1E, Elected Officials Out-of-State Travel Policy

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ll�, Ilo LMC MODEL: ELECTED OFFICIAL OUT-OF-STATE TRAVEL POLICY Purpose: The City of recognizes that its elected official may at times receive value from traveling out of the state for workshops, conferences, events and other assignments. 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 in advance by the City Council at an open meeting and must include an estimate of the cost of the travel. (Note: the League recommends use of a resolution or a detailed motion outlining what exactly is being approved.) 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 (see Note below). • 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 out-of-state travel by city employees. (If the city does not currently have a policy for city employees, consider adding the following: S. Airfare will be reimbursed at the coach rate.