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HomeMy WebLinkAboutCity Council Packet 02-14-2023 SpecialCity Council 1 of 1 February 14, 2023 CITY OF PLYMOUTH AGENDA Special City Council February 14, 2023, 6:00 PM 1.CALL TO ORDER 2.TOPICS 2.1 Review Housing and Redevelopment Authority board member applications 2.2 Discuss National League of Cities (NLC) conference travel request Travel Policy 2.3 Set future study sessions February March April 3.CLOSED SESSION AT 6:30 P.M.—Closed as permitted by MN Statute Section 13D.05 Subd. 3(d) to receive a security briefing from Public Safety Director Erik Fadden regarding procedures and plans to protect public buildings and infrastructure, to discuss issues related to security systems, to discuss emergency response procedures, and discuss security deficiencies in or recommendations regarding public services, infrastructure and facilities. Disclosure of the information discussed would pose a danger to public safety or compromise security procedures or responses. 4.ADJOURN 1 Special City Council February 14, 2023 Agenda Number:2.1 To:Dave Callister, City Manager Prepared by:Jodi Gallup, City Clerk/Administrative Coordinator Reviewed by:Maria Solano, Deputy City Manager Item:Review Housing and Redevelopment Authority board member applications 1.Action Requested: Select candidates to interview for the Housing and Redevelopment Authority. 2.Background: The city currently has one opening on the Housing and Redevelopment Authority (HRA) for the at-large seat. The application deadline closed on February 3 and the city received a total of eight applications to be considered. 3.Budget Impact: N/A 4.Attachments: 2 Special City Council February 14, 2023 Agenda Number:2.2 To:Dave Callister, City Manager Prepared by:Jodi Gallup, City Clerk/Administrative Coordinator Reviewed by:Maria Solano, Deputy City Manager Item:Discuss National League of Cities (NLC) conference travel request 1.Action Requested: Discuss council travel policy and evaluate request for Mayor and City Manager to attend the National League of Cities (NLC) conference. 2.Background: The National League of Cities (NLC) Congressional City Conference brings together more than 2,000 elected and appointed city leaders to focus on the federal policy issues that are important to local governments. NLC is a bipartisan organization who advocates for cities in Washington, D.C. through full-time lobbying and grassroots campaigns. The conference will be held March 26-28 in Washington, DC, which provides a unique opportunity for city leaders to share insights with members of Congress, the White House, and federal agency representatives and advocate on behalf of NLC's federal action priorities, which can specifically benefit potential Plymouth projects. The conference includes training sessions with similar communities to gather tangible takeaways on infrastructure, public safety, community resilience, and federal regulation to make our community stronger. Per the City's attached Expense Reimbursement and Travel Policy (Section C, Subd. 4): The mayor and council members must have travel events approved in advance by a vote of the City Council at an open meeting including an estimated cost of the travel. In evaluating the request, the City Council will consider whether: a) S/he will receive training on issues relevant to the City or to his/her role as the mayor or as a council member. b) S/he will meet and network with other elected officials to exchange ideas on relevant topics or the role of local elected officials. c) S/he will tour a facility or function that is similar in nature or under consideration by Plymouth where the purpose for the trip is to study the facility or function to bring back ideas for consideration. d) S/he was assigned by the City Council to visit another city for the purpose of establishing a goodwill relationship such as a “sister-city” relationship. e) S/he was assigned by the City Council to testify on behalf of the City before Congress or to meet with federal officials on behalf of the City. f) Sufficient, budgeted funding is available to pay for the trip. 3 3.Budget Impact: The breakdown of conference costs: - Conference registration: earlybird rate (end Feb. 17): $780; late registration rate: $1,060 - Hotel rates: $309-$335 per night (3 nights = approximately $1,000) - Round trip airfare: $350-$500 - Meals (Per Diem) total: $276.50 The total cost associated with attending this conference is approximately $2,500 per person. The expenses will be paid for using the council training budget with any overages being paid out of contingencies. 4.Attachments: Travel Policy 4 Expense Reimbursement and Travel 1 of 5 City Council Policy A. Policy The City of Plymouth supports the growth and development of employees for the increased efficiency and effectiveness of the organization. This policy establishes guidelines and procedures for the payment and reimbursement of travel and other expenses incurred by employees and officials in the conduct of approved official City business. B. Applicability This policy applies to all employees and City officials including temporary, regular full and part-time employees, the mayor, council members, and members of City commissions or committees. C. Authorization 1) Employees must receive written supervisor approval for reimbursement of expenses. 2) Supervisors shall approve mileage reimbursement only to conduct official City business due to lack of availability of a City vehicle, inappropriateness of staff vehicles for the intended work objective, or a specific employment agreement between the City and employee. 3) The mayor and council members receive monthly compensation as set forth in the Plymouth City Code, which is intended to defray the cost of ordinary out-of-pocket expenses (i.e. mileage, parking fees, meals, entertainment, etc.) incurred in the performance of official City business. Unusual or one-time expense reimbursement shall be considered on a case-by-case basis. 4) The mayor and council members must have travel events approved in advance by a vote of the City Council at an open meeting including an estimated cost of the travel. In evaluating the request, the City Council will consider whether: a) S/he will receive training on issues relevant to the City or to his/her role as the mayor or as a council member; b) S/he will meet and network with other elected officials to exchange ideas on relevant topics or the role of local elected officials. c) S/he will tour a facility or function that is similar in nature or under consideration by Plymouth where the purpose for the trip is to study the facility or function to bring back ideas for consideration. EXPENSE REIMBURSEMENT AND TRAVEL POLICY 5 Expense Reimbursement and Travel 2 of 5 City Council Policy d) S/he was assigned by the City Council to visit another city for the purpose of establishing a goodwill relationship such as a “sister-city” relationship. e) S/he was assigned by the City Council to testify on behalf of the City before Congress or to meet with federal officials on behalf of the City. f) Sufficient, budgeted funding is available to pay for the trip. 5) City board and commission members serve on a purely voluntary basis. The City does not reimburse any ordinary out-of-pocket expenses. Requests for reimbursement of other than ordinary expenses shall be considered on a case-by-case basis and requires City Manager approval. 6) For City Manager travel s/he shall provide a written memo to the City Council in advance of the event, or as soon as possible in case of an emergency. 7) No reimbursements will be made for attendance at events sponsored by or affiliated with political parties D. Expense Reimbursement Procedure 1) All reimbursement requests shall be submitted within 30 days of the date incurred to Finance for processing. 2) The City Manager may, under unique circumstances, approve reimbursement for items submitted after the 30-day limit. 3) Expense reimbursements less than $25 may be submitted to petty cash for payment with detailed documentation and appropriate approvals. 4) Expense reimbursements in excess of $25 will be paid by check, but separate from payroll checks. 5) The City will reimburse mileage at the standard IRS rate per mile. 6) Motorcycles or similar vehicles do not qualify for mileage reimbursement. 7) Employees shall submit a completed reimbursement form to their supervisor for written approval with detailed documentation i.e. mileage form, receipts etc. 8) Upon approval, supervisors submit the form to the Finance Division for payment. E. Travel 1) Out of Area Travel Defined as official travel outside the seven-county metropolitan area (Anoka, Dakota, Hennepin, Ramsey, Scott, Washington and Wright) for an event/activity which may or may not require overnight lodging. The following are reimbursable expenses for official City business: • Registration fees • Transportation • Lodging (single rate) • Per Diem for meals 6 Expense Reimbursement and Travel 3 of 5 City Council Policy • Business-related telephone calls a) Transportation i. Where possible, employees are to use City vehicles in the conduct of City business. ii. Costs shall generally be based on a comparison between the cost and convenience of the lowest available air fare and travel by Personally Owned Vehicle (POV) or City vehicle with associated meals, lodging, parking and loss of work time costs. The City Manager must approve any exception to this general rule. iii. If a frequent flyer program is in effect, a separate program shall be established by the employee or official to record mileage credits to the City. iv. Ground transportation, including buses, taxis, rental cars, and attendant parking shall be reimbursed if receipts are provided. The most cost effective and efficient mode of ground transportation shall be used. v. Travel to and from the worksite (commuting) is not eligible for reimbursement, including evenings and weekends. vi. Travel may be reimbursable when an employee proceeds directly from their residence to official City business away from their regular or secondary worksite. Only the distance from their residence to the alternative destination minus the distance of their typical commute to their regular worksite is eligible. b) Lodging i. Accommodations shall be appropriate to the purpose of the trip. ii. Rates for accommodations shall be comparable to those of other facilities in the area. iii. The hotel hosting a convention shall be deemed to be an appropriate accommodation. iv. The City will pay the single rate if the employee or official is accompanied by a guest or family member. c) Meals i. Workshops, events or training in which meals are not included in the registration or fee, and public purpose is met in accordance with the Meal and Refreshment Policy, meal costs shall be reimbursed. ii. Expenses for meals, including a maximum gratuity of 18% when applicable, will be reimbursed with an itemized receipt in accordance with the U.S. General Services Administration (GSA) Domestic Per Diem rates (www.gsa.gov). 7 Expense Reimbursement and Travel 4 of 5 City Council Policy iii. Per Diem meal expenses at the applicable daily rate does not require receipts. iv. Reimbursement for alcoholic beverages is prohibited. v. If meals are provided at a conference/workshop and are included in the registration/fees, an employee may not request per diem for that specific meal. vi. For travel days, you may only submit per Diem for the specific meals during the timeframe you are considered traveling. For example, if your flight arrives back home at 1:00 p.m., an employee may not request per Diem for dinner on that day. 2) Metro Area Travel Defined as official travel inside the seven-county metropolitan area for an event/activity. a) Transportation i. Travel to and from the worksite (commuting) is not eligible for reimbursement, including evenings and weekends. ii. Travel may be reimbursable when an employee proceeds directly from their residence to official City business away from their regular or secondary worksite. Only the distance from their residence to the alternative destination minus the distance of their typical commute to their regular worksite is eligible. b) Meals i. City-required attendance at day-long training/workshops with morning and afternoon sessions when no meal is provided between the two sessions. Meals before or after the event are not reimbursable. ii. Expenses for meals, including a maximum gratuity of 18% when applicable, will be reimbursed with an itemized receipt in accordance with the U.S. General Services Administration (GSA) Domestic Per Diem rates (www.gsa.gov). iii. Reimbursement for alcoholic beverages is prohibited. iv. If meals are provided at a conference/workshop and are included in the registration/fees, an employee may not request per diem for that specific meal. F. References For further information, please reference the following information or consult your supervisor or department director. 8 Expense Reimbursement and Travel 5 of 5 City Council Policy Equipment and Vehicle Operation – Plymouth Safety Policy (Amended October 2006) Fleet Operation, Maintenance and Replacement Policy Resolution No. 2005-412, November 8, 2005 - Elected Official Out-of-State Travel Policy Resolution No. 2003-175, April 8, 2003 – Travel and Expense Policy Supersedes: Res. No. 94–460 -- Aug. 1, 1994 Res. No. 94–401 -- July 18, 1994 Res. No. 96-649 -- Nov. 20, 1996 Res. No. 95-223 -- Apr. 4, 1995 Res. No. 94-399 -- July 18, 1994 Resolution No. 93-253, May 3, 1993 – Mileage Reimbursement Policy and Procedures Resolution No. 83-199, April 11, 1983 – Policy Relating to Reimbursement of Ordinary Expenses to City Council, Commission and Board Members. Resolution No. 80-730 - Urging and Directing Members of Advisory Commissions to Physically View and Inspect Properties and Sites Which are Subject of Commission Deliberations. Resolution No. 2011-080, March 8, 2011 9 Special City Council February 14, 2023 Agenda Number:2.3 To:Dave Callister, City Manager Prepared by:Jodi Gallup, City Clerk/Administrative Coordinator Reviewed by:Maria Solano, Deputy City Manager Item:Set future study sessions 1.Action Requested: Schedule study sessions and/or add topics as desired. Calendars are attached to assist with scheduling. 2.Background: Pending study session topics (at least three Council members have approved the following study items on the list): - City Center Update Other Council Requests: - None at this time. Staff requests for Special Meeting topics and/or changes: - Add Prudential Update to March 14 study session. - Schedule City Center Update on April 11 at 5 p.m. 3.Budget Impact: N/A 4.Attachments: February March April 10 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 SUN TUES MON WED THUR FRI SAT February 2023 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR 763-509-5080 plymouthmn.gov PRESIDENTS DAY CITY OFFICES CLOSED 6:00 PM SPECIAL COUNCIL MEETING Review Housing and Redevelopment Authority Applications/Discuss National League of Cities Conference Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM PLANNING COMMISSION MEETING Council Chambers 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Council Chambers 6:00 PM PARK & REC ADVISORY COMMISSION MEETING Council Chambers 5:45 PM SPECIAL HOUSING AND REDEVELOPMENT AUTHORITY MEETING Medicine Lake Room 7:00 PM REGULAR HOUSING AND REDEVELOPMENT AUTHORITY MEETING Council Chambers 5:00 PM SPECIAL COUNCIL MEETING Board and Commission Recognition Event Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers 11 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 March 2023 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR 763-509-5080 plymouthmn.gov SUN TUES MON WED THUR FRI SAT 7:00 PM PLANNING COMMISSION MEETING Council Chambers 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM PLANNING COMMISSION MEETING Council Chambers 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room 5:00 PM SPECIAL COUNCIL MEETING Council Strategic Workshop Follow Up Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Council Chambers 12 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 April 2023 3400 Plymouth Boulevard Plymouth, MN 55447 763-509-5080 plymouthmn.gov SUN TUES MON WED THUR FRI SAT 5:00 PM CLOSED COUNCIL MEETING Labor Strategy Discussion City Hall 7:00 PM REGULAR COUNCIL MEETING Council Chambers CHANGES ARE 30 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM PLANNING COMMISSION MEETING Council Chambers 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room OFFICIAL CITY CALENDAR 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Council Chambers 13