06-25-08 Council Agenda - Laserfiche WebLink

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League of Minnesota Cities Model Elected Official Travel Policy Page 2 November 14, 2005 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: 5. Airfare will be reimbursed at the coach rate. 6. Mileage will be relrnbursed at the IRS rate. If two or more council members 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. Lodging costs are limited to $ per night and meal costs are limited to $per day. (If the city sets such limits, it may want to keep in mind the differences in these costs throughout the country — especially coastal cities. Alternative language could be "Lodging and meal costs are limited to those which are reasonable and necessary') 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 City Clerk (or Finance Department) for payment. 9, 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'. OTHER PROVISIONS THE CITY MAY WANT TO CONSIDER: • Limitations on the number of council members who can attend the same event; • Limitations on paying for council members who have announced their intention to resign, not to seek reelection, or who have been defeated in an election (however, there may be some benefit to the city in having newly elected officials' who have not yet taken office attend training beforehand); • Requirements for council members to give oral or written reports on the results of the trip al the next Council meeting; • Requirements for the council members to turn over materials received to the city; • The ability for the city to make exceptions to the policy; • The requirement for all frequent, flyer miles to accrue to the city; • Requirements to use the most cost- efficient mode of travel available taking into consideration reasonable time constraints; or • The requirement to use a city car when available; Note: "I'he State Auditor's Office has taken the position in at least one city that there was no direct authority to expend public funds for the Sister City Program. 5