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CITY OF ELK RIVER <br />ELECTED OFFICIAL <br />OUT-OF-STATE TRAVEL POLICY <br />Purpose <br />The City of Elk River recognizes that its Elected Official may at times receive value from traveling <br />out of the state for workshops, conferences, events and other assignments. This policy sets forth <br />the conditions under which out-of--state travel will be reimbursed by the City. <br />General Guidelines <br />1. The event, workshop, conference or assignment must be approved in advance by the City <br />Council at an open meeting and must include an estimate of the cost of the travel. In <br />evaluating the out-of--state travel request, the Council will consider the following: <br />^ Whether the Elected Official will be receiving training on issues relevant to the City or to <br />his or her role as the Mayor or as a Council Member; <br />^ Whether the Elected Official will be meeting and networking with other Elected <br />Officials from around the country to exchange ideas on topics of relevance to the City or <br />on the official roles of local Elected Officials. <br />^ Whether the Elected Official will be viewing a City facility or function that is similar in <br />nature to one that is currently operating at, or under consideration by the City where the <br />purpose for the trip is to study the facility or function to bring back ideas for the <br />consideration of the full Council. <br />^ Whether the Elected Official has been specifically assigned by the Council to testify on <br />behalf of the City at the United States Congress or to otherwise meet with federal <br />officials on behalf of the City. <br />^ Whether the City has sufficient funding available in the budget to pay the cost of the <br />trip. <br />2. No reimbursements will be made for attendance at events sponsored by or affiliated with <br />political parties. <br />3. The City may make payments in advance for airfare, lodging and registration if specifically <br />approved by the Council. Otherwise all payments will be made as reimbursements to the <br />Elected Official. <br />4. The City will reimburse for transportation, lodging, meals, registration, and incidental costs <br />using the same procedures, limitations and guidelines outlined in Exhibit B of the City's <br />Personnel Policy. <br />5. Mileage will be reimbursed at the IRS rate. If two or more Council Members travel together <br />by car, only the driver will receive reimbursement. The City will reimburse for the cost of <br />renting an automobile if necessary to conduct City business. <br />S:\POLICIES\Elected Official'I'ravel Policy.doc <br />