RES 2005-73 - 00013596RESOLUTION NO. 2005 - 73
RESOLUTION ESTABLISHING A POLICY FOR OUT- OF-STATE TRAVEL FOR
ELECTED OFFICIALS OF THE CITY OF FRIDLEY, MINNESOTA
WHERAS, Minnesota Statutes, Chapter 471.661, requires that the City develop and approve by a
recorded vote a policy that controls travel outside the state of Minnesota;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Fridley that the
following out -of -state travel policy for elected officials be approved:
1. The City of Fridley recognizes that its elected officials may at times receive value from
traveling out of the state of Minnesota 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.
2. 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 City Council will consider the following:
a. 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;
b. 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;
c. 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 City Council;
d. Whether the elected official has been specifically assigned by the City Council to
visit another city for the purpose of establishing a goodwill relationship, such as a
"sister- city" relationship;
e. Whether the elected official has been specifically assigned by the City 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; and
f. Whether the City has sufficient funding available in the budget to pay the cost of the
trip.
3. No reimbursements will be made for attendance at events sponsored by or affiliated with
political parties.
Resolution No. 2005 -73
4. The City may make payments in advance
specifically approved by the City Council.
reimbursements to the elected official.
5. Airfare will be reimbursed at the coach rate.
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for airfare, lodging and registration if
Otherwise, all payments will be made as
6. Mileage will be reimbursed at the current IRS rate. If two or more City Council members
travel together by car, only the driver will receive reimbursement. The City will
reimburse for the cost of renting an automobile if it is necessary to conduct City business.
7. Lodging and meals costs are limited to those which are reasonable and necessary.
8. Receipts are required for lodging, airfare, and meals and should accompany an expense
report form. The expense report form shall be submitted to the City Manager's office for
payment.
9. 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.
10. The City reserves the right to make exceptions to the policy.
11. Any subsequent changes to this policy shall be approved by a recorded vote.
12. Said policy shall be reviewed annually.
13. Said policy will be made available for public inspection upon request.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF FRIDLEY THIS 5th
DAY OF DECEMBER, 2005.
ATTEST:
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DEBRA A. SKOGEN — UITY CLERK