HomeMy WebLinkAboutResolution 2005-133RESOLUTION NO 2005-133
Purpose: The City of Lake Elmo recognizes that its Elected Officials (Mayor
and City Council Members) 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. 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.
• 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 Personnel Policy for City employees.
5. Mileage will be reimbursed 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.
6. Lodging and meal costs are limited to those, which are necessary. The
Elected Official must use the most cost- efficient mode of travel available
taking into consideration reasonable time constraints. Airfare will be
reimbursed at the coach rate.
7. Receipts are required for lodging, airfare, parking, meals, and seminar
upgrades and should accompany an expense report form. It is not
necessary to have receipts for cabs and tips under $10. The expense report
form shall be submitted to the Finance Department for payment.
8. 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.
9. Limitations may be imposed on paying for expenses for a Council Member
who has announced his /her intention to resign, not to seek reelection, or
who has been defeated in an election.
10. The Council may request an oral or written report from the Elected Official
on the results of the trip.
11. The Elected Official must turn over materials received to the City.
12. The City Council may make exceptions to the policy depending upon
circumstances unique to the trip and /or Elected Official.
ADOPTED by the Lake Elmo City Council on the 6th day_p-f.De-qgmber, 2005.
Dean Johnston, Mayor
ATTEST:
J.
City Administvhtor