1h Council Travel Policy
CITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227.1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax: 952,227.1190
Engineering
Phone: 952,227.1160
Fax: 952,227.1170
Finance
Phone: 952.227.1140
Fax: 952.227.1110
Park & Recreation
Phone: 952.227.1120
Fax: 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952.227.1400
Fax: 952.227.1404
Planning &
Natural Resources
Phone: 952.227.1130
Fax: 952,227.1110
Public Works
1591 Park Road
Phone: 952.227.1300
Fax: 952.227.1310
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
Web Site
www.ci.chanhassen.mn.us
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MEMORANDUM
TO:
Todd Gerhardt, City Manager
FROM:
Justin Miller, Assistant City Manager::)'-'\I\.
DATE:
December 2, 2005
()\(.,,<1. ~
RE:
Elected Official Travel Policy
BACKGROUND
During this year's session, the Minnesota legislature passed a law stating that by
January 1,2006, each city must adopt a policy addressing out-of-state travel by
elected officials. The exact wording of the law is as follows:
By January 1, 2006, the governing body of each statutory or home rule charter
city, county, school district, regional agency, or other political subdivision, except
a town, must develop a policy that controls travel outside the state of Minnesota
for the applicable elected officials of the relevant unit of government. The policy
must be approved by a recorded vote and specify:
(1 ) when travel outside the state is aplJropriate;
(2) applicable expense limits; and
(3) procedures for approval of the travel.
The policy must be made available for public inspection upon request and
reviewed annually. Subsequent changes to the policy must be approved by a
recorded vote.
The League of Minnesota Cities has prepared a template policy for cities to use.
Minor changes have been made to fit the City of Chanhassen's needs, and the
proposed language is attached to this report. The City Council reviewed this draft
policy at the November 28th council work session, and directed staff to proceed
with placing it on an agenda for approval.
RECOMMENDA TION
Staff recommends that the Chanhassen City Council approve the attached
"Elected Official Out-of-State Travel" policy. Approval of this item requires a
majority vote of the City Council.
The City of Chanhassen . A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beautiful parks, A great place to live, work, and play.
CITY OF CHANHASSEN
ELECTED OFFICIAL OUT-OF-STATE TRAVEL POLICY
Purpose: The City of Chanhassen 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 visit
another city for the purpose of establishing a goodwill relationship such as a
"sister-city" relationship
. 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. The City will reimburse for transportation, lodging, meals, registration, and incidental
costs using the same procedures, limitations and guidelines outlined in the city's policy
for out-of-state travel by city employees.
5. Receipts are required for lodging, airfare, and meals and should accompany an expense
report form. The expense report form shall be submitted to the Finance Department for
payment.
6. 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 such as golf or
tennis.