4.6. SR 01-05-09~/
Elk REQUEST FOR ACTION
River
To Item Number
Ci Council 4.6.
Agenda Section Meeting Date Prepared by
Consent anua 5, 2009 Tina Allard, Ci Clerk
Item Description Reviewed by
Elected Official Out-of--State Travel Policy Lori ohnson, Ci Administrator
Reviewed by
Action Requested
Council motion to approve the Elected Official Out-of--State Travel Policy.
Background/Discussion
According to State Statute Section 471.661, the Out-of--State Travel Policy for Elected Officials must be
reviewed on an annual basis.
No changes are recommended by staff. If the Council would like to make changes to the policy, please
pull this item off of the consent agenda.
Attachments
^ Elected Official Out-of--State Travel Policy
Action Motion by Second by Vote
Follow Up
S:\Administration\Council RCA\Annual First Meeting\2009\Travel Policy.doc
CITY OF ELK RIVER
ELECTED OFFICIAL
OUT-OF-STATE TRAVEL POLICY
Purpose
The City of Elk River recognizes that its Elected Official 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 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.
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 fox transportation, lodging, meals, registration, and incidental costs
using the same procedures, limitations and guidelines outlined in Exhibit B of the City's
Personnel Policy.
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.
S:\POLICIES\Elected Official Travel Policy.doc
Lodging and meal costs are limited to those which axe reasonable and 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, meals, cabs or other forms of transportation used
and should accompany an expense report form. The expense report form must be
submitted for payment.
8. The City will not reimburse fox 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 ox 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. All frequent flyer miles accrued must be turned over 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 City Council, December 5, 2005; Resolution 05-130.
S:\POLICIES\Elected Official Travel Policy.doc