HomeMy WebLinkAbout20100104 - VI-04
City of Hastings’ Travel Policy
For Elected Officials Traveling Out of the
State of Minnesota
2010
Purpose
The City of Hastings recognizes that its elected official may at times receive value from traveling
out of the state for workshops, conferences, events and other assignments. This policy has been
developed which sets forth the conditions under which out-of-state travel will be reimbursed by
the City.
Guidelines
1. The event, workshop, conference or assignment must be approved in advance by a
resolution of the Hastings City Council 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:
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Whether the elected official will be receiving training on issues relevant to the city or
to his or her role as an elected official for the City of Hastings;
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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.
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Whether the elected official will be viewing a city facility/function which is similar
in nature to one that the City is currently operating, or is under consideration by the
City or, where the purpose of the trip is to study a facility/function in order to bring
back ideas for the consideration of the full council.
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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.
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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.
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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 of Hastings may make payments in advance for airfare, lodging and registration
if specifically approved by the City 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.
The City of Hastings may amend or revise this policy at any time as it determines necessary.
Adopted: October 16, 2005
Reviewed: January 20, 2009, January 4, 2010