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STAFF REPORT To: Mayor and City Council Report No.: From: Kim Moore- Sykes, Assistant City Manager Date: September 27, 2005 Subject: Draft of Elected Official Out -of -State Travel Policy Requested Action: Review draft policy and revise as needed, using the guidelines as outlined in this Staff Report. Background: Section 38 of Article 2, of Chapter 156, of the Minnesota State Statutes, now requires that cities, counties, and school districts develop a policy that regulates travel by local elected officials outside of the state. The policy must be approved by a recorded vote by January 1, 2006 and must specify when travel by local elected officials outside of the state is appropriate; determine applicable expense rates; and establish procedures for approval of the out -of -state travel. This policy is to be reviewed annually and any changes to the policy must be approved by a recorded vote. This legislation became effective August 1, 2005. The following are other provisions that the City Council may want to consider including in this policy. They are not required by the Statute but were part of the information that Staff received from the LMC as a part of their model policy format. • 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 at 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. Attachments: • LMC 2005 Law Summary — Local Elected Official Travel, page 25. H:\Staff Reports \092705 Council STAFF REPORT.doc