HomeMy WebLinkAbout2006.04.03 RESO 2006-0017RESOLUTION NO. 2006-17
A RESOLUTION ESTABLISHING AN OUT-OF-STATE TRAVEL POLICY AS
REQUIRED BY MINNESOTA LAW
WHEREAS, the Minnesota State Legislature has mandated that every City develop and
approve, by a recorded vote, an out-of-state travel policy for its applicable elected officials
(Minnesota Statutes 471.661); and
WHEREAS, the elected officials for the City of Hugo affected by this statutory
requirement are the Mayor and four council members; and
WHEREAS, the City of Hugo recognizes that its elected official may in the future receive
value from traveling out of the state for workshops, conferences, events and other assignments
though this has not been done to date. This policy sets forth the conditions under which out-of-state
travel will be reimbursed by the City; now, therefore
THE CITY OF HUGO RESOLVES:
Sec. 1. That the following Out -of -State Travel Policy shall apply for all City of Hugo
Elected Officials beginning January 1, 2006:
General Guidelines:
The even, 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 directly
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
significant value 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 meaningful ideas for the consideration of the full council;
• Whether the elected official has been specifically assigned by the Council to
visit another city for specified purposes;
• 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.
Resolution 2006-17
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2. No reimbursement 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 as follows:
• Airfare will be reimbursed at the coach rate;
• 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 and vehicle need should be minimized and the most cost-
efficient methods used;
• Receipts are required for lodging, airfare and meals and should accompany
an expense report form. It is not necessary to have receipts for cabs or tips.
The expense report form shall be submitted to the Finance Department for
payment;
• 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.
5. The elected official shall turn over to the City all materials received at said
conference and the official shall fiunish a written and oral report on the results of the
trip to the City Council at the next available meeting.
6. All frequent flyer miles shall accrue to the City.
7. The City Council may make future amendments to this policy as deemed
appropriate. The City Council also reserves the right to approve exceptions to this
policy upon a majority vote of the Council.
APPROVED AND ADOPTED THIS 3RD DAY OF APRIL 2006.
ran n, Mayor
ATTEST:
Maryreager, City Clerk 61
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