253050 ORIGII�L TO CITY CLS"K � � ' ��`'�►1�
� 4 � � ITY OF ST. PAUL F ENCIL NO. � `�
• FF E CITY CLERK
� U N. —GENERAL FORM
PRESENTED BY
COMMISSIONE pT
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WHEREAS, Question has been raised in the minds of St. Paul
Taxpayers as to the propriety of our government's travel policy because
of recent actions by city officials; and
WI�REAS, No clear travel policy now exists; now, therefore
be it
RESOZVED, That any attendance at a conference, a convention,
a school of instruction or other meeting by any City Commissioner, or
other city official or by any city employee, must first be approved by
the St. Paul City Council; and be it further
RESOZVED, That any City Commissioner or official or employee
of the city attending any conference, convention or school of instruction
on behalf of the city is required to file a brief written report on the
nature and scope of such affair.
MAR 16197�
COUNCILMEN Adopted by the Counci� 19—
Yeas Nays 1g.�1
Butler Mp,R 'i 6
Carlson e-� 19—
Levine
n Favor
Meredith
Sprafka ✓ yor
Tedesco AS'�inst
Mr. President, McCarty
MAR 2 0 197�
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WHEREAS Question has been raised in the minds of St. Paul Taxpayers as to
the propriety of our government's travel policy because of recent actions
by e�1�d officials, and
���t�
WHEREASINo clear travel policy now exists, Therefore,
BE IT RESOLVED That any attendance at a conference, a convention, a school
of instruction or other meeting by any City Commissioner, or other city
official or by any city employee, must first be approved by the St. Paul
City Council, and Be It Further
RESOLVED That any City Commissioner or official or employee of the city
attending any conference, convention or school of instruction on behalf
of the city is required to file a brief written report on the nature and
scope of such affair,
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T.. ` '70 F'HE COMPTROLLHR • � �i;l_,, `f���,�`�� �
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C?F���.� OF Tl�� ��� CL�f�IZ
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COUNCILMEId �do��ted by the Counci' 19�
Yeas Naya r
Butler �,�;';, �� � +� ���.t �.
Carlson �t�PpQO� 19_
Levine In F'avor
iVlex edith
�I$3'OT
Sprafka
b g�zinst
Tedesco
li2r. Px•esident, 1�TcCarty
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� OFFICE OF TH Y COMPTROLLER
SAINT PAUL MINNESOTA 55102
I LL
LOU McKENNA
Ci+y Comptroll�r "• •••
TRAVEL PROCBDURE�
Ccsut�ii Pile I�o. 23305Q (copq +�ttsched� establiahed a city policy to
trav�l at +�ity e�tas� for etteadict� any canf�axe�tc�, cc�nventiaa or achool
of inatruction.
1. Thie resolution ie aot inteaded for �chc�l� a� i�as�ruction as outlined
in p�attragraph "V" o� sectioa III of Ordic►ance 6�46 as amended. For
yauz informatioa tbis provisiaa pravides far r�i�bur�em�eat ta �mplay�e�as
of tuition e►acp�ase who receive a passiag grad� 3a a echool coureea
xppxov�d bq th+e Civil Servico Bux�eu.
2, A r�quest for approval af travml e�eng� �af1l be prapaxed on
Ccxngtroller'e Far� "Travel Claias", T�l,s claim muse b� approved
by t6e appropziate elect�d r�fficisl ae indicc�e�tt�d ia Couocil File
l�o. 2509E►5. This reeoiu�ian ie included ia the 1471 Budget.
The aatian of the Cou�i1 oa this request shouid b� ap�rovea by
motion. The Citq Clerlc will indi�cate on tha "Travel Form"
"approved" or "aot approved•' and l�s�dicc��►►ta �he date o� the aouncil
actioa.
3. Th�s "Travtl Claim" shouid then be �raa�rmittsd to the City CompCroller
far pracee�ing in the usual a�sans�er.
If ao advance is requestsd, Chas Camptroller aft�r appropriste actioa
wi,ll r�turn th+� Clatm ta the prap�r de�part�ae�t os buraau ead will
be ueed hy the a�uChc�ri�ce8 persenael ia a�e�iag his f i,nal report.
4. Ths fin�l report of actual expen�sts iacurre�d must iaclude "a brief
�ritt�c� rsport oa the r�ture aad aco�re o� euch affairs". Thie re�porC
should be ia two copies, A� wi11 be attached tv the expec�ae re�port
and one will be transmitted ta the Citp Ci�rk.
5. Itt the raxe av�ent af �mergency travel on dsys when ther� ase ao
�ouncil sea�tioaa� the authorized �lect�d official saay approve such
request and �raasmit �he claim Co the Ccmaptroil.er. The pereon who
auth�ri�ed euch travel ahsll report hia or her act3.on to the� Couneil
at ita next �etiag �Qr ratifi�atioa.
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SAiNT PAUL �� �;�� � MINNESOTA 55102
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1q , GTY`, NALL
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LOU McK�NNA --�--��t'�-=- C. THOMAS OSTHOFF
City Comptrolier Deputy City Comptroller
April 14, 1971
Honorable Mayor, Charles P. McCarty
and Members of the City Council
Under the date of March 23, 1971, I presented to you a proposed "Travel
Procedure" to implement the intent of your resolution, Council File 253050.
You requested the City Clerk to prepare copies of the conununication and
procedure foz each member of the Council to make possible a review of this
procedure by you and your staff,
As of this date, no comment on the procedure or any indication of any pro-
posed revisions, deletions of additions has been received. �
My staff is constantly receiving inquiries as to the procedure to be followed
as it relates to travel; therefore your directive in this matter is urgently
needed.
Ir� reviewing the procedure I have recommended, you may wish to consider
cJhether or not it is your intention to include or exclude the judges and/or
employees of the Municipal Court from the provisions of your resolution and
the proposed procedure for implementing the same,
Sincerely,
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u McKe a
C�ty Comptroller �
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���t�I'.i.�Ss S��fieient �uaa�ioza I�s 1�ec�n .r�i.�r�d �� Ca ��ie hrc��r�,��y
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_ �3;�a.;n�r^� �ar f:��i� f�n.d �:.� dee�^ed 3.n�adequ��a t�y �Ch2c cc;u�c;�1: r��;a t;t�nr�.��"r�r�
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��,�J�,'lt.;:�g 7't��t the St. ��ul C3ty G�u�.c�f�. c���� t�ureby d�:_�c�
�r,h ns�.��,-,r. �c� n��L;.Q �tri ei:���.c�.� �nd c1A��,iZed r�ccoun4int;, 3r.��ue�ir� �-�ceip€:c�,
rzi � €�x��t;c�:xy ��xsafi, o� �.�I e�en��r i"res:n ��C� tf�yc�z`� t;�n��.ra�;ar�'�'�c�c�t,.r��.
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CO�IC�I.PJ.LE�I - � Adop$ed by tho C�unci� 19�
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SAIP�1" FAUL i;:` ;' 4 VIINfJESOT�t 5510'L
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1Q9 C!1'Y HALL
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L.JU i1�c,:�l�;NA - _____- __ .:_..�,�_.� C. THOMAS OS7HOFF
C��',' Gomptroller , .
Deputy City Comptrolier
April 27, 1971
Honorable Mayor, Charles P, McCarty
and riembers of the City Council
Enclosed are copies of my letter to your body dated April 14 and page two
of my let�er of March 23 and also your reply dated April 15, My letters
��ere concerning the proposed establishment of travel procedures, specifi-
cally part two on page two of my March 23rd letter,
A review of the minutes in the City Cl.erk's of.fice has failed to reveal �
ar.y advance towards a system establishing procedures, Commissioner Meredith's
comments notwithstanding.
Since you have r��a appro�imately one month �o review the simple �"lOCE?Cllll'�
of my Ietter of March 23rd, I feel that it is now time for action.
Sincerely,
� ;� .
ou McKenna
City Comptroller
Encl. (3)
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� SAINT PAUL MlNNESOTA 55102
I Q9 CITY F;ALL
i.OU McI�ENPlA
City Comptroller
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ilo:�a��fa?� ;S�.yaz°, t:;i,;�Y?.�s �>. .icCar�y
���,L�1 ���u�L-�s o:' t'r.� i:ii:y �otc�neil
�Trr.c'�:r �::YC ��;�� �� t;axctz '��� ?37I, � p.�s��t�d ta ynu a �ropvsed "TravQl
I=rc�c;�3:,r�" �o i���emcnC t5�� xnt�nt o� your resoluCi.on, Counci3. Fi1a 253U5�.
'�c�� r.�c��.�:ri;ed t�i� Ci!�y !:?.�.r:, 6:0 �re;�as� copie:r :a� t�iQ c�.:�ii�i��xt3.on a:�d
p.:::;�`�itia_-c� �or ryuch ne�:b::r c�i' �i�e� Council ua m�Ice, pnsaible a revic�w c�� thi�
p~�ce;Iur.� b� ;�-�,u �:�� yo:�r. sw�.if.
',u� n�` �'rsi.,> �s�{�, no cc:�zc.�t a?z �h:: ��c�cecl�re ar ar�y indicnGian of ttn� �ia.�
�� pusv;J ���visit�z�N, ��Ze�.i�.�� o:� adc�i.r�.f;.�.;� lia:, t��:e� r�ca�ived.
--�1 x:�� :.zs:��d£ x� ��nsi,ar:4,.v r�c�itiin:; x:��+sir�.�d3 �ts �n th� nrac�dz�r.� fi� �e �`��.��,�aE�r�
3f; :lt Ys:}.:li`::S �O '�i�'7!v: � �.:Z;?i�':OZ� STOG� Ll].7"i?.C�t,'.�Vr.: �.I! �:ill& Y:13��:�Y' 7.;3 L1�'a�`1:!'t.'�C�
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Iki ��:�l,�.e-�T��� thc paocec�ztxe ± ha�*e rccar�cnder3f y<<��� raay t��#.��� �c �;�nc��r�*r
F:n:^�:i�e� �r noL• �C* �s g*�4x� i�:wc�.�►L-iar� Co i.icl��cle :,r +��cJ.uc�e t:ac ���n�� �rxi/��r
���':l�i=t:��'�t?f,i O1: t:�i.'� :.{ll:?1C%�+c'11 (�`OC?i.� f:Z`7r;i ��2C �1"t1L*i,si�x`t.`S .O� �Qi.l�' 7:vaGR'�'4i.C)'2 Li,`'�'.°. •
f.�"4s? ��;0;�0'�!.'.� r-`':?VC3ti1;}v^La �:p:^ i r,.:�>��i;t^ij�:"L.?� t:i1�3 GS3X:??•
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� � C��riC� O� Th�E CIT�' �:Q�viPTRC�LLER
5AINT PAUL hAiNNESOTA 55�02
f 09 CITY MALL
LOU McKENNA
Gi'ry ComFi�roller
Ma.rch 23, 1971
T2'�A.V�7.. FIiQCED�.�r
Cnuncil �'ile Ato. 2�3f}30 (cn�sy a�t�tet�ed) eetabliBhed a city polfey to
��evex a►t city expec�s� f�r �t�e�ciin�; �ny Conferenc�, cQnventian or ach�ol
o� in�txucti.vQ.
1. Tt�S.� zesaY��i�n �.� nc�t in�caded far echool� �� fc��trczctfon a�g outlin�d
itt pAr��esph 'h3" of secC.ion II;� c�.f Ordinaace &446 �� �menc��d. For
your i.nfarmation tha.s previs�.or� pxovici�a for r�iu:bureemere� �o employ��s
of �ui�3.acs �xp4n�� �ha reec�fve a �asing grade �in a echool cae�ra�
�gg�a�aed by tt�e Civl1 Service Bureau.
2. A r�:�u�sL- for �pprc�v�g af �ravel �xp�c�se wi.11 b� pr8gared �rn
C�:;�t�•ol�.�x'r Fc�rna "Travel Claf�r". Tl�ia claim �u�t be a�r��roved '
b� �I�c� �g��opri,a�:.� el�e�c:c! of�ic��al a� in.dicat�:d �n Couacil Fil�
�ta. 250945. Thib resolutioA ia 1��2.uded i,n thc 1473 Bud�;�t.
QThe �c�fan of �h� Counc�l a� this reque�t ahould be ��praved by
�tior�. �.`t�� Gi�y Cl.erk w�.�.l ic�dicste vn tha "Trav�l Fort�"
"�Fpraved" vz, r`not �ppxeved" AA(� �LtC��CA�@ the da�+� ca� th� couacfl
. BG��.QQ•
3. Th� "�ravel Clain�" ahould then be Crr�n�rnitC�d to thg City Gomptraller
�or proc�seticg� i.n th� use�2 r�aa�a�x.
Zf ca�► c�dv�ncQ f� �cc�ue�ted, �t��� Co�p�raller �ft�r �pprop�ic�t� actia�
wl�.1 �aturn th� C�sf.m ta the proger �e�rtraeQt or burenu at�d �u3.11
be u��d by ttic� authc�rizeci persoz�rcel i�a r�akin� hi� firr�l r�po�rt.
G�. �.� fina� regoxt 4� ac�:ual c.;per►�e� incurred sncesC incXuc3e '0a br£c��
writLer► repar� on thd n[�Cur� and ecQpc� of such a�fairs". Thi� rspart
ohauld be ia ��ra copi��. Oxte �aill .�e attachnd Cv the expens� �eporC
and ona will be tran��it��d to Ch� City Clerk.
5. Ic� th� rr��e event o� emer�;sn�y trevel on c�ys �ri�en� t�ti�re are na
co�ncfl e�rsslans�, tik:� �tutht�ri��d �Xec�eci of:f�.cial �:y approve €«cti
zeque�t �ud tr�.r���it tt�� cl.�i.aa ta t�i� Crnnptrall.er. The p�rx�an who
aut:�ori��� euch trav�l ���€+2�. report hi� or �ier action ta the Coun�i2
at its ne..t �?ae��.:�.� t�sr ��ti�f�.ca[S.ar�.
�za
Massy E. l�arsF�c�t ' �'•T'_,�<. Atbcrt D. OIsoR �
�` � ',
�" �ii�i Clerk aaul F Council Recorder
. ,.
' Gf»n.yr��ssr'��rr.er of FZeqistration �' � ^
. �s.,.. • - ,
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t� WF1 � E f3P T�9G CtT1' CLEP. K
��'�� �� ��,.Il�I� �A.�TL
BUR@1! U OF REC � RDS
886 City Hall
St.Paul,Min�aesota 55102
April 15� 1971
�
Hon. Lou McKenna
City ComptroLl.er
Bui.l.ding -
"ear Sir: Be: Gbuncil File 253450
Your letter of April l�+�h9 1971 was read at the April 15th -
Council mee�cing.
It was noted by Commissioner Meredith that the Council has
already adop�ted a system of procedures to implement the
3.ntent of the resolutian.
Mr. President I�cCarty observed tha,t he does not fsel the
Judges should be e�mpted from the provisioris of tY� reso-
lution.
Yery truly yours,
�Z��, f' �t<<,,����
City Clerk �. �
M5�ng
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�. �
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:RYf t.iCAl'E 5'O TH�CO{yC�TROLLHR ' • � `-.,}^'�L u.`� �1
CITY OF ST. P�UL � c�E,ra��� � � .��,� .� ���
� ,' � � • _ OFFICE OF T!°�IE CITY CLERK ���` ��. ►y
- GOUNCIL RESOLUTION—GENEF�.AL F0�9v1
FRF,SC•!•aTCD DY
CC}h^!hh 1551 ON ER DATE
13�?;�:;Elt�, t?ti�t�t{o-. 1�s ',��er� r:�i�cd in ti�� t�i�?c�� nf :t. ]'aul
�axn�yars ar� �o C�tc� nr�priety of ot.�r ,�ov�xnm�n�'a �r�tvnl �*��.�.ey b�c^u��
oM reccnt zc�fcans i�y �3.r.y officiAl�; and
i�3��+�t�:�1�, I�10 ct.ear �Cravai po�.icy noFV e:s:Ls�s; r�.nt�, t;'hAr.c�nr�s �
bn C�
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COUNCILMEN Adopted by the Counci� 19— �
Yeas Naya a
Butler ;,,;i��i� ; � ���� 4
Carlson
Approve+�i 19— �
�°�
Levine _�n Favor `�
Meredith }
Sprafka Mayor 4�
Tedesco A�ainat �;
Mr. Preaident, McCarty �;
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; � . OF�iCE OF TH� �� ��,Y COMPTl�OLLER � � �
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SAINT PAUL '��'` � MINNESOTA 55102
' �
109 ClT.�, !-�ALL
� LOU McKENNA `"'' �� '�
; L.s..
City Comptroller "1'r.'.,;;��
TRAVEL PROCEDURES
Council File No, 253050 (copy attached) established a city policy to
travel at city expense for attending any conference, convention or school
of instruction.
1. This resolution is not intended for schools of instruction as outlined
in paragraph "V" of section III of Ordinance 6446 as amended, For
your information this provision provides for reimbursement to employees
of tuition expense who receive a passing grade in a school course
approved by the Civil Service Bureau.
2. A request for approval of travel expense will be prepared on
Comptroller's Form "Travel Claim", This claim must be approved
by the appropriate elected official as indicated in Council File
No. 250945. This resolution is included in the 1971 Budget.
The action of the Council on this request should be approved by
motion. The City Clerk will indicate on the "Travel Form"
"approved" or "not approved" and indicate the date of the council
acti_on.
3. The "Travel Claim" should then be transmitted to the City Comptroller
for processing in the usual manner,
If no advance is requested, the Comptroller after appropriate action
will return the Claim to the proper department or bureau and will
be used by the authorized personnel in making his final report.
4. The final report of actual expenses incurred must include "a brief
written report on the nature and scope of such affairs". This report
should be in two c.opies. One will be attached to the expense report �
and one will be transmitted to the City Clerk, r
5. In the rare event of emergency travel on days when there are no
council sessions, the authori2ed elected official may approve such
request and transmit the claim to the Comptroller. The person who
authorized such travel shall report his or her action to the Council '
at its next meeting for ratification.
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' ' ` � OFFICE OF TH k �r I ,��Y COMPTROLLER
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SAINT PAUL �' �����i���? �; MINNESOTA 55102
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LOU McKENNA ",�; '��'''�� � �
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Ci4y Comptrcrller � I;��= o ��
,t�-'j;� �v � I'�I� ��j��il�.,�
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Marcli 23, 1971
Honorable Mayor, Charles P, McCarty
and Members of the City Council
In order to properly and effectively implement the provisions
of the Council File 253050, Travel Expense, I am attac.hing a proposed
procedure f_or your review and approval.
As you are aware, by your previous action Council File 247009
(copy attached) the Model Neighborhood Planning Committee has been
given broad authority for travel. If it is your intention to include
their travel under these revised regulations, action should be taken to
rescind Council File 247009.
As this resolution is now in effect, an immediate reply is
urgently requested.
Respectfully submitted,
Lou McKenna
,:
City Comptroller �
Encl. (3)
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JA(� 14 197� �
COUNCILMEN Adopted by the Council 19_
Yeas Nays ,
.��d� � � 1��� '
Carlson ,
Dalglish � � Approved lg_
Meredith
Peterson
Tn Favor
Sprafku � Mayor
Tedesco
A gainst
DZr. President, Byrne
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,.;�<� Co�r�i?,o11e; . Deputy City Comptroller
A'i2y 12, 7.9 7 i
iionorable Nia,::�r, Charles P. McCarty _
and Mc:�.bers of the City Council
Tlzank yau for your_ very fine cooperation ir_ e�tablishing a neW system for
travel procedure as outlined in nry enclosures. This is 3nother wonderful.
ex.anple of the decision making process under tr�e democYatic fonn of_ govern-
m�nt. .
T�.is epi.socie further ciem��r�strates tlle e�fectiveness of Iocal government and
aaas a ne� cha;�ter to the old adage that "TFiat Gove,:nm�nt gaverns best thai.
governs l.e+ast". By this I mean th��t any t�iatter.• tha� comes beiore the govern-
r�.ent s"t�ould m^st w�.sely be settl�d at the very lowest Ievel of bureaucr�tic
process because it has �ecome more and more ciear that there is a log j�.m
at t�P very L'op.
A�ain, tl-iank S�ou for Che fine cocperation in this matter and I wz11 look
�orward to your continued coo�erai:ion in these ma�i_�:s and the continued
flo�,r of cormnunication by fih� various of=ices of our Govern:�Gnt.
�incerely,
�` 8�<�
��k�
�� r��rn� �,��r�'
iy ���" u �• .
�°,� i�4cK�nr�a��
City Comptrol_ler
Encl. (R)
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` OFFICE OF TH��'�I}� {. COMPTROLLER
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SAINT PAUL f,a' � '��'�9'� MINNESOTA 55102
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LOU McKENNA ° ' - - C. THOMAS OSTHO
(:iry f:nmphnllnr Deputy City Comptrollor
May 6, 1971
T0: All Department Heads
FROM: Lou McKenna, City Comptroller
The office of the City Comptroller has now established a Travel Procedure
which is to be used by anyone who is going to travel at the expense of
the City of St, Paul to attend any conference, convention or school of
instruction.
The procedure which is to be followed is as follows:
1. A request for approval of travel expense will be prepared on Comptrol-
ler's Form "Travel Claim". This claim must be approved by the appro-
priate elected official as indicated in Council File No, 250945.
The action of the Council on this request should be approved by motion,
The City Clerk will indicate on the "Travel Form" "approved" or "not
approved" and indicate the date of the council action.
Z. The "Travel Claim" should then be transmitted to the City Comptroller
for processing in the usual manner.
If no advance is requested, the Comptroller, after appropriate action,
will return the Claim to the proper department or bureau and will be
used by the authorized personnel in making his final report.
3. The final report of actual expenses incurred must include "a brief
written report on the nature and scope of such affairs". This report
should be in two copies. One will be attached to the expense report
and one will be transmitted to the City Clerk.
4. In the rare event of emergency travel on days when there are no council
sessions, the authorized elected official may approve such request and
transmit the claim to the Comptroller. The person who authorized such
travel shall report his or her action to the Council at its next meeting
for ratification.
The above procedure is effective immediately.
Si erely,
�.."°""°�`.,.
enna
City Comptroller
.Harry �. Marshail c„' �, AfbAr� II. Cison
� CitL Clerk ard �� � �': Gbu�t.;,ii i:£:ua•aer
/,�— ;,.
, 'l�"017t.9iUiSSi09t�Y of kegist�atio�t .
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OFF.I �° s��rYF 'fif�:: dlT�LERK
F? � c� �
C�.�i � l��' w�.�o ,���, ����.
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�` B �1°: E� %` O��cCORDS
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St.Pau n.',3��zesota 5510 ��
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+ pra.a 3 s 1971
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. I,ou cKenna �
ty Comptroller
Building `�'
Ueax Sir:
�� Mayor McCarty9 with the eonserit of the Council� said he would
'� meet with you or: the subject of travel procedures and repor�
back to the Council on the resu].ts of such a meeting.
Very truly yc�urs�
t�
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� t��� ����„ 1�'�
City C�erk
Ms/ng C.����4�
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. y� Q�FfCE �Jr Tl--�� G!'rY CO�v1�TROLL�R �
sanvY PAUL ` ,
I� _, Pr1lNN�SOTA 55102
��
1G9 C'TY NALL
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LOU Mci<CNNA `--- ----- �-.--� �-, C. THOMAS OSTFiO�F
City Ccmptroller . Deputy City Comptroller
April 27, 197I
Honorable Tlayor, Charles P, McCari:y
and Members of the City Council -
Enclosed are copies of my letter to your body dated April 14 and page two
of my letter of March 23 and also your reply dated April 15. My letters
were concerning the proposed establishment o£ travel procedures, specifi-
cally part two on page two of my March 23rd letter.
A review ef the minutes in the City Clerk's qffice has failed to reveal
any advance towards a system establishing procedures, Commissioner Meredith's '
comments notwithstanding,
Since you hat=e had appro�imately one month to review the simple procedure
of my letter of March 23rd, I feel that it is now time for action.
Sincerely,
.:-�
ou McKenna.
City Comptroller
Encl. (3)
, �lierry E. Marshall c�T' �< Albert B. Olsea
Cit.�{Cierk and �` E� `' Council Rccorder
• Con�missir�ner of Registr¢tio�t . �: � `
�
,f,�:... )`' ,
OFFICE O � THE CITY ClE �iK
CIT�.' �� �Ai101�'� P�►.UL
BUREAU OF REC6RD5
, ' 886 Cit�HaIZ
St. .Paul,Minnesota 551.0�
. April 15� 1971
1
Hon. Lou McKenna
City Comptroller "
Bui].d ing
'�ear Sir: Be: Council Fai.le 253050
Your letter of April .l�thg 197? was read at the April 15th
Counci.l meeting.
It was noted by Cor�issioner Meredith that the Council has
alre�,d5* adopted a system of procedures to implement the
intent oY the resolutian.
Mr. President McCarty observad tha,t he does not feel the
Judges should be exempted from the prov3sions of the reso-
lution.
Yery truly yours, �
� ��Z2� �" ���.�,P�
City Clerk � �
AqS�ng
.a,�:v�;�
� •
.�,` •
�-� . �
. OFFICE O� -��-E� �C�TY CC)I'�PTROLLER �
�
S�,lfVT PAUt_ � ' ' � MINR'ESJTA 55102
;t' ?
i(l9 CI�TY liAi�
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LGU fV�cKENNA — --= -•�= �� C. THOMAS OSTHOFF
City Cort}ptroller � Deputy City Comptroller
April 14, I971
Honorable Mayor, Charles P, McCarty _
and Members of the Citq Councii
Under the date of March 23, 1971, I presented to you a proposed "Travel
Procedure" to implement the intent of your resolution, Council File 253050.
You requested the City Clerk to prepare copies of the communication and
procedure for each member of the Council to make possible a review of this ,
procedure by you and your staff.
As of this date, no comment on the procedure or any indication of any pro-
posed revisions, deletions of additions has been received.
My staff is consLantly receiviiig inquiries as to the procedure to be followed
as it relates to travel; therefore your directive in this matter is urgently
needed. �
In reviewing the procedure I have recommended, you may wish to consider
whether or not it is your intention to include or exclude the judges and/or
employees of the Municipal Court from the provisions of your resolution and
the proposed procedure for implementing the same. �
Sincerely,
g-'
ou McKe a
City Comptroller
r i-�;
OFFIGE �� �'i�� �ITY C��PTR�}LLER �
SAINT P�JL Ea11hf�E5QTA 55102
!09 CITY HALL
LOU McKENNA
City Comptroller
March 23, 1971
Aonorab�e M�yor, Charlea P. �ScC�xty
� and �mber� of the City Gounci2.
In arder to proper4.y �nd e�feetively implement the provisians
o£ the Cr�uncil File Z53050, Travel �xpens�, Y am attAChin�; a pr�po�ed .
procedure for youx seview a�zd a�sgrovr�l.
1 A� you are awa:re, by �t�ur �Sre�riou� acrion Council File 247(�09
(copy attached) the Mod�I hei.�hbarhoad Pl�arcnia�* Corarnittee h�s been
D given hroad authori�y for tradel. If it is yaur intenCion [o inciude
tl�efr tr�.vel uauer ti��se revised x��ulatiunsE actian ei�auld b� taken tG
resciad Council File 2470Q9.
,�s this rasolution is no� in �ffect, �n f.mmediate rcply is
urgenClg r�queseed.
Re�pec�£ully submitted,
Lc>ei MeKenn�
. City Coc�ptraller
Enclo �3�
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. , QFFICE C,�� T�-iE CIT`� ��ba���TROLLER �
S�ilNT Pr�UL M4�S�E;OTA 55102
109 CiT'Y !-!ALL
LQU McKENN{\
City ComphoU�r
Ma.rch 23, I97-1
�,VEI. PktOC�DU1t�S
Councf.I File No. 253G5a (copy c�E;Lsched) �sc�bli�t�ed a city �alicy �a
travcl at �3.ty e�en�w f�z c3�t�ndi�zs; u�y eonf�:r�rtcr, conveat�.on or echcrc�l
o� in�tzuc�.ioa.
�.. Tt�is x�sc�Yutio�. �.s not intended �ar ��:�aocsl�€ caf irtaC�tsction �s c�utliaed
ics paru�;z�.ph "V" rs� sec�ian t�� o� O�Qinan��z b446 �ts er�ended. k'ar
yo�.r �.nfQa�tf.on �lzi� grovisics�x �rovid�g fe�r x�f�abuxe��affinx to �mplerycee
of tuitiou �xpeaua �ha r�cQiva e gassin� �r�de iss g echool caurse
spproved bp �hc� �iv�.l S�rvfc€� �ureau.
2. �s reQue�t for �ppz�v�I ai tr�v�l �:��czse will be �.epared orc .
Comptroll�r's �'nrrn "�ra�ve;1 C�.�im"� Th3.� cla�xct tuu�t h� appsaved
�y �he �ppropria�t�: e1Lct�d o£fici.Al �a� inc�icated fn Cauncil FiI� �
�Iv. �5US4�5. Tt�i� ���o�.u�fan i� ir�c�.ud�d ia th� I971 }�ud��t.
QTh+� �ction a� eh� Counc�.l Qs� this r�quest should '�� ��rp�aved by
�otia�. T�� C�.ty Cl.�rk will irzdtcr�t� an �he 'rTrsv�2 S�orm"
"€�Pg�cvedt9 �r �'ffiat e�p�xroved" and i.ud�c�te 4he cz�t� �s�E th� cot��eeil
act f.oa. ,
3. The ''Txav�1 Cla�m" s�.�ulc� Chen bc� tr���ml��ed to th�s Gity Ccnt,pE:rvll�r
far proces�in� �.n �txe use�al manner,
If ao �d�unce i� �:e�;ue�ted, th� Com��ra3ler a.fec�r a�pp'r�priate rz��i��.
w�1.�.I rc�turn ChQ C�sl.*a to tha pxvger c��g.�r��x��t �r �iu�:ec�u and c�ii�.
b� used by tt�� �esChaz�.�ed per�o�r►�1 �t� ���Cing �ie Fin�l repor�..
�. Th� fivai z�pvrC o� �cea�atl exp+��r���ffi tr�e�arr�c� mua� includ� "� bri�f
�r!tter� regort on ti��e r��ture and scop� a£ su�h affair�". Thi� �egort
�hou18 b� ia �r�a c��i��, Oru: will l��s u�t��l�a�d �� �he �?.g�r�noe ��pc>rC
and ona .wil� bc� txunsmi.�ted te �h� CR�y C2erk.
5. :.�z th� zrtre mver�� o� emcr�;enc�r tr����I on c�ays �ahea ther� are nn
council �e�sioee�s' Ct�� �u�h�i•i��d e�.ect-�d o£f icial ck�.y �t�p�av� �c.��h
� z�cpu��t �rid tr�x���smi.c .=t�� clu9.�s to t�� Cr�rz���n�.1ex. �h� garson c�rh�
suthorizaet sucf� truv��. sh���. ��gorG t!i� e�n c�ar ac��.on xo the Ctie�cacil
at �.t8 n�xt cae��i�a, �crr x���fic��ianR
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S!a!N�- P,'-tUL i�ifNfvE;OTA 5�102
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L_l�v IVEC��i�i�;rL��, _ - -_,..�,..,...,.... �.. 1 11�1VIr:i �S 1 }i�J�"�=
City Coin�;�r,li�r . � Deputy City Comp;roller
Ma}� 12, I97Z
Hon�r.able T�ia;or, Cha�-�ES P, TicGarty
an�� tiiemb�rs of the City Cauncil
Thank you for your very �i.ne cooperaticn in estabi�_shing a nek* system for
tra��el procedure as ou�7�ine�. in my enclosu�es, ;'l:is i_s another wonderful
exa:np]_e of the decisa.on roak.a.ng pioc.ess under th� demccra�a.c form of govern-
II1G'?]�. .
This episode further C�E?i110TISt?"F3.tE'u the effectivaness of local governr.eent an3
adus a new chapter to �ha ol.d adag�� that "1'hat Go��ernment governs hcst tha�
;overns least", By this I mean that any r��atter �ha�: cames beforc Che gov�rn-
menz should mcst wisel.y b� settled at the very iowesL le�ei of burca��craric
p?-ocess because it has become more and mere cI�?:r that there i_s a ?og jam
ac th� veYy �cp. �
A�ain, thank y:�u far �h.e fine coopera.�zon in thi.s r.atter and I will laok
farttiard to your continued coaperati.on in these m�tters and th� continued
flow of ccm�nunication by the various offices of ou.r Gov�rnme:zt,
Sincerely,
"�,���
,.��. �
-`s� McKenna
Citi}* Com�trol).er
�n�1. (9)
. '
� :±a
OFFICE OF TH��'�I;° �.� COMPTROLLER
� M 5 � tY �v. � � .
SAINT PAUL a,��� � �°���' MINNESOTA 55102 � �
� � �i :4a " �, ��v� .
1������'�ALL �
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� �� ���� ff n�v�r.
,� ��f; �� � �• �
�.�����s ;.�.���,���i�
l.nU McKENNA - � -•- .-, C. THOMAS OSTHOFF
(:Iry (:��mpt�ull��r Deputy City Comptroller
Ma.y 6, 1971
T0: All Department Heads
FRC)M: Lou McKenna, City Comptroller
The office of the City Comptroller has now established a Travel Procedure
which is to be used by anyone who is going to travel at the expense of
the City of St. Paul to attend any conference, convention or school of
instruction,
The procedure which is to be followed is as follows:
1. A request for approval of travel expense will be prepared on Comptrol-
ler's Fonn "Travel Claim". This claim must be approved by the appro-
priate elected official as indicated in Council File No, 250945.
The action of the Council on this request should be approved by motion.
The City Clerk will indicate on the "Travel Form" "approved" or "not
approved" and indicate the date of the council action.
2. The "Travel Claim" should then be transmitted to the City Comptroller
for processing in the usual manner.
If no advance is requested, the Comptroller, after appropriate action,
will return the Claim to the proper department or bureau and will be
used by the authorized personnel in making his final report.
3. The final report of actual expenses incurred must include "a brief
written report on the nature and scope of such affairs". This report
should be in two copies. One will be attached to the expense report
and one will be transmitted to the City Clerk.
4. In the rare event of emergency travel on days when there are no council
sessions, the authorized elected official may approve such request and
transmit the claim to the Comptroller. The person who authorized such
travel shall report his or her action to the Council at its next meeting
for ratification.
The above procedure is effective immediately.
Si erely,
enna
Citq Comptroller
Ffurc� E. Marshall ��T, � Alberf Q. Ofs��sr
, � Cit;�Clerl�ard `�_�T'.� Counc:l F2ecv;cicr
Ca�nanissio�zer of Reqistratiun . � '
�
UFCl � f��'F 7t;�: � 1�Y �: L � R. K
r :;
�����'a.�'�`��� ����� ��.�.� �1�.��
so��a ���``o��.,�'xfeo � � s �
, ' ��'G G�y�Hall .
1 f S't.Po,u I����rtesotct 5510
� � '
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�;� � :���� ��-�� �X��
' � � pri�. �� 19'71. .
�
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�
�
� � . Lou cKe.�na , �/
a,�' ,�
ty Comptroll�r v�,
Luilding �,
Z,�
Dear Sir. :
��, Mayor I+�cCart�= with the eonsel�� of the Council� said he would
meet with you on the subject of` t•rwve2 procedur.es t�r�d report
� r
back to �he Council ar� the results of such a meetin�.
Very truly yours'
� ��t'�"�° 7., ,�/��s,,�f�lz""�f�"
City C�erk
M.S/ng C�'-�
. 1 .
. , �
�
� , " '
�h� .
' ` C�FFlCE CJF Th-l �'�;��"i Y Gt�rr/It�TF;OLLER
� �_ : ;
SAlfd7 PALi�. is � � { fr11(�!NESOTA 55102
i�?;
1{39 Cl;i"v' HALL
ls` ; "
l�� '• --x
x ,�� �.,
� �; �- �
t�.�. � . .,.r
LOU McKENNA `� � ---- °---�--�'7 G. THOMAS OSTHOF�=
City Com��troller . Deputy City Comptroller
April 27, Z971
Honorable Mayor, Charles P. McCarty
and Members of the City Council -
Enclosed are copies of my leLter to your body dated April 14 and page two
of my letter of March 23 and also your reply dated April 15. My Iei±ers
were concerning the propased establishment of travel procedures, specifi-
cally part two on fage two of m� March 23rd letter,
A review of the minutes in the Citq Clerlc's office has f_ailed to reveal
any advance to�oards a system establishing procedures, Commissioner Meredith's
comments notwithstanding.
Since you have had approximately one mo�th to revie�a the simple pr.ocedure
of my letter of March 23rd, I feel that i.t is r.o�a tirne for ar_tion,
Sincerely,
�
u McKenna
City Comptroller
Sncl. (3) -
\,�
flsrcy �. Mcrshall ��" „�. Albcrt B. Alson
. Ci.iq/Clcrk and � �f�':� Cozcncil�ecorder
Comn�issioner of Registration ( � -�
_1�y
�
� �F.ICE aF TI# C CITY � LEItK
�I��� O� �A.II�'�' P'��UL
BUREAti OF ttEC6R � 5
_ ' 386 Citv Hall
St.Paul,MinnesoEa 55102
. April 15, 197a-
.,�
Hon. Lou McKenna
City Comptroller '
Building
"eax sir: �e: Qouncil F`3.1e 25345�
Yovx letter of Apri3. 1�+trs 1971 wa.s re�,d at the Apx3.l 15th
Cot�ci]. �eeta.rag, .'
It was noted by Co�mnissioner Meredith ichat the Council has
already adopted a system of prccedures to imple�ent the
intent of the resalution.
Mr. P�^esident McC�,rty observed tha,t he does not feel the
Judges should be ex��rpted from the provisions of the reso-
lution.
yery truly yours�
�z�� � ��,2.�.�
City Clerk �� �
MS�ng
.-.t;:�>�O
.�" � ' ' /'y'
C�FFlC� rJF TI-��� ��E i'Y C��,�PTROLLER
;: ;; ; ;
�:iS
SAINI� PAU� I�4 L � i NiINNESUiA 55107_
109 CFTY HALL
��
; ',_
�, ; � R ; { .. � i.
LOU McKENNA `�`"` -- � C. THnMAS OSTHOFF
City Comptroiler � Deputy City Comptro�ler
April 14, 1971
Honorable Mayor, Charles F. McCarty _
and Members of the City Council
Under the date of March 23, 1971, I presented to you a proposed "Travel
Procedure" to implement the intent of. your resolution, Council File 253050.
. Yau requested the City Clerk to prepare copies of the communication and
proce3ure for each member of the Council to make possible a review of this ,
procedure by you and your staff,
As of this date, no comment on the procedure or any indication of any pro-
posed revisions, deletions of additions has been received.
My staff is constantly receiving inquiries as to the proced�±re to be followed
as it relates to trav�l; �herefore your directive in this matter is urgently
neeaed. `
In reviewing the pro�edure I have recommended, you may wish to consider
whether or not it is your intention to include or exclude the judges and/or
employees of the Municipal Court from the provisions of your resolution and
the proposed procedure for implementing the same.
Sincerely,
�;..."' _ .
, ,�'�
ou McKe a
City Comptroller
��;
�. �
C?FFI�E �F ��� �iT� �C��PTROLLER
SAlNT F'AUI. Mlhf���SOTA 55102
t 44 �ITY HALL
LOU McKEPdNA
City Comptroll�r
lrfarch 23, 1172
I�onoraL�le Atayor, Ch�r�.en P. k:cCarty
� and 2Zetabera oi th� C�ty Cout�ci.R
In o:der ro properly �nd ef£active.lp i.�pl�men� the provision�
af the i.c�ur�cil �f.1e 25�05�, Tzav�l Eacpens�, I arn �tt�chin� a �xo�aeed .
procnuuz�� for, your review aad agprov�zl.
� .�s qou ar� �ware* by your previaus a�ctiott Council File 247�09 �
(capy attached) the P".odeX Nei�;hbo�rhood �lann�.n� Coa�ittee h�s been
, �iv�r� t�rat�d au�hority xor tra�el. Ic it is your ieitentiorti tv include
�:Iieir Lrriv�l raczu�.z� t11Nti@ rev���d �:�gul.aCior►s= AC��OL� fs�lQi;lt'i b� take� t�
�eacin3 Councf�l �`i�e 2�+?009. �
As thie resolution i� now in effeet' � immediate xeply i�
urgently requ���ed.
Respectfully submitted,
Lou McKenna
Cit;� Comptr�Iler
�?nc�.. (3)
.,�;;�ro.�>�r
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- TR,IPIU^0.7E TC TH�GCMPTROLLER �^�+f;�. �y p,�� t ,a��-� � Y i,_,� �
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C10�1i.•:CIL?1i:EN Adopted by tlie Council 19—.
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` O��iCE CaF �'�� �;�T� �cJ���TROLLER
SAINT PAl3L (o�INNESOTA 55102
109 CITY hALl.
LQU �vIcKENNA
City Comptroll�r
Ma.rch 23, 197�1
TRAV�L F'�'.00BDUitES
CAUnCi2 File �3c�. 2�3t?:►n (cc�py r�t-tached) e�teblf�hed a city paliry �o
�rc�v�l �t ciiy erp��ns� £'c4r �tte�tdica�; �ay eanfexence, cQnvention o� ��hoo3.
a£ inet�vcti.on.
�. `Tt:9.� x��alu�tasz �.� �c�� ica��ud�d fvr �ct�aoo�.� of irteGructio� t�e ou�l4.rs�c�
#.� para�raph f�`t a� s�ctiac� �YI csf Ordinance 5446 �� a�nded. �'ax
yoLr in�a�matic�r� �I�i� grovisic�n provid�� far r�i.m:bursement E:c� �c►plc�p��s
� of �:uition �xp�r��� wha r�c�iv� a pr���;.ng gr�de �u �t sct�oal cc�r�e
agprvved by tha Civt� Sexvice Bure�u.
� 2. A rr.�,ue�t �oa• ap�Srt�vRl of tiravcl ex�nee c�ill t>e g�regs�ed cr�. •
l Cottepti:•allcr's �`arrn "Trave�. Claim°t. Thi� clair� �u�t bE n�rr.-a���4
by tlia a�pzoprS.r�t� �lact�d official aa iadicst�d �.n CounCi"t �'i�e
No. 2�d945e Thi.a re�c�Iu;.ion is inclu�ied in �he 1�71 �iud�:eCa
aTh� �cctiou vf �t�r� �rsuuc£1 aci t�is rec�uc�� shou2d b� ��ro�ed }�y
aAOti�n. The Cit}r C�.�rk c�fl�. f.adicaC� ort the ":������ Fbr��"
�'g�gxa�€�d�' r��: "�et ���iO`'Md" an� �nc�icr�fe Cf�e c��� a� the cvtire�iZ
actio�.
�. Thc� "7Cs�v�1 Clr�ir�=' �hould th�n be trxt�s�ittad `a th� Ci�y Co�ptrol�.cr
for prroces�fz�� ia th� usural manaer.
Y£ �.a advarc�t� i� r�a��:c��ted, �ne Cc+�pstrol2�r �ft�r �pprAprfate ea�Cian .
�iI2. t�atu�n Ch� ��aS.tt tn �h� proper deg�d�m�nC or `bureau c�aa�i wi��,
De u�ect by ��*.� a�:Cta�xi.�ed p�rsflnn�l in �kin� Iiia �i.n�� ��port.
4. �e �3.c�al zeg�rt o� �tc�u�l Fx��c�sea �neur.r�d �us� ir�cxu�e r`a b�'��£
carititer� �c�par� on the �x��ux� ac�d sco�a of suciz a�f�ir�".,. Thi� ��por�
�holsld be in ���ro eogi�:�. Ox� w�ll la� �tt�ch�d tc+ tha exp�a�� ��pcsx�
��xd o�►iA w�.11 f�a tr�n�mitced to ch� C�ty Clerk�
5. In the rare� ev�:rtt s�f �c�a-�ecicy trav�l. an ci�y� whc�r Cher� �re aa
ccur,ciY t�ee+sicn�� Ctaa �u�hc�.°i�ed �lecCed of�icial c�y epysrave such
� requ�st an� t����z���� i=t�� c2�eim Co th� Coc�gCroll�r. T�+� parran wha
autr.ori�cd �uch �r�vc��. a�a�,� xepart hi� or lier actien eo the �oun�il
et �t� n�::t �neG.Cin.:; �cr �•.:€�tifi.c�eti.on.
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F.IPLL�ATE TO 7HE CONPTRULLF,R • + r^�$ �'i�- `^,�.'� n
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� OFFiCE OF THE CITY COMPTROLLER
SAINT PAUL MINNESOTA 55102
109 CITY HALL
LOU McKENNA
Ci1y Comphoibr
March 23, 197i
Honorable Mayor, Charles P. McCarty
and Members of the City Council
_ In order to properly �nd eff�etively implement �he provisions
of the Council File 253050, Travel Exp�n�e, I �tm aet�chin�; a propoaed
procedure for your r�view and approval.
As you are aw�re, by your previous action Council I'ile 247009
(copy attached) the Mod�l. Neighborhood Planning CommiCtee has been
D given bro�d authority for travel. If it is your intentfon to include
their travel under these revis�d regulat2ons, action should be taken to
rescind Gouncil File 247009.
As this resalution is nour in etfect, sn immediate xeply is
uagentlq xequested.
Respectfuliy �ubmitted,
Lou MeKenna
City Camptroller
�ncl. (3)
za
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April 3Q, �-97].
Hon, Lou McKenna
City Comptroller
Building
Dear Sir: .
A3ayor McCtir�y� with the coneen� of th� Cauneila said h� wo�lc�
me�t with you on the aub�ect c�' travel groceduree and repprt
back to the Counci2 on the reeults of such a meeting.
Very truly yc�rs�
City Clerk
MS/ng
!!pril 15a 1�77-
Han. Lou MeKe.*�na
Cit� Comptroll�r
Buildin�
'�c�az° ::�it: :�: (bunc�.l i�.�.� 2��054�
�.'oux 2etter caf April 14*h� 1�71 �rt.� reaa a; the �'l�r:il :L;th
CtattzilC�.l rrleetiria•
1:t �,aN notec� ��r Co.,�m�ia�i�ne:r I�S�rec3.i�h th�,t -�he �unc��1 }.�u.0
�..xeac�y adopte� �. s�,�stem of procedures to :�m�lenQn� �hc3
in�;ezit o�' th� rescaltt�ia�2.
�i�. Presi�en'� �ic:C�r�y observed that n.e does no� :!'eel t?��
Jud�;es �hould '�� ��mp�ed f`rom the pravisior� o:C ttae re��r�
].utiox�.
Very truly ya��r s a
Cit,�r Gl�:r's
I�:�f ng