Chapter 2Legislative Policy Manual -- Chapter II 1
LEGISLATIVE POLICY MANUAL
CHAPTER II
Policy 2-A Council, Commissions, Committees, Boards
Policy 2-B City Council and Staff Relations
Policy 2-C Council Meetings
Policy 2-D Contributions to Agencies
Policy 2-E Distribution of Minutes and Agendas
Policy 2-F Ethics and Gifts Policy
Policy 2-G Delegation of authority in City Manager's absence
Policy 2-H Travel & Expense Reimbursement
Policy 2-I Guidelines for National Night Out
Revised: January, 2024
Legislative Policy Manual -- Chapter 2-A 1
POLICY 2-A
COMMISSIONS, BOARDS AND COMMITTEES
1. PURPOSE
1.01 This policy shall define the roles of various advisory groups to the City Council.
2. COMMISSIONS/BOARDS
2.01 Section 2.02 of the Charter gives the City Council the authority to create advisory
commissions and boards. Commissions created by ordinance are the Planning and Zoning
Commission (Section 2-68) and the Park Board (Section 2-69). Rules, regulations and
duties for each are contained within those ordinances.
2.02 The Charter Commission is created and regulated by State Statute 410.05.
2.03 Other Commission, Boards and Committees. Section 2.02 of the Charter allows the City
Council to appoint special commissions by ordinance or resolution.
2.04 Application for positions on boards or commissions are made to the City Clerk’s office by
application and process prescribed by that office.
2.05 The City Council appoints commission, board, and committee members.
2.06 Staff liaisons for commissions, boards and committees are assigned by the City Manager
unless identified within the enabling ordinance.
Established 8/18/87
Revised: 2/1/95
Revised 6/20/2022
City of Hopkins
Legislative Policy Manual -- Chapter 2-B 1
POLICY 2-B
CITY COUNCIL AND STAFF RELATIONS
1. PURPOSE
1.01 The purpose of this policy is to set forth the basic regulations regarding the various
contacts and working relationships of the City Council members and those employees
appointed by or under the direction of the City Manager.
2. GENERAL
2.01 The City of Hopkins operates under the Council-Manager form of government. Under this
form of local government, residents elect the City Council which is responsible for making
basic policy decisions for the community. The City Council employs a City Manager who
provides administrative leadership for carrying out the policy formulated by the City
Council.
2.02 The success enjoyed by the Council-Manager form of local government is in large measure
a result of a clear recognition on the part of all officials concerned that the legislative and
administrative branches of government must operate within their respective spheres of
responsibility to preserve the orderly process of governmental activity.
3. COMMUNICATIONS WITH COUNCIL MEMBERS
3.01 The City Manager is responsible for implementing the legislative and policy decisions of
the City Council. The City Council issues all orders and directives through the City
Manager because the manager is responsible for the day-to-day operation of the City
government.
3.02 A City Council member, may handle a problem or inquiry less formally, perhaps even
making a request or suggestion directly to a department director. If the matter can be
handled in conformance with existing administrative policy, it should be resolved as the
priority of the problem dictates. However, if the requested or suggested action raises any
policy or procedural questions, or if the proposed action is inconsistent with any previously
adopted City Council policies or actions, the staff member should bring the matter to the
City Manager’s attention.
3.03 Requests from a Council Member for information or to respond to maintenance problems,
ordinance enforcement difficulties, etc., shall be courteously responded to as soon as
possible. If the information or assistance requested is of a complex nature or involves
considerable study or research, the City Manager should be advised so a determination can
be made as to whether or not the information would be of interest to all members of the
City Council.
3.04 The City Council, City Manager and all City employees have a responsibility to maintain
the sometimes-delicate balance of relationships essential to the proper functioning of the
Council-Manager form of government. The role of staff in maintaining this proper
relationship is as important as the role of elected officials. Those in administrative
positions have a responsibility to make recommendations on policy decisions, but such
recommendations should be made only through their immediate superiors. Suggestions and
Legislative Policy Manual -- Chapter 2-B 2
recommendations from those in administrative positions should always be made through
the proper channels.
3.05 On items before the City Council, a complex or controversial nature the staff should in all
instances attempt to formulate a group consensus and ultimately a staff position or
recommendation. Once this position or recommendation is established, individual staff
members should support the position as is necessary to present a unified approach to the
situation.
4. CORRESPONDENCE ON BEHALF OF COUNCIL MEMBERS
4.01 The City Manager's office routinely receives correspondence addressed to the Mayor or to
a particular Council Member requesting administrative or technical information that can be
provided by a City staff member. Such correspondence will be reviewed by the Assistant
City Manager or the City Manager and forwarded to the appropriate department director
for preparation of a response.
4.02 Upon receipt of such correspondence from the City Manager's office, the department
director should research any necessary information and prepare a response on behalf of the
Mayor or Council Member. The response may be sent back to the City Manager's office
for review. The City Manager's office may submit the correspondence of the requestor and
the prepared response to the Mayor or particular Council Member for their review.
Established 8/18/87
Revised 6/20/2022
City of Hopkins
Legislative Policy Manual -- Chapter 2-C 1
POLICY 2-C
CITY COUNCIL MEETINGS
1. PURPOSE
1.01 The purpose of this policy is to establish guidelines for setting the schedule, agenda
management, public comment and staff attendance at City Council meetings.
1.02 The policy encourages public engagement during the decision-making processes and
provides a framework for avoiding significant days of religious observance that may
preclude participation. The City acknowledges that it is not possible to recognize all days
of religious observance without significantly impacting the City's ability to conduct
business or restricting participation by holding multiple public meetings at the same time.
2. SETTING MEETING SCHEDULES
2.01 City Council regular meetings are scheduled monthly for the first, second and third
Tuesday.
2.02 Prior to the start of a new year, the City Clerk will develop a calendar and identify any
conflicts with regularly–scheduled meetings. Conflicts may include elections, state
recognized holidays, religious and cultural observances, conferences or lack of quorum.
2.03 In addition to holidays on which the city offices are closed, City Council and
board/commission meetings will not be scheduled on the following days of religious and
cultural observance that include significant work restrictions:
• Good Friday (Christian)
• Christmas Eve (Christian)
• Evening before and day of Yom Kippur (Jewish)
• Evening before and two days of Rosh Hashanah (Jewish)
• Evening before and first two days of Passover (Jewish)
• Eid al Fitr (Muslim)
• Eid al Adha (Muslim)
• The third day of Diwali (Hindu)
• Juneteenth (June 19)
• Indigenous People’s Day
2.05 When a scheduling conflict exists, the City Clerk will identify an alternative date. The City
Council and Boards/Commissions will review meeting date changes prior to publishing the
calendar.
2.06 Special meetings called for emergency purposes would be exempt from these restrictions.
City staff and committee /working group chairs are also encouraged to avoid scheduling
public meetings or other forums on these dates.
3. AGENDA MANAGEMENT
Legislative Policy Manual -- Chapter 2-C 2
3.01 The City Council agenda is assembled by the City Manager's office.
3.02 Council Agendas are distributed to the City Council on the Thursday prior to each Council
meeting and posted on the City’s website for public review.
4. PUBLIC COMMENT
4.01 The City Council offers members of the public the opportunity to comment on items of
public interest. This portion of the agenda is for issues that are not included on an agenda
or are not in the application process at City Hall.
4.02 No Council action should be expected during Public Comments, as the Council needs to
thoroughly study all proposals or requests not of a routine nature.
4.02 To make public comment before the City Council the request should be made on the form
provided in the Council Chambers. The form requires a brief summary of the issue or
topic to be addressed.
4.03 Individuals have three minutes to speak and are asked to provide their name and address
for the official record.
4.04 Comments that are abusive, vulgar, offensive, racist, threatening or harassing, personal
attacks of any kind, or offensive terms that target specific individuals or groups will not be
tolerated.
5. STAFF ATTENDANCE AT CITY COUNCIL MEETINGS
5.01 Generally, it is not necessary for division and department directors to attend City Council
meetings unless an item appears on the agenda which may require specific, detailed
explanation from a departmental representative or unless requested to attend by the City
Manager. When attending a Council meeting, the division or department director should
look to the City Manager for guidance as to when to respond to questions or to volunteer
information. The City Manager always has the option of "fielding" any question from a
member of the City Council.
5.02 No employee shall bring any official business before the City Council without the express
permission of their department director. No department director shall grant this permission
or discuss a problem themselves with the City Council without the City Manager's
approval. Unanticipated items or emergency matters must also be discussed with the City
Manager before presentation or discussion with the City Council.
Established 8/18/87
Revised 10/19/2022
City of Hopkins
Legislative Policy Manual -- Chapter 2-D 1
POLICY 2-D
CONTRIBUTIONS TO AGENCIES
1. PURPOSE
1.01 The purpose of the Policy is to establish procedures and guidelines regulating the
allocation of funds to non-City sponsored organizations.
2. GENERAL
2.01 The City presently funds organizations that provide services to Hopkins residents.
Occasionally requests are made to increase funding or begin a new contribution.
2.02 Because public funds are being spent, the City Council expects that these organizations
will keep accurate financial and program records so that the benefit from the City's funding
can be readily determined.
2.03 The City Council will generally consider such requests when it can be clearly
demonstrated that there is a significant potential benefit to their residents or when failure to
provide funding would, in the City Council's opinion, create a serious hardship for a part or
all of the community. Philosophically, the City Council believes that its funding of non-
City organizations should be limited.
3. PROCEDURES
3.01 Requests for funding shall be submitted in writing to the City Manager's Office by April 1,
to be considered for funding for the year beginning the succeeding January 1. The request
will specify the amount requested, why City funding is necessary, the reasons for changes,
if any, in the requested amount, the specific benefit to Hopkins residents, previous program
statistics related to such benefit, if available, and a proposed budget including expected
sources and uses of funds.
3.02 The City Council may request representatives of such organizations to appear at budget
work sessions, to further explain or justify requests.
3.03 If funded, organizations must agree to keep program statistics, as specified by the City
Council, specifically documenting service or benefit to Hopkins residents, and submit such
documentation to the City Manager's Office on April 1 and January 1.
3.04 Funded organizations shall submit appropriate financial statements for the most recently
completed fiscal year otherwise associated with the organization, which show their
financial conditions and that the City's funds were spent for the intended purpose.
4. PROVISION FOR CITY COUNCIL INPUT
4.01 The City Council reserves the right to appoint one of its members or a representative to the
Board of Directors of all organizations receiving City funding.
Established 8/18/87
Revised 6/20/2022
Legislative Policy Manual -- Chapter 2-E 1
POLICY 2-E
DISTRIBUTION OF MINUTES AND AGENDAS
1. PURPOSE
1.01 The purpose of this policy is to provide guidance on the distribution of agendas and
minutes of the City Council and its official boards, committees and commissions.
2. GENERAL
2.01 Agendas and minutes of the City Council and its official boards, committees and
commissions are public documents. Agendas and minutes are available to the public for
inspection and review by anyone wishing access to them during normal business hours.
3. COPIES OF AGENDAS AND/OR MINUTES
3.01 Agendas and Minutes are available on the City’s website. Copies will be made available at
City Hall upon request.
4. CERTIFIED COPIES OF MINUTES
4.01 Certified copies of agendas and/or minutes may require an additional fee. This fee shall be
set by resolution of the City Council.
Established: 10/15/91
Revised: 3/21/95
Revised: 6/20/2022
City of Hopkins
Legislative Policy Manual -- Chapter 2-F 1
POLICY 2-F
ETHICS AND GIFTS
1. DEDICATION TO VALUES OF HONESTY AND INTEGRITY
1.01 The City Council finds and declares that the proper operation of democratic government
requires that public officials and employees be honest, impartial, and responsible to the
people; that government decisions and policy be made in the proper channels of the
government structure; and that public office not be used for personal gain; so that the
public will have confidence in the integrity and the ability of its government. In
recognition of these goals, this policy is established to guide all officials and employees of
the City of Hopkins, whether elected or appointed, paid or unpaid, including members of
boards, committees, commissions, and volunteers of the city.
2. DEFINITIONS
2.01 "Business" means any corporation, general or limited partnership, sole proprietorship
(including a private consultant operation) joint venture, unincorporated association or firm,
institution, trust, foundation, or other organization, whether or not organized for profit.
2.02 "Confidential Information" means all information, whether transmitted verbally or in
writing, which is of such a nature that it is not, at the time, a matter of public record or
public knowledge.
2.03 "Interest", except as otherwise specifically provided, means direct or indirect pecuniary or
material benefit accruing to a public official or employee as the result of a contract,
transaction, zoning decision, or other matter which is or may be the subject of an official
act or action by or with the City except for such contracts, transactions, zoning decisions,
or other matters which by their terms and by the substance of their provisions confer the
opportunity and right to realize the accrual of similar benefits to all other persons and/or
property similarly situated.
2.04 "Official Act or Action" means any legislative, administrative, appointive or discretionary
act of any official or employee of the City or any agency, board, committee or commission
thereof.
2.05 "Public Official" means the Mayor, the City Council Members, and members of any board,
committee, or commission thereof.
2.06 "Public Employee" unless otherwise stated in this policy, means any person working for
the City, either full or part time, who is paid through the City's payroll system.
2.07 "Volunteer" means any person holding a position by appointment or employment in the
service of the City who is not paid through the City's payroll system.
Legislative Policy Manual -- Chapter 2-F 1
3. CONFLICT OF INTEREST
3.01 The Mayor and all members of the City Council who have an interest in any action or
proposed legislative action of the City Council may wish to consult with the City attorney
about the legality of participating in the discussion and/or vote.
3.02 Any other official, employee, or volunteer who has an interest in any action or proposed
legislative action of the City Council and who participates in the discussion with or gives
an official opinion or recommendation to the City Council or supervisor, should not
determine the relevancy of the interest, but shall disclose the interest to his or her
supervisor before or during their initial involvement.
The employee may be removed from the policy process if the supervisor determines the
person's judgment and/or ability to perform his or her duties are no longer independent
from his or her interests.
3.03 No public official or employee shall disclose confidential information concerning the
property, government, or affairs of the city, nor shall he or she use such information to
advance the financial or other private interest of himself or herself or any other person.
3.04 No public official, employee, or volunteer shall engage in or accept private employment or
render service, for private interests, when such employment or service is incompatible with
the proper discharge of his or her official duties or would tend to impair his or her
independence of judgment or action in the performance of his or her official duties, unless
otherwise permitted by law.
3.05 No public official, employee, or volunteer shall request or permit the unauthorized use of
city-owned vehicles, equipment, materials or property for personal convenience or profit.
3.06 No public official, employee, or volunteer shall grant any special consideration, treatment,
or advantage to any community member beyond that which is available to every other
community member.
4. GIFTS TO INDIVIDUALS
4.01 DEFINITIONS. The definitions in this subdivision apply to this section.
(a) "Gift" means money, real or personal property, a service, a loan, a forbearance or
forgiveness of indebtedness, or a promise of future employment, that is given and
received without the giver receiving consideration of equal or greater value in return.1
(b) "Interested person" means a person or a representative of a person or association that
has a direct financial interest in a decision that a local official is authorized to make.2
(c) "Local official" means an elected or appointed official of the city or of an agency,
authority, or instrumentality the city.
1Gifts include, but are not limited to, food, beverages, tickets to sporting events, and free travel or
lodging.
2A "direct financial interest" is not the general interest that every taxpayer has in the decisions of a local
official but is rather the more immediate and personal interest that one has in a decision that affects one
differently from others, such as a tax abatement on a particular parcel.
Legislative Policy Manual -- Chapter 2-F 2
4.02 PROHIBITION. An interested person may not give a gift or request another to give a gift
to a local official. A local official may not accept a gift from an interested person.
4.03 EXCEPTIONS. (a) The prohibitions in this section do not apply if the gift is:
1. anything of monetary value that is given or loaned to a candidate or committee for a
political purpose;
2. services to assist an official in the performance of official duties, including but not
limited to providing advice, consultation, information, and communication in
connection with legislation, and services to constituents;
3. services of insignificant monetary value;
4. a plaque or similar memento recognizing individual services in a field of specialty or to
a charitable cause;
5. a trinket or memento of insignificant value;3
6. informational material of unexceptional value; or
7. food or a beverage given at a reception, meal, or meeting away from the recipient's
place of work by an organization before whom the recipient appears to make a speech
or answer questions as part of a program.
(b) The prohibitions in this section do not apply if the gift is given:
1. because of the recipient's membership in a group, a majority of whose members are not
local officials, and an equivalent gift is given to the other members of the group; or
2. by an interested person who is a member of the family of the recipient, unless the gift
is given on behalf of someone who is not a member of that family.
5. GIFTS TO THE CITY
5.01 PURPOSE. The City of Hopkins encourages gifts and donations to enhance the quality of
life in the City and to improve the efficiency and effectiveness of city services. The
purpose of this policy is to set up procedures for receipt of gifts and donations to the City
of Hopkins.
5.02 GIFTS OF SUBSTANTIAL VALUE - POLICY AND PROCEDURES
(a) All potential donors are urged to consult with the City Manager or his or her
designee(s) before proceeding with plans to ensure maximum utilization of gifts and
donations.
(b) No public official, employee, or volunteer may solicit gifts or donations without first
receiving permission from the City Manager. Departments may receive a single
authorization to solicit funds for the entire year for a specific program or programs.
Major changes in funding of these programs and new programs must receive specific
authorization from the City Manager. This policy applies to all departments.
(c) All departments which receive gifts or donations must report the receipt of the gift to
the City Council.
(d) The City Council shall make the final determination on the acceptability of a gift or
donation.
(e) All gifts and donations become City property under the complete jurisdiction of the
3The Ethical Practices Board has interpreted this exemption as not covering either a leatherette pocket
calendar and insert, valued at $11.00, nor even a $2.00 pocket calendar.
Legislative Policy Manual -- Chapter 2-F 3
City Council. At the discretion of the City Manager, gifts may be given to the Hopkins
Historical Society for safekeeping.
(f) Recognition shall be given to the individuals or groups providing gifts and donations to
the City, unless otherwise stipulated by the donor.
(g) The gift or donation must meet City criteria to be accepted.
5.03 CRITERIA
(a) The gift or donation must have a purpose consistent with those of the City.
(b) The gift or donation must be offered by a source acceptable to the City.
(c) The gift or donation shall not result in ongoing costs which the City Council would be
unwilling to fund when the gift or donation funds are exhausted unless specific
authorization to the contrary is given by the City Council at the time the gift or
donation is accepted.
(d) If such up front authorization is not given, sufficient gifts or donations to meet all
anticipated staff and material costs need to be in hand before City commitment is made
to personnel and/or materials.
(e) The gift or donation shall not bring undesirable or hidden costs to the City. No gift or
donation shall place restrictions on the City that are unacceptable to the City Council.
(f) The gift or donation shall not be inappropriate or harmful to the residents of the City.
(g) The acceptance of a gift or donation shall not imply City endorsement of any product
or service.
(h) The gift or donation shall not be in conflict with any provision of federal, state or
municipal law.
5.04 GIFT LIST. The City Manager shall maintain a list of needed equipment or projects which
are not currently being funded by the City. This "Gift List" shall be made available to
groups or individuals who are interested in making gifts or donations to the City.
6. POLITICAL ACTIVITIES OF PUBLIC OFFICIALS AND EMPLOYEES
6.01 In the matter of elections held by the City of Hopkins, no employee or volunteer may use
any official authority or influence for the purpose of interfering with or affecting the result
of the election, nor may funds be solicited or contributions be received from other
employees for political purposes, except by collective bargaining organizations.
6.02 Bumper stickers and posters may be displayed on private vehicles parked in employee
parking areas; however, these materials may not be displayed on either City vehicles or
property.
Established 8/17/93
Revised: 9/5/95
Revised: 1/2/24
City of Hopkins
Legislative Policy Manual -- Chapter 2-G 1
POLICY 2-G
POLICY DESIGNATING DUTIES OF CITY MANAGER
DURING ABSENCE OR DISABILITY
1. PURPOSE
1.01 The purpose of this policy is to establish guideline for the delegation of authority during
the City Manager’s absence or disability.
2. DELEGATION OF AUTHORITY
2.01 Section 6.01, Chapter 6 Hopkins City Charter states that during the absence or disability of
the City Manager the duties of the office shall be performed by some properly qualified
person designated by the Council.
2.02 The following persons are hereby designated, under Chapter 6, Section 6.01 of the
Hopkins Charter to perform the duties of the City Manager during the absence or disability
of the City Manager. The topmost person upon the list, not absent or disabled, shall be
responsible for such duties.
1. Assistant City Manager
2. Finance Director
3. Public Works Director
2.03 All actions taken on behalf of the City Manager shall be promptly reported to the City
Manager on return, or to the City Council at the next meeting, whichever shall occur first.
Established 8/18/87
Revised 7/1/97
Revised 6/20/2022
City of Hopkins
Legislative Policy Manual -- Chapter 2-H 1
POLICY 2-H
TRAVEL REGULATIONS
&
REIMBURSEMENT POLICIES
1. PURPOSE
1.01 The purpose of this policy is to provide guidelines and procedures to be used when
employees and elected officials are reimbursed for travel or conference/workshop/training
expenses.
2. OUT-OF-STATE TRAVEL FOR ELECTED OFFICIALS
2.01 The event, workshop, conference or assignment must be approved in advance by the City
Council at an open meeting and must include an estimate of travel costs. 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 their role as the Mayor or as a Council Member;
• 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 or function that is similar in
nature to one that is currently operating at, or under consideration by the City where
the purpose for the trip is to study the facility or function to bring back ideas for the
consideration of the full council.
• Whether the elected official has been specifically assigned by the City 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 City 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.
2.02 No reimbursements will be made for attendance at events sponsored by or affiliated with
political parties.
2.03 The City may make payments in advance for airfare, lodging, registration and per diem if
specifically approved by the council. Otherwise all payments will be made as
reimbursements to the elected official.
2.04 The City will reimburse for transportation, lodging, meals, registration, and incidental
costs using the same procedures, limitations and guidelines outlined in this policy for out-
of-state travel by City employees.
Legislative Policy Manual -- Chapter 2-H 2
3. APPROVAL AND ADVANCES
3.01 Reimbursement for City business related travel, conference, seminar and meeting expenses
are intended to refund actual costs incurred by employees and elected officials of the City
of Hopkins.
3.02 Cash advances may be obtained by submitting forms required by the Finance Department.
Cash advances will be made through payroll so all forms should be submitted per payroll
deadlines. .
4. ALLOWABLE EXPENSES-LODGING
4.01 Accommodations shall be selected at a reasonable cost consistent with the facilities
available and convenient to the location of the conference, seminar or meeting attended.
4.02 Only the costs of single occupancy will be reimbursed. If a double occupancy occurs (i.e.
a spouse/guest accompanies) the traveler is responsible for the additional cost of double
over single occupancy.
4.03 Lodging for the night before the commencement of a conference, seminar or meeting may
be claimed.
4.04 Reimbursement for lodging shall be limited to the period of time required if commercial
air transportation were used. Generally, this includes one travel day prior to the conference
and one travel day after the conference. If a conference does not start until the late
afternoon or evening, that day shall be considered the travel day.
4.05 Lodging within the Twin Cities metro area will not be reimbursed.
4.06 Exceptions to lodging procedures due to availability, location, or overall cost savings may
be authorized by the employee’s supervisor or the City Manager.
5. ALLOWABLE EXPENSES-TRANSPORTATION
5.01 Allowable transportation costs shall include reimbursement for mileage accumulated on a
personal vehicle at the standard IRS rate per mile or the actual round trip coach-class
airfare rate, whichever is less. When two or more employees are traveling in one
automobile, reimbursement shall be made to one employee.
5.02 Air transportation shall be coach-class or economy fares unless such service is unavailable.
If the reservation is not going to be used, it must be canceled immediately.
5.03 Airline travel credit. Whenever public funds are used to pay for airline travel by an elected
official or City employee, any credits or other benefits issued by any airline must accrue to
the benefit of the City. In the event the issuing airline will not honor a transfer or
assignment of any credit or benefit, the individual passenger shall report receipt of the
credit or benefit to the City Council within 90 days of receipt.
5.04 Local transportation such as taxicab, mobility service provider and bus fares to and from
the place of lodging and conference, seminar or meeting are reimbursable only if
circumstances require such travel. Costs for local transportation not pertaining directly to
City business will not be reimbursed.
Legislative Policy Manual -- Chapter 2-H 3
5.05 Rental cars may be reimbursed if they are necessary for transportation to and from the
conference. Travelers will not be reimbursed for rental cars used for personal use such as
sightseeing. Rental cars must be an economy-sized car. Approval from the employee’s
supervisor or the City Manager must be obtained prior to renting a vehicle for the expense to
be eligible for reimbursement.
6. ALLOWABLE EXPENSES-MEALS
6.01 Reimbursement for meals while on authorized travel shall include only actual expenditures
including tax and tip with a maximum gratuity of 20% when applicable. Receipts for meals
must clearly indicate whether the requested reimbursement is for BREAKFAST, LUNCH,
or DINNER, and the date of the meal. Detailed meal receipts should be obtained
indicating the actual items purchased. Reimbursement will not be provided for any meals
which are included as part of registration, tuition or fees. Scanned or emailed copies of
receipts will be accepted.
6.02 Due to the general difficulty in acquiring receipts for meals and incidentals, any official or
employee may claim a per diem reimbursement for actual and necessary expenses.
The per diem for meals and miscellaneous subsistence expenses for employees who travel
on City business shall be at the per diem rate established by the U.S. General Services
Administration. .
6.03 The per diem allowance includes all charges for meals, all gratuities and taxes, all fees and
tips to bellhops and porters, any laundry and/or cleaning expenses and any other similar
expenses.
6.04 Reimbursement is not allowed for alcoholic beverages.
6.05 Reimbursement for actual meal costs that exceed the daily allowance will be made only
when documented by receipts.
6.06 If meals are included in tuition or registration fees and/or only a fraction of the day is
authorized for travel, the per diem or expense allowance will be reduced per the per diem
rates established by the U.S. General Services Administration.
7. ALLOWABLE EXPENSES – GENERALLY
7.01 Expenses incurred by a spouse or guest attending a conference with an employee must be
paid by the employee.
7.02 The city will not reimburse recreational expenses such as golf or tennis except when
activity is part of the overall conference fee. This does not apply to conference hosted tours
for educational purposes.
7.03 Premiums for travel insurance or air insurance are not reimbursable.
7.04 Any questions or interpretation of this policy will be decided by the City Manager.
8. EXPENSE REPORTS
8.01 Required expense forms shall be submitted to the Finance Department within thirty (30)
days of the date of the conclusion of the conference, seminar, or other purpose for
reimbursement by person claiming reimbursement including any receipts required. The
forms must contain a statement certifying that the claim(s) for that particular item(s) is
Legislative Policy Manual -- Chapter 2-H 4
accurate and require a copy of the conference registration/brochure.
8.02 Any unused portion of a travel advance must be promptly returned to the City. Attendees
shall be billed for nonreimbursable expenses paid by the City.
Established 8/18/87
Revised 3/28/90
Revised 12/2005
Revised 10/2012
Revised 8/2013
Revised 6/20/2022
Revised 1/2/2024
Legislative Policy Manual -- Chapter 2-J 1
POLICY 2-J
GUIDELINES FOR NATIONAL NIGHT OUT
1. PURPOSE
1.01 This policy shall define the guidelines for administration of the Hopkins National Night
Out Activity.
2. GENERAL
2.01 The Police Department Crime Prevention Specialist will conduct a registration drive for
neighborhoods in Hopkins at least 30 days in advance of National Night out.
2.02 All registration forms shall include a Tennessen warning asking the registering party if
they wish the collecting agency to supply name, address and telephone information to
news media, political leaders or candidates for political office who may wish to attend.
2.03 Copies of the participant listing containing a signed Tennessen warning shall be supplied
free of charge to any news media, political leader or candidate for political office who shall
request the listing.
2.04 Copies of non-address specific listings for those neighborhoods who choose not to sign the
Tennessen warning may be supplied to any member of the news media, any political leader
or candidate for political office who shall request the listing.
2.05 Copies of a non-address specific listing for all neighborhoods shall be provided to any
member of the news media, political leader or candidate for political office who shall
request it.
2.06 The Chief of Police prior to release shall approve copies of the address specific listing with
Tennessen warning and non- specific listing without warning.
3. TRANSPORTATION
3.01 Political leaders and candidates for political office shall not be transported to or escorted
to, locations of National Night Out gatherings by any member of the Police or Fire
Department.
Established: 11/8/2000
Revised: 6/20/2022