HomeMy WebLinkAbout5E, Elected Officials Out-of-State Travel Policy ,-AVENHILLS
Request for Council Action
5E
Prepared By: Patrick Klaers, City Administrator Council Meeting Date: January 14,2013
Elected Officials Out-of-State Travel Policy
Budgeted Amount: Actual Amount: Funding Source:
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Recommendation:
It is requested that the City Council approve a motion adopting the revised Elected Officials Out-
of-State Travel Policy dated January 14, 2013.
Supporting Documents:
1. Memorandum from Patrick Klaers, City Administrator, dated January 14, 2013.
2. Elected Officials Out-of-State Travel Policy.
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,-AREN HILLS
MEMORANDUM
DATE: January 14,2013
TO: Honorable Mayor and City Council Members
FROM: Patrick Klaers, City Administrator
SUBJECT: Elected Officials Out-Of-State Travel Policy
Background/Discussion
The City's Elected Officials Out-Of-State Travel Policy was adopted on December 12,
2005. This policy was recently reviewed at the December 17, 2012 City Council work
session.
At this December 17th work session, one clarification change was requested in order to
clean up any confusion between points number 6 and 11. Unless an exception is made, a
maximum of two City Councilmembers attend the same conference. In this regard, the
words "or more"have been deleted from point number 6.
A copy of the policy is attached for Council's review.
Requested Action
It is requested that the City Council approve a motion adopting the revised Elected
Officials Out-Of-State Travel Policy dated January 14, 2013.
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EN HILLS
CITY OF ARDEN HILLS
COUNTY OF RAMSEY
STATE OF MINNESOTA
APPROVING AN ELECTED OFFICIAL OUT OF STATE TRAVEL POLICY
Amended January 14,2013
Purpose: The City of Arden Hills recognizes that its elected officials 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 for
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 Councilmember;
• 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.
• 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.
5. Airfare will be reimbursed at the coach rate.
6. Mileage will be reimbursed at the IRS rate. If two Councilmembers travel
together by car, only the driver will receive reimbursement. The City will
reimburse for the cost of renting an automobile if necessary to conduct City
business.
7. Hotel/Motel reimbursement shall be the actual cost of lodging. Meal costs are
limited to $44.00 per day.
8. Receipts are required for lodging, airfare, and meals and should accompany an
expense report form. It is not necessary to have receipts for cabs and tips. The
expense report form shall be submitted to the Finance Department for payment.
9. All frequent flyer miles accrued will be turned over to the City.
10. The City will not reimburse for alcoholic beverages, personal telephone calls,
costs associated with the attendance of a family member, rental of luxury
vehicles, meal expenses included in the cost of registration, or recreational
expenses such as golf or tennis.
11. A maximum of two City Councilmembers will be allowed to attend the same
event.
12. City Councilmembers that attend an out-of-state conference will be asked to give
an oral or written report on the results of the trip at the next City Council meeting.
13. If necessary,the City Council is granted to make exceptions to this policy if they
deem necessary and in the best interest of the City.
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