3.0. SR 07-29-2019
Request for Action
To Item Number
Mayor and City Council 3.0
Agenda Section Meeting Date Prepared by
Action Item July 29, 2019 Cal Portner, City Administrator
Item Description Reviewed by
Elected Official Travel Request
Reviewed by
Action Requested
Approve, by motion, a request for Councilmember to travel out-of-state for a White House event.
Background/Discussion
The White House Office of Intergovernmental Affairs is hosting an outreach program with state and
local officials on Tuesday, August 20.
Mayor Dietz is unable to attend due to a prior commitment. Councilmember Christianson would like to
attend in his place.
City finance policies relating to elected official out-of-state travel require council approval. The policy is
as follows:
Elected Official Out-of-State Travel
The city recognizes that elected officials may 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:
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:
a. Whether they will be receiving training on issues relevant to the city or to his or her role as the mayor or council member.
b. Whether they 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.
c. Whether they will be viewing a city facility or function that is similar in nature to one that is currently operating, or under
consideration, by the city where the purpose for the trip is to study the facility or functions to bring back ideas for the
consideration of the full Council.
d. Whether s/he was 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.
e. 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. Limitations may be imposed on paying for expenses for a Councilmember who has announced his/her intention to resign, not
to seek reelection, or who has been defeated in an election.
4. The Council may request an oral or written report from the elected official on the results of the trip.
5. The city will reimburse for travel, lodging, meals, and registration using the same procedures, limitations and guidelines
outlined in this expense and travel reimbursement policy.
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity
6. The City Council may make exceptions to the policy depending upon circumstances unique to the trip and/or elected official.
Estimated costs are as follows:
GSA per Diem for DC $76/$57 ($190)
Hotel, 2 nights $320
Airfare, $308
Financial Impact
Funds are allocated in the 2019 Mayor and Council Budget.
Attachments
Email Invite, White House Office of Intergovernmental Affairs
From: Crozer, William F. EOP/WHO \[mailto:William.F.Crozer@who.eop.gov\]
Sent:Monday, July 08, 2019 7:45 PM
Cc:Imhoff, Olivia P. EOP/WHO
Subject: \[EXTERNAL\] White House IGA (INVITATION REMINDER): Illinois, Indiana, Minnesota, and Wisconsin Regional
White House Conference (August 20)
Minnesota City Managers, Clerks, and Administrators,
I wanted to make sure that you had seen the below invitation for your respective Mayors. We are extending the
invitation to all Minnesota Mayors and County Commissioners. Please note that this invitation is non-transferable we
are unable to accommodate other municipal or non-elected officials at this time. If you have a City Council Member that
is interested in attending or have additional questions, please reach out directly to our office.
Thank you.
William F. Crozer
Special Assistant to the President/Deputy Director
White House Office of Intergovernmental Affairs
O: 202-456-8491 | C: 202-881-8545 | E: William.F.Crozer@who.eop.gov
Local Elected Officials and Leaders
On Tuesday, August 20, the White House Office of Intergovernmental Affairs is hosting
the sixth of 10 regional State Leadership Day events with local elected officials from
Illinois, Indiana, Minnesota, and Wisconsin.
please disregard this email. If you would like to attend, please register per the invitation below by
Tuesday, August 13. The meetings are designed for county (commissioners/supervisors) and
municipal officials and will include briefings and discussion with Senior Administrational Officials on
shared federal-state-local priorities pertinent to your respective states. All county
commissioners/supervisors (or otherwise) in your respective states are invited. If you
would like to attend, please RSVP per the invitation below by Tuesday, August 13. Please note that
we are unable to accommodate guests (+1) at this time. Should space be available, we
will notify registered attendees of the option to bring a guest approximately 2 week
prior to the event.
We will hold a call previewing this event on Wednesday, July 10, at 4:00PM ET. Call-in information is
below (highlighted). We hope that you can join us feedback from our 2017-18 initiative was
overwhelmingly positive (
Outreach to State and Local Leaders). We will send additional information, including
an agenda, several days before the conference.
Illinois, Indiana, Minnesota, and Wisconsin Regional State Leadership Day Preview
Call
Date: Wednesday, July 10, 2019
Time: 4:00 PM ET
Call-In Information: RSVP Here
Note:Registering for this call does not register you for the conference on August 20. If you would
like to register for the conference, those details are below.
Sincerely,
The White House Office of Intergovernmental Affairs
William F. Crozer
Special Assistant to the President/Deputy Director
White House Office of Intergovernmental Affairs
O: 202-456-8491 | C: 202-881-8545 | E: William.F.Crozer@who.eop.gov
To continue the unprecedented outreach to State and local elected officials, the
White House Office of Intergovernmental Affairs invites you to the
Illinois, Indiana, Minnesota, and Wisconsin Regional White
House Conference
at the White House for remarks and discussion with key administration leaders and
policymakers on
Tuesday, August 20, 2019
1:00 - 4:30 PM
If you are able to attend, please submit your information in the secure form by 1:00 PM on
Tuesday, August 13. The secure form can be accessed via the link provided below. Additional
guests cannot be accommodated for the conference at this time. Space is limited and
Conference Registration Link: Click here
Please note that it is essential that all information is submitted accurately. The information you
submit must exactly match what is listed on your government issued identification that you will
be required to present to Secret Service before entry onto White House grounds.
A list of frequently asked questions is outlined below. Please consult this list before
reaching out to White House Office of Intergovernmental Affairs staff. More information,
including arrival instructions (i.e. address and times) and the itinerary, will be forthcoming.
Pertinent event updates will be sent to the email address that you register with. For additional
questions, please contact Olivia Imhoff (email: Olivia.P.Imhoff2@who.eop.gov / phone: 202-
881-7466).
Sincerely,
William F. Crozer
Special Assistant to the President & Deputy Director
White House Office of Intergovernmental Affairs
Morgan Bedan James Akin
Associate Director Associate Director
Frequently Asked Questions
What information do I need to submit in order to attend? Clicking on the registration link provided above
will outline the information you are required to submit in order to register to attend. Please do not fill out this
information if you cannot attend. The information you submit must exactly match that of your government
issued identification that you will be required to present to Secret Service before entering White House grounds.
How do I know if I successfully registered? Once you click on the registration link, fill out all required
information, and submit it, you will receive a confirmation message to the email address you provided. Please
make sure to check your spam/junk email folder if you do not receive this confirmation.
What if the link does not work? If the registration link provided does not work or will not properly load, try
using a different browser. If you are still unable to register, please contact White House Office of
Intergovernmental Affairs staff.
Can I bring a guest? We cannot accommodate an additional guest at this time. Should there be additional
space, registered attendees will be notified of the option to register a guest.
Is this invitation transferable? No, this invitation is non-transferable unless discussed with the White House
Office of Intergovernmental Affairs. Any information submitted from an uninvited guest will not be processed.
What items are permissible/non-permissible?
Luggage is allowed. Prohibited items include guns, ammunition, fireworks, electric stun guns, mace, martial
arts weapons/devices, or knives of any size. If you are unsure about a certain item, please feel free to reach out
to our office for clarification.
Is lodging and/or transportation provided? No, registered attendees are responsible for their own
accommodations, meals, and transportation to Washington, D.C. and throughout the duration of their visit. Due
to federal regulations, we are unable to provide you with recommendations for travel and accommodations. We
recommend reaching out to your County/Municipal Association for guidance. Bottled water will be provided
during the conference portion of the event. Lunch is not provided; however, there is a cafeteria in the
Eisenhower Executive Office Building where guests can purchase items.
Where do I go? All events will take place on the White House complex. We will provide further information
approximately one week ahead of the event date.
How do I get around Washington, D.C.? For travel and transportation in Washington, D.C., taxies and ride
sharing services are readily available. The metro is also a convenient way to travel. The closest metro stops are
Federal Triangle and Farragut West. More information on the metro, including travel times and maps, can be
found by clicking here.
What media is permissible? You are permitting to take photos during the White House Tour as well as the
conference. Videos are not permitted