Loading...
CR2002-182 Adopt Leg Policy 6F ~ .. .. . . . . . . . . . December 3, 2002 . - . . Council Report 2002-182 ADOPT LEGISLATIVE POLICY 6-F PUBLIC PURPOSE EXPENDITURES Proposed Action Staff recommends that the Council approve the following motion: Move that the Hopkins City Council approve Resolution 2002-108 adopting Legislative Policy 6-F. Adoption of this motion will formally adopt a policy regarding Public Purpose Expenditures. Overview The City of Hopkins expends public funds on arumal employee events, employee gifts, and meal and travel expenditures for city employees and officials. The proposed policy serves as a comprehensive list of these expenditures as well as a justification for the expenditures. This policy will ensure that these expenditures have the explicit approval of the Hopkins City Council. Primary Issues to Consider . . Does this policy commit the City to any new expenditures? No. This policy simply clarifies the authority for and the purpose of expenditures that are already budgeted. The policy also makes it clear that these expenditures have to be budgeted for each year. Supportinl! Information . Resolution 2002-108 . Legislative Policy 6-F C s A. Genellie sistant City Manager . ..-.- . City of Hopkins Hennepin County, Minnesota RESOLUTION NO. 2002-108 WHEREAS, the City Council of the City of Hopkins has approved a document entitled the Legislative Policy Manual to provide uniform guidelines on City policies so that actions taken are consistent and fair; and WHEREAS, the City of Hopkins expends public funds on annual employee events; employee gifts; and meal and travel expenditures for city employees and officials; and WHEREAS, the City Council recognizes the need to record these expenditures and ensure that they are made for a legitimate public purpose; NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Hopkins hereby adopts the attached Legislative Policy 6-F which serves as a . comprehensive list of these expenditures as well as a justification for the expenditures. This policy will ensure that these expenditures have the explicit approval of the Hopkins City Council. Adopted by the City Council of the City of Hopkins this 3rd day of December 2002. By Gene Maxwell, Mayor ATTEST: Terry Obermaier, City Clerk . . LEGISLATIVE POLICY 6 - F PUBLIC PURPOSE EXPENDITURES 1. PURPOSE 1.01 EvelY City of Hopkins expenditure must be valid based upon the public purpose for which it is purchased and the specific or implied authority for the expenditure found in the City Charter and state statutes. 1.02 The following items are deemed to meet the Council definition of public purpose expenditures, i.e. an expenditure authorized by law which is reasonably necessmy and convenient in accomplishing the functions ofthe City. 2. MEALS AND REFRESHMENTS. 2.01 The City Council recognizes that situations in which City business needs to be discussed can and do occur during meal hours (e.g. luncheon meetings). In addition, there are public and employee meetings and events in which reasonable refreshments may add to the success of the meeting and/or event and create a more productive work force. The following items are deemed to meet the Council definition of public purpose . expenditures in regards to food and meals. a. City business meetings in which the character of the meeting would involve predominately non-city employees. b. When they are part of a breakfast/lunch/dinner meeting for official city business when it is the only practical time to meet and when it involves non-city employee pariicipants (i.e. business developers or business representatives). Only the expenses incurred by city employee(s) may be reimbursed. The City Manager may allow exceptions when deemed in the interest of the City. c. During non-routine, official meetings of the City Council, Commissions or Committees. d. When they are pari of the structured agenda for a conference, workshop, seminar, or meeting in which the City Manager or a depariment director has auth0l1zed the employee to attend (this does not include routine staff meetings). e. For department-sponsored meetings, conferences or workshops where the majority of invited participants are not city employees. f. At depmiment-sponsored events where registration fees are charged and the majority of invited pmiicipants are not city employees. g. At meetings consisting primaI1ly of city employees when the refreshment and/or meals are an integral part of the event and are necessary to sustain the flow of the meeting and to retain the captive audience, and if the meeting is one of the following: . 1. A division-wide annual/qumierly staff meeting for all employees; 11. A non-routine senior staff or organizational meeting; Legislative Policy Manual - Chapter 6-F I . Ill. With the exception of structured training sessions, for the purpose of this policy, the meetings described shall be held no more frequently than once per qum1er. All meetings shall be scheduled to minimize inclusion of meals. h. During official meetings of the City Council, council committees, advisory boardslcommissions, and task forces, when they are of a non-routine basis or when special events are held (i.e. as retirements or recognition). 1. Snacks and a dinner meal to be allowed for staff during perfonnance of election related duties on election day. J. Lunch for all members of oral board for candidate interviews when held. k. Police Department Command Staff Meetings and yearly staff retreat- food costs for meals and occasionally lodging if held out of area. 1. Emergency Response Team-food and beverage during training once a 1110nth. Also. because emergency personnel are often called to perfonn for extended periods of times where refreshments are imp0l1ant to duty perfonnance, firefighters, police officers and other emergency response personnel may be provided refreshments or food when it is deemed appropliate by the City Manager or Department Director to assure the delivery of quality emergency response service. 3. COMMUNITY RECOGNITION EVENTS/PURCHASES. 3.01 Community Image A wards (Plaque and gift certificate) - As part of its ongoing eff0l1s and redevelopment, the City has undertaken a program to recognize residents and . businesses that make significant improvements to their propeliies. These propel1y owners are awarded a plaque and a gift ce11ificate. 4. EMPLOYEE RECOGNITION EVENTS/PURCHASES. 4.01 The City of Hopkins City Council recognizes the hard work and service perfonned by the employees of the City through a f0l111al Employee Recognition Program. The City Council believes the benefits of attracting, retaining and motivating employees through an Employee Recognition Program suppor1 employee job satisfaction, which in turn impacts cooperation and productivity. The result is to provide excellent public and customer service to better serve the interests of the citizens of the community. 4.02 The Employee Recognition Program is considered "additional compensation" for work perfonned by employees but is entirely dependent on receiving funding fi"om year-to- year. No provisions of this policy, or its administration, shall be subject to review under the grievance or arbitration provisions of any collective bargaining agreement. These items are approved annually by the City Council as a pm1 of the overall budget approval process which includes a public hearing on the proposed budget. a. As refreshments for recognition or special one-time or once-per-year events when provided at modest level with prior City Manager approval, such as: I ) Annual Employee Picnic 2) Annual Holiday Pat1y . 3) Arumal Employee Recognition Celebration Legislative Poliey Manual - Chapter 6-F 2 . 4) Police Department Recognition dilmer. Includes meals for all HPD employees and a guest, City Manager or designee, Mayor and Council. b. Arumal Employee Recognition A wards 1) Years of service awards for regular full and part-time employees recognized at 5-year intervals and are awarded at the Annual Recognition Event. Recognition gift purchases must be at a nominal cost not to exceed $175.00 depending on the number of years an employee has been with the City. 5. VOLUNTEER RECOGNITION EVENTS a. City Board and Commission Recognition - Expenditures include food and simple gifts. b. Police Reserve DiJUler includes meals for reserve and a guest, coordinators, City Manager or designee, Mayor and Council. Associated costs for awards that are presented. 6. SPECIAL EVENTS a. Such as RaspberrY' Festival, National Night Out, and other events that involve or invite pmiicipation by the general public. b. Expenditures for meals and pmiicipation fees are allowed, and representative staff members may pmiicipate in events that directly benefit the marketing of the . City. Such expenditures will be approved by the Hopkins Redevelopment Authority as Public Relations Expenditures pursuant to Minnesota Statute 469.101, Subd. 16. 7. TRAINING AND SEMINARS 7.01 Expenditures are allowed for reasonable registration, tuition and travel expenses for conferences, seminars, workshops, tuition and approved City employment-related course work in accordance with City of Hopkins Personnel Policy. 7.02 Expenditures are allowed for reasonable registration and travel expenses for City Council conferences, seminars, and workshops, in accordance with City of Hopkins Travel Regulation and Reimbursement Policy. 8. EMPLOYEE WELLNESS PROGRAM 8.01 The City Council recognizes the importance of employee fitness and health as it relates to the overall work and life satisfaction of the employee and the overall impact on the City's health insurance program. As such, the City Council suppOlis the Employee Wellness Program, which has been designed to educate employees on fitness/health issues. . Legislative Policy Manual - Chapter 6-F 3 . 8.02 The cost of the Employee Wellness Program will be included as a separate line item in the City Budget. This line-item will be approved millually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. 9. MEMBERSHIPS AND DUES 9.01 The City Council has detennined that the City will fund memberships and dues in professional organizations and City social and community organizations when the purpose is to promote, advertise, improve or develop the City's resources and advantages and not for personal interest or gain. 9.02 The cost of memberships/dues is included in the departments' memberships/dues line- item in the Hopkins Budget. These line-items are approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. 10. CLOTHING AND OTHER ITEMS 10.01 Employees may receive T -shil1s, and other sundry items of nominal value ($5.00) when these items are made available to the general public or if these items are detennined by the City Manager to be impol1ant to the successful involvement of employees in special . city-sponsored or city-supported events (i.e. National Night Out, RaspbetTy Festival, etc.). Employees may be supplied with unifonlls, clothing, boots and other gear necessary for the perfonnance of their job. 11. ALCOHOLIC BEVERAGES 11.0 I The purchase of alcoholic beverages is not allowed. . Legislative Policy Manual - Chapter 6-F 4