06-29Council File #_ 0��. l
Green Sheet # _3� a q�(��
RESOLUTION
SAINT PAUL, MINNESOTA �
Presented by
A Resolution Adopting an Out-of-State Travel Policy for Elected Officials
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3 Whereas, Minnesota Statutes 471.66 requires a local policy prescribing the conditions for travel outside
4 the State by elected officials;
6 Whereas, conditions that must be specified include:
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1. When trauel outside the state is appropriate;
2. Applicable expense limits;
3. Procedures for approval of the travel;
4. Public inspection of the policy must be allowed upon request;
5. Annual review of the policy is required; and,
6. Subsequent changes to the policy must be made by a recorded vote.
15 Whereas, the Saint Paul City Council strongly encourages elected officials to be acfive participants in
16 state, regional, and national associations that advocate on behalf of local government interests; and
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18 Whereas, the Saint Paul City Council recognizes the value of civic and non-profit organizations
19 coordinating visits to other communities and regional centers; and
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21 Whereas, the Saint Paul City Council has a long history and tradition of allocating money for the travel
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related purposes; and
Whereas, the elected officials in Saint Paul have a history of appropriately managing travel budgets for
legitimate public purposes; and
Whereas, this policy is in direct response to a legislative mandate;
Whereas, Attachment A contains the proposed policy for elected official out-of-state travel;
Whereas, Attachment A will become part of the City Employment Policies on the Human Resources
website;
Now, Therefore Be it Resolved that the City will adhere to the conditions specified above and does make
Attachment A part of the City Employment Policies on the Human Resources website.
oc�-z°�
Benanav
Bostrom
Harris
Helgen
Thune
Adopted by Council: Date
Adoption Certified by Counc
By:
Approved r: te
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✓
✓
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Secretary
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Requested by Deparhnent o£
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Form Approved by City Attorney
By:
Form Approved by Mayor for Submission to Council
By:
Q�, 2°I
Attachment A
Adopted 3anuary 4, 2006
ELECTED OFFICIAL OUT-OF-STATE TRAVEL POLICY
P ose: The City of Saint Paul recognizes that its elected officials may at times receive value from
traveling out of the state for workshops, conferences, events and other assignments. 11us policy sets forth
the conditions under which out-of-state travel will be reimbursed by the City.
General Guidelines
The event, workshop, conference or assignment must be approved in advance by the City Council
at a City Council 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
ox her role as the Mayor or as a council member;
• Whether the elected official will be mee6ng and networking with other elected officials
from azound 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
nalure to one that is currently operating at, or under consideration by the City where the
purpose for the trip is to shxdy 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.
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Coniact Person 8 Phone:
Marga�et Egan
26G8564
Must Be on Council Agenda by (Date):
04-JAN-0S
ContradType:
RE-F2ESOLUiION
Dafe Initial
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Assign
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For
Routing
Order
Green Sheet NO: 3Q29207
DeparUrant SentToPerson
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1 ouocil e [ ' ec[or
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Total # ot Sgnatu�e Pages _(Clip All Loca6ons for Signa(ure)
Aclion Requested:
Adopting an Out-of-State Travel Policy for Elected Officials
Recommendations: Appm�e (A) or F
Planning Commission
CB Cammittee
Civl Service Cammission
Personal Service Contrects Must Mswerfhe
t. Has this persorJfirtn e�er wnrked under a coMract for this department?
Yes No
2. Has this person/firm e�er been a cRy enployee?
Yes No
3. Does this personlfirtn possess a skill rrot nortnally possessed by any
curcerd cfty employee?
Yes Na
Explain all yes answers on separete sheetand attach to green sheet
Initiating Problem, Issues, Opportunily (Wfio, What, When, Where, Why):
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Advantages H Approved:
Disadva�ges HApproved:
DisadvanWges HNotApproved:
Total Amount of
Transaction:
Funding Source:
Financial information:
(Explain)
CosLRevenue Budgeted:
Acfiviry Number:
December 23, 2005 2:26 PM Page 1