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HomeMy WebLinkAbout05-213 r CITY OF LAKEVILLE DAKOTA COUNTY, MINNESOTA RESOLUTION Date December 5, 2005 Resolution 05-213 Motion By Luick Seconded By Wulff RESOLUTION ADOPTING ELECTED OFFICIAL TRAVELING POLICY WHEREAS, Minn. Stat. § 471.661 requires cities to adopt an elected official travel policy by January 1, 2006. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Lakeville, Minnesota: 1. The City of Lakeville elected official travel policy attached hereto as Exhibit "A" is adopted. ADOPTED this 5th day of December , 2005, by the City Council'of the City of Lakeville, Minnesota. CITY OF LAKEVILLE BY: G Robert D. J son, Mayor AT ,EST: Charlene Friedges, City C1 121524v01 RNK:10/25/2005 CITY OF LAKEVILLE .ELECTED OFFICIAL TRAVEL POLICY Purpose: The City of Lakeville recognizes that its elected City officials may, at times, receive value from traveling both in and out of the state (Traveling) for workshops, conferences, and other assignments (Events). This. policy sets forth the conditions under which traveling will be reimbursed by the City. The City Council may grant exceptions to this policy due to unforeseen circumstances. General Guidelines: 1. The event or traveling budget amount(s) must be approved in advance by the City Council at an open meeting. In evaluating travel requests, 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 onbehalf 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 will reimburse for airfare, mileage, hoteUlodging, meals, and incidental costs. as outlined under Reimbursement Guidelines. Reimbursement Guidelines: 1. Airfare will be reimbursed at the coach rate. 2. 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. If available, a City vehicle may be used for travel. The Council member would then receive fuel reimbursement in lieu of mileage reimbursement 3. HoteULodging accommodations must be selected at reasonable cost, consistent with the facility available and convenient to location of the event being attended. 4. Meal reimbursement amounts shall. reflect the employee meal reimbursement amounts as outlined in the Employee Travel Policy. 5. Reservations may be paid in advance by the City for airfare, hoteUlodging, and registration for all events. Otherwise, all payments will be made as reimbursements to the elected official. 6. Receipts are required for lodging, airfare, and meals and should accompany an expense report form. It is not necessary to have receipts for cabs and tips. The expense report form shall be submitted to the Finance Department for payment. 7. The City will not reimburse for alcoholic beverages, 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. i