HomeMy WebLinkAboutItem 15 - Council Mileage Reimbursement Policy memo
MAYOR & COUNCIL COMMUNICATION
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DATE: November 19, 2013 REGULAR ITEM # 15 AGENDA ITEM: Approve Council Travel Reimbursement Policy
SUBMITTED BY: Adam Bell, City Clerk
THROUGH: Mike Pearson, Mayor
REVIEWED BY: Beckie Gumatz, Program Assistant
SUGGESTED ORDER OF BUSINESS:
- Introduction of Item .............................................................. City Administrator
- Report/Presentation…………………………………………City Administrator
- Questions from Council to Staff ............................................. Mayor Facilitates
- Call for Motion ............................................................... Mayor & City Council
- Discussion ....................................................................... Mayor & City Council
- Action on Motion .................................................................... Mayor Facilitates
POLICY RECOMMENDER: Mayor Pearson
FISCAL IMPACT: There is no financial impact directly related to adoption of this policy.
Going forward, there will be a financial impact depending on the requests approved by council.
SUMMARY AND ACTION REQUESTED:
The City Council is respectfully requested to approve the revised Lake Elmo Travel Allowance For Official Travel Policy by taking the following action:
“Move to approve the Revised Lake Elmo Travel Allowance For Official Travel Policy”
LEGISLATIVE HISTORY: Recently, there have been some requests for mileage reimbursement by council for attending meetings and other official business throughout the city. The City does have a policy that regulates reimbursement for travel expenses incurred by employees and officials on city business. The current City of Lake Elmo policy regulating the reimbursement for mileage or travel expenses incurred by City council members for official
business does not define eligible “City business.” Staff was asked to draft a policy based on criteria provided and combine with existing policies and procedures.
City Council Meeting [Regular Agenda Item 15]
November 19, 2013
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BACKGROUND INFORMATION (SWOT): As previously noted, the City has a policy
regulating travel expense reimbursement for employees and officials while conducting City business. However, “City business” is not defined.
Strengths The benefit to defining “City business” in the mileage reimbursement policy is that it will provide further clarity for both Council and staff as to what is reimbursable. The policy will also streamline the process for any future requests.
Weaknesses This policy does not specifically cover out-of-state travel, which all Minnesota cities are required by law to adopt pursuant to MN Stat. § 471.661.
Opportunities Staff proposes creating an out-of-state travel policy in the near future to bring back to council for consideration to supplement.
Threats None
RECOMMENDATION: Based on the aforementioned, the staff recommends and appropriate guiding motion:
“Move to approve the Revised Lake Elmo Travel Allowance For Official Travel Policy”
ATTACHMENTS:
1. Proposed Lake Elmo Travel Allowance For Official Travel Policy 2. Request from Mayor for policy