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HomeMy WebLinkAbout3D - Bylaw Amendment - Section 12 AGENDA NUMBER: PREPARED BY: SUBJECT: DATE: INTRODUCTION: DISCUSSION: ALTERNATIVES: HERITAGE 1891 COMMUNITY 1991 2qgl ctf7J$.H~ 3 (d) DAVID UNMACHT, CITY MANAGER CONSIDER APPROVAL OF BYLAW AMENDMENT - SECTION 12 SEPTEMBER 4, 1990 On several occasions the City council has discussed adopting a "reimbursement for expenses" policy. This policy would apply to reasonable reimbursements Council members would be eligible for in the normal process of City business. In May of 1990 an informal draft was mailed to the Mayor and City Council seeking comments and reactions to the language of the policy. Attached to the Agenda Report is a revised draft of Reimbursement For Expenses Policy. This policy is proposed to be adopted as a new section to the Bylaws Section 12. Staff believes it is appropriate that the Council act formally on the adoption of this policy and incorporate it as Section 12 of the Bylaws. The amendment l?rocess of the Bylaws can be found in Sectl.on 1.C of the document. A motion and second (with discussion if appropriate) is required prior to action on the proposed amendment. A 4/5 or 80% vote of the City Council is required for this policy to be passed and included in the Bylaws. The alternatives are: 1. Pull this item from the and discuss the policy action. Agenda taking Consent prior to 2. Pull this item from the Consent Agenda and table the discussion for a specific reason. 4629 Dakota 51. SEt Prior Lake, Minnesota 55372 I Ph. (612) 447-4230 / Fax (612) 447-4245 RECOMMENDATION: ACTION REQUIRED: 3. Adopt this policy and amend the Bylaws as part of the Consent Agenda. staff recommends that the Council as part of the Consent Agenda adopt the proposed Reimbursement For Expenses policy and incorporate this policy as Section 12 in the Bylaws. Motion as part of the Consent Agenda is in order to adopt this policy. section 12 REIMBURSEMENT FOR EXPENSES Effective upon adoption, the following regulations will 90vern all travel, mileage and meal reimbursement expenses l.n the conduct of official Council business: 1. Reimbursements for meals and parking are intended to refund actual costs incurred. A receipt is required for reimbursement for each. No alcohol related beverage is eligible for reimbursement. 2. Reimbursements for travel, other than mileage are intended to refund actual costs incurred. A receipt is required for reimbursements for airfare, lodging and any applicable registration fee. Reimbursements for taxis must be itemizes as "from" and "to" when possible. 3. Mileage reimbursements must be accompanied by an itemized listing of the date, and the purpose for the trip. Mileage rate will be consistent with the rate offered to City employees which is established according to the Federal Standards. 4. Payment for any eligible reimbursable expenses shall be made after approval by the City Council of the invoices which contains the expenses itemized within. 5. Prior city Council approval is not required to be eligible for reimbursement for the following meetings or organizations: League of Minnesota cities Association of Metropolitan Municipalities Metropolitan Council Regional Transit Board Metropolitan Waste Control Commission Minnesota Pollution Control Agency Department of Natural Resources Minnesota Valley Transit Authority Scott County Board Meetings Scott County Transportation Coalition Scott County legislative meetings with local, state or federal officials 6. City Council approval is required prior to expenses being eligible for reimbursements for any other meetings or organizational conferences. In the event of an emergency or short notice to a meeting requiring City Council attendance, approval of expense reimbursements after the meeting for non eligible organizations will be considered on a case by case basis. 7. A Councilmember who attends a seminar or conference may be required to provide a brief oral explanation of the purpose and results of the meeting at a regularly scheduled Council meeting. This may occur at the request of another Councilmember or on the attending Councilmember's own action.