City Council Meeting Date: February 20, 2024
To: Mayor and City Council
City Administrator
From: Communications & Human Resources Director Mahowald
Title
Consider Approval of Updated Handbook Policy (4.57 Travel & Training Expenses Policy).
Body
Action Requested:
The Northfield City Council approves a Motion adopting the attached Handbook Policy regarding Travel & Training Expenses.
Summary Report:
On February 9, 2024, the Council Employment Policy Committee discussed and made a unanimous recommendation of support of approval to the updated language changes in handbook 4.57 Travel & Training Expenses Policy.
4.57 Travel & Training Expenses policy has been reviewed by the department coordination team and the labor attorney for input.
Changes to this policy include removal of reference to Mayor and Council members, and members of Boards and Commissions.
There were also clarifications made to the City Administrator. The City Administrator is an employee and subject to all related references to the Personnel Policy unless otherwise referenced by the employment contract which would supersede those Personnel Policies. The specific two additional sentences were added for clarity and added codification of the current practice that establishes segregation of duties for the City Administrator including: (1) the Finance Director is authorized to approve training request forms for the City Administrator; and (2) Out of state travel for the City Administrator are to be reviewed for approval/disapproval by the City Council unless otherwise authorized by an employment contract (currently the only one applies in the current City Administrator contract which is attendance at the International City Management Association (ICMA) trainings).
Other updates include an update the format to allow better clarity of the language. Removal of the Air Fare and Frequent Flier reference in the old policy. We are not aware of any practice. Remove Appendix B as the city follows GSA, the Federal Travel Regulation Chapter 300, Part 300-3 for per diem related to meals and incidental expenses. This policy applies to all active employees.
Alternative Options:
None.
Financial Impacts:
None.
Tentative Timelines:
Staff recommends consideration of approval of the Travel & Training Expenses policy to be effective February 20, 2024.