.
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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.
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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.
Adopte<Hn 4djfA{~'t) session--e-Hhc City Geuneii--of the City-~ce,
Minnesota, held 's c;t1I day Of~A1t~) . ,2005.
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