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City Council Resolution 2006-01CITY OF MONTICELLO WRIGHT COUNTY, MINNESO'T'A RESOLUTION NO. 2006-1 RESOLUTION ESTABLISHING AN OUT-OF -STATE TRAVEL POLICY FOR ELECTED CITY OFFICIALS WHEREAS, the City Council of the City of Monticello recognizes that its elected officials may at times travel out of the state for workshops, conferences, events and other city- related assignments; and WHEREAS, Minnesota Statutes §471.661 (Laws 2005, Ch. 156, Art. 2, §38) requires all of the state's political subdivisions to develop a policy that controls travel outside the State of Minnesota by elected officials. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Monticello that the following policy will guide all subsequent decisions regarding out-of-state travel by elected city officials: 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 tot he 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 of 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 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. x" iifaie will oe reimbursed at the coach rate. 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 that are reasonable and necessary, which are approved by the City Council. 7. Receipts are required for lodging, airfare, and meals and should accompany an itemized list of the expenses. It is not necessary to have receipts for cabs and tips, but the necessary and Q a 10. 11. 3sonable costs must be submitted in an itemized expense list. The itemize expense list shall 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 expense (e.g. golf, tennis, etc.) Elected Officials must give either an oral or written report on the results of the trip at the next City Council meeting and turn over any materials received at the event to the city. All frequent flier miles accrued during the trip will be the property of the city. Elected Officials must use the most cost - efficient mode of travel available in taking into consideration reasonable time restraints. Adopted by the City Council of Monticello, Minnesota on the 9h day of January, 2006. Clint Herbst, Mayor ATTEST: ( aA' V_' �� Rick Wolfsteller, City Aofinistrator