HomeMy WebLinkAboutVIII-13 Approving Out of State Travel with Great River Rail Commission by Councilmember Mark Vaughan
City Council Memorandum
To: Mayor Fasbender & City Councilmembers
From: City Administrator Dan Wietecha
Date: June 20, 2022
Item: Out of State Travel for Great River Rail Commission
Council Action Requested:
Adopt Resolution: Approving Out of State Travel for Great River Rail Commission
Background Information:
Minnesota Statutes 471.661 requires the City to have a written policy for out of state travel by
elected officials. The City’s policy complies with the requirements of the statute. The City’s
policy also requires such travel to have advanced approval by resolution.
The Great River Rail Commission plans to take Amtrak’s Empire Builder train to Milwaukee,
Wisconsin and back on August 4-5. The purpose is to experience a passenger train trip on part of
the same route of the future Twin Cities Milwaukee Chicago Second Train as well as intermodal
connections. GRRC will meet with representatives from Amtrak, Wisconsin DOT, and
Milwaukee Streetcar to discuss long-term plans and marketing of the TCMC Second Train.
Councilmember Vaughan is the City’s appointed representative on the Great River Rail
Commission.
Financial Impact:
Estimate $500, within approved travel/training budget. The cost includes a coach train ticket,
hotel, and meals.
Committee Discussion:
Not applicable
Attachments:
• City of Hastings Travel Policy for Elected Officials Traveling Out of the State of
Minnesota
• Resolution: Approving Out of State Travel for Great River Rail Commission
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City of Hastings’ Travel Policy
For Elected Officials Traveling Out of the
State of Minnesota
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:
• 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;
• 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.
• 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.
• 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 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
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RESOLUTION # ______
Approving Out of State Travel for Great River Rail Commission
WHEREAS, Minnesota Statutes 471.661 requires the City to have on record a policy that
controls out of state travel by elected officials;
WHEREAS, the City of Hastings policy requires that out of state travel be approved in advance
by a resolution;
WHEREAS, the Great River Rail Commission plans to take Amtrak’s Empire Builder train to
Milwaukee, Wisconsin and back on August 4-5;
WHEREAS, the purpose is to experience a passenger train trip on part of the same route of the
future TCMC Second Train as well as intermodal connections;
WHEREAS, GRRC will meet with representatives from Amtrak, Wisconsin DOT, and
Milwaukee Streetcar to discuss long-term plans and marketing of the TCMC Second Train;
WHEREAS, Councilmember Vaughan is the City’s appointed representative on the GRRC.
AND, WHEREAS, the approved 2022 budget includes adequate funding to cover the estimated
$500 cost.
NOW, THEREFORE, BE IT HEREBY RESOLVED by the Hastings City Council that out of
state travel by Councilmember Vaughan meets the requirements of the City’s out of state travel
policy and is approved.
Adopted this 20th day of June, 2022.
Mary Fasbender, Mayor
Attest:
Kelly Murtaugh, City Clerk
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