IV.6. Resolution Amending Legislative Policy Manual; Domeier
CITY OF HOPKINS
City Council Report 2024-004
To: Honorable Mayor and Council Members
Mike Mornson, City Manager
From: Amy Domeier, City Clerk
Date: January 2, 2024
Subject: Resolution Amending Legislative Policy Manual
_____________________________________________________________________
RECOMMENDED ACTION
MOTION TO adopt Resolution 2024-001 Amending the Legislative Policy Manual.
OVERVIEW
The Legislative Policy Manual provides uniform guidelines on City policies so that
actions that are taken are consistent and fair. The staff has reviewed Chapters 2 to 6
and is requesting the City Council to consider changes to the policies. Most of the policy
changes are to align with current procedures due to advances in technology and the
way the public interacts with local government. Some changes are due to updates in
statute or changes in City services. Policies that were not changed within a chapter are
not included in the attachments.
SUPPORTING INFORMATION
• Resolution 2024-001
• Legislative Policy Manual proposed changes
Administration
CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION 2024-001
RESOLUTION AMENDING LEGISLATIVE POLICY MANUAL
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 Council of the City of Hopkins has determined the existing policy
needs to be amended to include various changes related to City processes and services
and align with state statute.
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Hopkins
hereby adopts the revisions to the Legislative Policy Manual Chapter 2 through 6.
Adopted by the City Council of the City of Hopkins this 2nd day of January, 2024.
By: __________________________
Patrick Hanlon, Mayor
ATTEST:
_______________________________
Amy Domeier, City Clerk
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,
treatmenttreatment, or advantage to any citizencommunity member beyond that which is
available to every other citizencommunity 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-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, and 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.
3. APPROVAL AND ADVANCES
Legislative Policy Manual -- Chapter 2-H 2
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 employee) the employee 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.
5.05 Rental cars may be reimbursed if they are necessary for transportation to and from the
conference. Employees 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
Legislative Policy Manual -- Chapter 2-H 3
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 forreimburse 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 of 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
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.
Legislative Policy Manual -- Chapter 2-H 4
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 3-G 1
POLICY 3-G
SOCIAL MEDIA POLICY
1. SOCIAL MEDIA POLICY
1.01 The City of Hopkins uses social media, such as Facebook, Instagram, Nextdoor and
Twitter, as a means to provide two-way communication with the public. Although the City
welcomes participation/comments from the public on its social media platforms, they are
not a public forum.
1.02 The City reserves the right to delete comments that:
• Contain vulgar language
• Are personal attacks of any kind
• Are offensive
• Are prejudiced or hurtful remarks made toward any person or entity, including any
ethnic, racial or religious group
• Are spam
• Include sales/promotion of goods or services, or links to other sites
• Are off-topic
• Advocate illegal activity
• Promote services, products or political organizations
• Infringe on copyrights or trademarks
1.03 The City Manager or designee is authorized to block any user who violates section 1.02 of
the adopted Social Media Policy.
1.04 Please note that comments expressed on the City’s social networking sites do not reflect
the opinions or positions of the City of Hopkins, its employees or elected officials.
1.05 The City of Hopkins has made every effort to ensure the accuracy of the information
provided on its social media platforms. However, several factors that are beyond the
City’s control (including unauthorized modification of electronic data, transmission errors,
browser incompatibilities, information that has been cached on the local computer or
storage device, or other aspects of electronic communication) can affect the quality of the
information displayed on this site. For that reason, the City does not guarantee the
accuracy of the information provided on its social media platforms and is not liable for
reliance on this information.
Revised: 6/20/2022
Legislative Policy Manual -- Chapter 3-G 1
(INTERNAL)
1. PURPOSE
1.01 Social networking in government serves two primary functions:
• To communicate and deliver messages directly to citizens; and
• To encourage community involvement, interaction, and feedback.
Social media is used for social networking, and this policy seeks to ensure proper
administration of the City of Hopkins’s social media sites by its representatives.
1.02 The City of Hopkins’ social media accounts will be used for incidental, non-vital
communication and general information only. It is not the purpose of the City’s social
media accounts to be a medium for transactions of city business. The one exception is in
the case of a natural or man-made disaster, if it is determined by the City that the best
means of communicating with the public is through the social media account(s).
1.03 The City of Hopkins wishes to establish a positive and informative social media presence.
City representatives have the responsibility to use the City’s social media resources in an
efficient, effective, ethical, and lawful manner pursuant to all existing City policies.
2. SOCIAL MEDIA POLICY
2.01 The City of Hopkins will determine, at its discretion, how its web-based social media
resources will be designed, implemented and managed as part of its overall communication
and information sharing strategy.
2.02 City of Hopkins social media accounts are considered a City asset and administrator access
to these accounts will be securely administered by the City’s Communications Manager
and/or Assistant City Manager. The City reserves the right to shut down any of its social
media sites or accounts for any reason without notice.
2.03 All social media websites created and utilized during the course and scope of an
employee’s performance of their job duties will be identified as belonging to the City of
Hopkins, including a link to the City’s official website. The City of Hopkins does not
create or maintain social media accounts for its elected officials.
3. SCOPE
3.01 This policy applies to any existing or proposed social media websites sponsored,
Legislative Policy Manual -- Chapter 3-G 1
established, registered, or authorized by the City of Hopkins. The City’s social media
accounts are exclusively the following:
i. City of Hopkins Facebook account at
https://www.facebook.com/hopkinsmn
ii. City of Hopkins Instagram account at
https://www.instagram.com/cityofhopkinsmn/
iii. City of Hopkins Nextdoor account at
https://nextdoor.com/agency-detail/mn/hopkins/city-of-hopkins/
iv. City of Hopkins Twitter account at
https://twitter.com/CityofHopkins.
v. Depot Coffee House Facebook account at
https://www.facebook.com/thedepotcoffeehouse
vi. Depot Coffee House Instagram account at
https://www.instagram.com/depotfreightroom/
vii. Depot Coffee House Twitter account at
https://twitter.com/DepotCoffee
viii. Hopkins Activity Center Facebook account at
https://www.facebook.com/HopkinsActivityCenter
ix. Hopkins Center for the Arts Facebook account at
https://www.facebook.com/hopkinsartscenter
x. Hopkins Center for the Arts Instagram account at
https://www.instagram.com/hopkinsartscenter4
xi. Hopkins Center for the Arts Twitter account at
https://twitter.com/HopkinsArtsCtr
xii. Hopkins Fire Department Facebook account at
https://www.facebook.com/HopkinsFD
xiii. Hopkins Pavilion Facebook account at
https://www.facebook.com/HopkinsPavilion
xiv. Hopkins Police Department Facebook account at
https://www.facebook.com/hopkinspolice
xv. Hopkins Police Department Instagram account at
https://www.instagram.com/hopkinspolicemn/
xvi. Hopkins Police Department Nextdoor account at
https://nextdoor.com/agency-detail/mn/hopkins/hopkins-police-department/
xvii. Hopkins Police Department Twitter account at
https://twitter.com/HopkinsPolice
xviii. Think Hopkins Facebook account at
https://www.facebook.com/thinkhopkins
xix. Think Hopkins Instagram account at
https://www.instagram.com/thinkhopkins/
3.02 The City does not create, collect, disseminate or regulate use of any other social media
accounts, including the personal accounts of its elected officials and staff.
Legislative Policy Manual -- Chapter 3-G 1
4. DEFINITION
4.01 Social media are internet and mobile-based applications, websites, and functions, other
than email, for sharing and discussing information, where users can post photos, video,
comments, and links to other information to create content on any imaginable topic.
Social media includes, but is not limited to:
• Social networking sites and apps such as Facebook, LinkedIn, Twitter, and
Nextdoor
• Blogs
• Social news sites such as Reddit and Buzzfeed
• Video and photo sharing sites and apps such as YouTube, Instagram, SnapChat,
and Flickr
• Wikis, or shared encyclopedias, such as Wikipedia
• An ever-emerging list of new web-based platforms generally regarded as social
media or having many of the same functions as those listed above
4.02 As used in this policy, “employees and agents” means all City representatives, including its
employees and other agents of the City, such as independent contractors or
councilmembers.
4.03 “Social media manager” means any City employee or agent with administrator access who,
when posting or responding to a post, appears to be the City social media account owner.
5. RULES OF USE
5.01 City social media managers are responsible for managing City social media accounts or
websites.
5.02 Facilities or departments wishing to have a new social media presence must initially
submit a request to the Communications Manager in order to ensure social media accounts
are kept to a sustainable number and policies are followed and there is deemed
organizational benefit justifying the creation of a new page. All approved sites will be
clearly marked as a site of the City of Hopkins and will be linked with the official City or
facility website. No one may establish social media accounts or websites on behalf of the
City unless authorized in accordance with this policy.
Legislative Policy Manual -- Chapter 3-G 1
5.03 The City’s social media page must conspicuously display or link to a public notice that
informs the public of the purpose of the social media presence and the terms one agrees to
in accessing, using, or posting to the City’s social media page.
5.04 Administration of all City social media websites will comply with applicable laws,
regulations and policies, as well as proper business etiquette.
5.05 City social media accounts covered by this policy will not be used by social media
managers for private or personal purposes or for the purpose of expressing private or
personal views on personal, political or policy issues, or to express personal views or
concerns pertaining to City employment relations matters.
5.06 No City social media account may be used by the City or any social media manager to
disclose private or confidential information. No social media website should be used to
disclose sensitive information; if there is any question as to whether information is private,
confidential, or sensitive, contact the Assistant City Manager.
5.07 Outside of situations of disaster, no City social media account will be used for transactions
of city business. In the event a user initiates a request, application, or question through
social media that affects city business or requires another city policy or process to be
followed, follow up with that user by phone, email, or other channels. If comments are
allowed, in the event of a question of general interest, a response may be given in
comments, the initial post may be edited, or a subsequent post may be created to include
the information.
5.08 City of Hopkins’ social media managers will not edit any posted comments. However,
comments posted by members of the public may be removed if they fall into at least one of
the following categories:
a. Comments expressly advocating direct violence or other illegal activity;
b. Comments containing or linking to obscenity, which is defined as sexually explicit
and/or pornographic content that is patently offensive, appeals to prurient interest,
and lacks serious literary, artistic, political, or scientific value;
c. Comments that expressly encourage or advocate our agency to illegally
discriminate based on race, age, religion, gender, national origin, disability, sexual
orientation, veteran status, or any other legally protected class;
d. Comments containing links to malware and/or malicious content that affects the
normal functioning of a computer system, server, or browser;
e. Duplicate comments posted repeatedly within a short period of time;
Legislative Policy Manual -- Chapter 3-G 1
f. Comments containing actual defamation against a specifically named person or
organization, either as determined by a court or comments that are patently
defamatory by easily discovered facts;
g. Comments that contain images or other content that violate the intellectual property
or copyright rights of someone else, if the owner of that property notifies us that the
property was posted in a comment on our social media account.
h. Comments that contain a hyperlink to any website other than those controlled by
the City of Hopkins. This will be done without regard to the viewpoint of the
comment containing such a link or the content of the site to which the link
redirects.
Retention. When a comment containing any of the above content is posted to our social
media account, a copy or electronic record of that content may be retained or archived
pursuant to our records retention policy, along with a brief description of the reason the
specific content was deleted. Once documented, the content will be removed, where
possible, from our social media account.
5.09 A member of the public whose comment is removed may appeal the removal of the
comment and seek reconsideration of its removal by contacting the City in writing and
explaining how the comment does not fall into one of the categories for removal. A written
response should be provided as soon as reasonably possible.
5.10 A member of the public who disputes the legality of any portion of this policy may dispute
the particular portion in writing. The City should acknowledge the claim promptly and,
upon consultation of the city attorney, respond to the claim concerning legality of the
policy portion as soon as reasonably possible under the circumstances.
5.11 The City of Hopkins has made every effort to ensure the accuracy of the information
provided on its social media platforms. However, several factors that are beyond the
City’s control (including unauthorized modification of electronic data, transmission errors,
browser incompatibilities, information that has been cached on the local computer or
storage device, or other aspects of electronic communication) can affect the quality of the
information displayed on this site. For that reason, the City does not guarantee the
accuracy of the information provided on its social media platforms and is not liable for
reliance on this information.
6. DATA OWNERSHIP AND RETENTION
6.01 All communications or messages within social media accounts covered by this policy
composed, sent, or received on city or personal equipment are the property of the City and
will be subject to the Minnesota Government Data Practices Act. This law classifies
certain information as available to the public upon request. As no transactions of city
Legislative Policy Manual -- Chapter 3-G 1
business shall be conducted through social media accounts (outside of disasters), in
accordance with the City’s records retention schedule, the City shall retain all social media
messages only until read.
Legislative Policy Manual -- Chapter 3-G 1
(EXTERNAL)
Terms and Conditions for Users of City of Hopkins Social Media Sites
PURPOSE
Because many of our residents and other stakeholders utilize social media for news and
communications, the City of Hopkins has developed its own social media accounts, which help us
inform the public about our work and mission.
The City of Hopkins’ social media accounts will be used for incidental, non-vital communication
and general information only. It is not the purpose of the City’s social media accounts to be a
medium for transactions of city business. The one exception is in the case of a natural or man-
made disaster, if it is determined by the City that the best means of communicating with the public
is through the social media account(s).
The City of Hopkins wishes to establish a positive and informative social media presence. City
representatives have the responsibility to use the City’s social media resources in an efficient,
effective, ethical, and lawful manner pursuant to all existing City policies.
The City of Hopkins relies on our own free speech rights to communicate our selected messages.
Comments left on our social media sites reflect the views of the commenters, not the views of this
agency.
The City of Hopkins is committed to fully complying with the freedom of speech clause of the
First Amendment of the U.S. Constitution and other similar legal obligations surrounding free
speech. Since we follow the law, there may be times when what some people perceive to be
offensive comments left by members of the public will remain visible on our social media posts, if
such comments are legally protected speech.
The City of Hopkins has an important interest in assuring the accuracy and consistency of
information associated with our social media sites. These terms and conditions establish guidelines
for the public’s use of our social media sites in a way that balances these values.
DEFINITIONS
1. “Social media” means digital content created by us and communicated on platforms that
allow sharing, commenting, and engagement by the public. Examples of social media
accounts we may use are Facebook, Twitter, Instagram, YouTube, Nextdoor and LinkedIn.
2. “Comments” include any digital content, information, links, images, videos, or any other
form of communicative content posted in reply or response to a social media account post
posted by us on one of our social media sites.
3. “User” means a member of the public who views or interacts with one or more of our
social media accounts.
4. “Employees and agents” means all City representatives, including its employees and other
agents of the City, such as independent contractors or councilmembers.
Legislative Policy Manual -- Chapter 3-G 1
5. “Social media manager” means any City employee or agent with administrator access who,
when posting or responding to a post, appears to be the City social media account owner.
EXPECTATIONS
1. City of Hopkins leaders believe that honest, civil, and productive discussions provide the
best environment for residents and other stakeholders to understand the work of their
government.
2. We ask commenters to consider that our social media feeds may be viewed by children and
other impressionable people. Please avoid profanity, slurs, personal attacks, bullying, or
use of false information.
ACCOUNTABILITY
The City of Hopkins commits to regularly train its employees on this policy and relevant freedom
of speech caselaw and also commits to hold employees accountable if they violate policy or law.
GENERAL GUIDELINES
1. These terms and conditions apply to all our social media sites. Where possible, a link to
these terms and conditions will be made available as a hyperlink or posted as text
somewhere on our social media accounts.
2. Users should know that social media posts we make, comments and replies to those posts,
and any direct or private messages sent to us may be public records subject to applicable
public records release.
3. Our social media accounts are not monitored 24/7 and no one should utilize our social
media accounts to seek emergency services. Anyone in need of emergency help should call
9-1-1.
4. We do not guarantee we will respond to comments or messages sent on our social media
accounts.
CONTENT MODERATION
2. Limited Public Forum. Our social media accounts are created and maintained as limited
public forums under the caselaw pertaining to the freedom of speech clause of the First
Amendment to the U.S Constitution. We invite members of the public to view and, where
possible and permitted, provide comments or other engagement on our social media posts.
However, the law permits us to hide and/or delete comments that are not protected speech
under the First Amendment and relevant caselaw. As a general rule, we will not hide
and/or delete comments solely because such comments are critical of the City of Hopkins
or its officials.
3. Prohibited Content. As indicated above, we may hide or delete:
Legislative Policy Manual -- Chapter 3-G 1
a. Comments expressly advocating direct violence or other illegal activity;
b. Comments containing or linking to obscenity, which is defined as sexually explicit
and/or pornographic content that is patently offensive, appeals to prurient interest,
and lacks serious literary, artistic, political, or scientific value;
c. Comments that expressly encourage or advocate our agency to illegally
discriminate based on race, age, religion, gender, national origin, disability, sexual
orientation, veteran status, or any other legally protected class;
d. Comments containing links to malware and/or malicious content that affects the normal
functioning of a computer system, server, or browser;
e. Duplicate comments posted repeatedly within a short period of time;
f. Comments containing actual defamation against a specifically named person or
organization, either as determined by a court or comments that are patently
defamatory by easily discovered facts;
g. Comments that contain images or other content that violate the intellectual property
or copyright rights of someone else, if the owner of that property notifies us that the
property was posted in a comment on our social media account.
h. Comments that contain a hyperlink to any website other than those controlled by
the City of Hopkins. This will be done without regard to the viewpoint of the
comment containing such a link or the content of the site to which the link
redirects.
4. Retention. When a comment containing any of the above content is posted to our social
media account, a copy or electronic record of that content may be retained or archived
pursuant to our records retention policy, along with a brief description of the reason the
specific content was deleted. Once documented, the content will be removed, where
possible, from our social media account.
APPEAL
1. If our staff hides or deletes a user’s comment pursuant to these terms and conditions, the
user has the right to appeal that decision by sending an email or letter to the City attorney
within five business days.
2. Upon receipt of an appeal, our attorney will determine whether the comment at issue
contained content protected by law. If the appeal is successful, the comment may (if
possible) be restored for public view, or the user may be permitted to repost the comment.
Upon a determination that the comment was not protected by law, the user will be notified
that the appeal was denied.
Legislative Policy Manual -- Chapter 3-G 1
3. Blocking or Banning a User. When we determine that a user has violated these terms and
conditions on three or more occasions within a twelve-month rolling period, we may block
or ban the offending user from the social media account where the violations occurred.
If we block or ban a user, we will (a) reasonably attempt to notify the user; (b) describe the
violation(s); and (c) explain the appeal process.
If the appeal is successful and the user has not violated this policy three times within a
rolling 12-month period, we will unblock or unban the user from the social media account.
If the appeal is not successful, our decision will stand.
Established: 3/20/2018
Revised: 6/2022
Revised: 01/02/2024
Legislative Policy Manual -- Chapter 5-A 1
POLICY 5-A
SALE OF PROPERTY
1. PURPOSE
1.01 The City of Hopkins owns various items of personal property or parcels of real property
which may be surplus to operating needs.
2. PERSONAL PROPERTY POLICY
2.01 Disposal of personal property is covered in Section 305 2-134 of the Hopkins City Code.
3. REAL PROPERTY
3.01 A resolution declaring property to be surplus shall be approved by the City Council. Prior
to this action, the City Council shall direct the staff to undertake the following:
1. Notify HRA and Park Board of the availability of the property.
2. Review with the Zoning and PlanningPlanning & Zoning Commission to determine if
the disposition complies with the Comprehensive Plan.
3.02 The sale of land shall be made available at a price that shall take into consideration the
estimated fair market value of the cleared land. However, the City Council, based upon the
specific situation, shall have the right to accept an offer for more or less than the fair
market value.
3.03 The City Council shall have the ability to undertake a negotiated sale of land without
public bidding, but only following a public hearing, and after published notice in the
official newspaper at least once, and not less than 10 days nor more than 30 days prior to
the date of the hearing.
3.04 When the public bidding process is followed in the sale of property, a notice shall be
placed in the official newspaper at least once providing a minimum 30 day period for
submission of bids.
3.05 The City Council is authorized to establish any guidelines and specifications determined
appropriate to govern the sale and development of surplus property.
3.06 When the public bidding process is followed, the City Council has the right to award the
sale of surplus property based upon the highest responsible bid which complies with any
established guidelines and specifications. The City Council shall have the right to reject
any or all bids.
3.07 The City Council is authorized to sell or donate surplus property to the Hopkins Housing
and Redevelopment Authority to facilitate redevelopment activities.
3.08 The City Attorney shall draft legal documents and coordinate the consummation of the sale
of surplus property.
Established 8/18/87
Revised 8/1/89
Revised 01/02/2024
City of Hopkins
POLICY 5-C
USE OF CITY BUILDINGS
1. PURPOSE
1.01 City-owned buildings are in fact owned by the citizens residents of the community in trust
to the City Council and City Manager. Therefore, citizens community memebrs should be
permitted and encouraged to use these facilities. These policies are to assureensure that
facilities are available in an orderly fashion and neat condition.
2. TYPES OF PROPERTY
2.01 Separate policies shall be established for the City Hall, Hopkins Center for the Arts,
Hopkins Pavilion, Hopkins Activity Center and City parks. property including parks and
the Activity Center.
2.02 Users of the facilities are classified into the following two categories:
Group 1. City Council and other official boards and commissions of the City of Hopkins.
Group 2. Quasi-public groups which consist primarily to serve a broad community interest.
Examples of such groups include, but are not limited to:
• Raspberry Association
• Political parties
• Jaycees
• Rotary
• Various community groups
2.03 Reservations and Scheduling - Generally, reservations are made on a first come/first served
basis. However, it is recognized that all groups do not schedule their meetings as far in
advance as others, and unforeseen events will often require special meetings. Therefore,
Group 1 organizations will have a priority over Group 2 organizations. Within
classification groups, an organization with regularly established meeting times will have
priority over those who do not meet on a regular schedule.
2.04 Facilities managers shall allow any group using space at a Hopkins facility to post signs
banning guns at the Hopkins facility. Facility managers shall review such requests to ensure
that the group is legally entitled to post signs and to ensure that the signs meet the
requirements set out in the state statutes, are uniform in appearance, and are posted in the
appropriate places. Licensed police officers are exempted from any prohibition on carrying
firearms.
2.05 Groups leasing or using space at a Hopkins facility shall, as a condition of the lease or use,
agree to prohibit the possession of firearms during the event or activity at the Hopkins
property. No person participating in the event or activity, including the members,
employees, volunteers, or vendors of the group sponsoring the event and including any
person attending the event or activity, shall carry a firearm during the event or activity.
Groups shall post signs that meet the notice requirements for "private establishments", as
set forth in state law, to prohibit persons from carrying firearms at the event or activity.
3. FEES
3.01 The City and each facility may set fees to cover the cost of operations and use.
Established 8/18/87
Revised 10/7/2003
Revised 01/02/2024
City of Hopkins
POLICY 5-D
SPECIAL EVENTS POLICY
1. PURPOSE
1.01 The purpose of this policy is to set forth procedures to be followed by organizers of Special
Events who wish to use city property and/or require city services. Any organization
wishing to sponsor or hold a Special Event in the City of Hopkins will be required to
complete the Special Event Permit Application. The City will conduct a complete review
of any Special Event Permit Application and inform the applicant if the event is allowed.
Special Events are defined as any parade, race, procession, carnival, community picnic,
celebration, fundraiser, dance, concert, large assembly, or other special event on City
property within the corporate limits of the City of Hopkins.
2. CITY SERVICES PROVIDED FOR SPECIAL EVENTS
2.01 Pre-Approved Activities: Pre-Approved Activities are special events for which the City
provides some basic services without charge. Detailed applications including street
closure permits, liability insurance and site plans are required. Pre-Approved Activities
include:
a. World’s Shortest St. Patrick's Day Parade
b. Raspberry Festival Parade and Family Day
b.c. Halloween in Hopkins
c.d. Old Fashioned Holiday Annual Holiday in Hopkins & Small Business Saturday
d.e. Mainstreet Days
f. Farmer's Farmers’ Market
e.g. Hopkins Summerfest
f.h. National Night Out
2.02 Other Events: Approval of the following events is at the sole discretion of the City of
Hopkins. Events must be determined to be in the general interest of the public. Events
must also not require excessive staff support from the City. Approval of an event does not
require the City to approve similar events or even the repeat of the same event. Each
event will be reviewed separately.
2.03 Co-Sponsored Events: The City may co-sponsor certain events with other organizations,
when the City Council determines that the event is in the general interest to the public
and advances the City’s public image. The City will provide financial support to these
events as determined in the annual budget appropriation. These events must meet the
other requirements of the Special Event Policy and must reimburse the City for any City
costs in excess of the support level authorized by the budget appropriation. Approval of
an event does not require the City to approve similar events or even the repeat of the
same event. Each event will be reviewed separately.
2.04 Other Non-Profit Events: The City may provide up to $300.00 in City labor costs and
related fringe benefit costs, and use of City equipment to assist Special Events operated
by non-profit organizations. These events must meet the requirements of the Special
Event Policy and must reimburse the City for any costs in excess of this support level.
Groups filing an application as a Non-Profit Event must be able to submit a current IRS
501C3 Statement. Approval of an event does not require the City to approve similar
events or even the repeat of the same event. Each event will be reviewed separately.
2.05 Other For-Profit Events: The City may allow other Special Events operated by for-
profit sponsors that are beneficial to the City and the public. These events are subject to
an additional use charge for the use of the public property. In addition, these events must
pay 100% of all City costs related to the event. These events must meet the other
requirements of the Special Event Policy and must reimburse the City for any City costs
in addition to the payment of the established permit rate. The minimum additional use
charge shall be $250.00 per day. Approval of an event does not require the City to
approve similar events or even the repeat of the same event. Each event will be reviewed
separately.
3. FEES FOR SPECIAL EVENTS
3.01 Hourly Rate shall be the hourly cost for any employee working on a Special Event as
established by City Administration. Please note that these rates are reviewed/adjusted
annually. Please refer to Attachment A to confirm rates. The Hourly Rate shall include
expenses related to the employee including fringe benefits.
3.02 Purchased or Rental Materials shall include all direct costs for all materials purchased
or rented by the City of Hopkins for use at the event.
3.03 Equipment Charges shall be the current equipment usage rates as established by the
City of Hopkins.
3.04 A Replacement Cost will be billed for missing and/or damaged equipment and supplies.
4. BILLINGS FOR SPECIAL EVENTS
4.01 Special Event billing by the City shall be itemizedwill include by the employee time of
Administration, Public Works, Police and Fire; any purchased or rented materials;
equipment charges; and any replacement costs for missing or damaged
equipment/supplies.
4.02 If approved, event sponsors who have previously hosted the same event in the year prior
AND paid their bill in a timely manner will be extended the courtesy of paying all City
fees after their event is completed and billed for the current year.
4.03 If approved, new events or events that are repeating annually and did NOT pay their bill
in a timely manner must submit either a cash deposit, check with payment of 75% of
estimated expenses be used as a deposit to be credited against the final payment. Deposit
fees must be paid not less than 30 days prior to the newly scheduled event.
5. REGULATIONS AND PROCEDURES
5.01 Any person or organization wishing to sponsor a Special Event must obtain a Special Event
Permit not less than 45 60 days before the special event.
5.02 Applications for a permit for a Special Event will be available at the City Clerk's office,
and if approved, shall become a part of the permit. Incomplete applications will be
returned.
5.03 The permit fee shall accompany the application.
5.04 Special Events which are not sponsored by the City or deemed Pre-Approved may require
a deposit of not less than $200 or as determined by the City Manager.
5.05 The cash deposit will be calculated based on the anticipated and potential cost to the City
of Hopkins, and shall be submitted no less than thirty (30) days before the special event.
5.06 The return of the deposit is conditioned upon the applicant having not requested nor
received services which are a cost to the City of Hopkins and the applicant causing no
damage to the public or private property in the City of Hopkins, and further conditioned
upon the fact that the applicant will remove all dirt, paper, litter, or other debris generated
by its operations, from the site of the event and the adjoining premises upon completion of
the event.
5.07 Issuance of a Special Event Permit does not constitute a waiver of any Federal, State or
Local laws. Applicants are responsible for complying with all applicable Federal, State,
and Local laws.
5.08 Issuance of a Special Event Permit does not, in any way, imply City sponsorship of the
Special Event.
5.09 Traffic Control Measures: Applicant is required to pay all costs for traffic control measures
and traffic control personnel.
5.10 Traffic Barricades: The applicant shall through a bona fide contractor provide, install and
remove all the equipment as stipulated by the Public Works Department. The installation
and removal of barricades by Hopkins Public Works Department is subject to the Hourly
Rates listed in Attachment Astreet closure rates established by the Public Works
Department.
5.11 Notice to Property Owners: The applicant may be required to provide a 30-day notice to
all property owners about a Special Event as stipulated by the City Clerk or designee. For
events at the 8th Avenue Artery, the City Clerk will provide the applicant with a list of
property owners to notify.
5.12 Insurance: Applicant must provide the City with a Certificate of Insurance showing proof
of general liability insurance, automobile liability insurance (if applicable) and liquor
liability insurance (if applicable) meeting the following minimum requirements:
• Applicant shall procure and maintain for the duration of the event commercial general
liability insurance or equivalent special event coverages protecting it from claims for
damages for bodily injury and property damage which may arise from or in
connection with the event’s operation and use of the City’s property in the minimum
amount of $1,000,000 per occurrence.
• If automobiles will be used during the event, Applicant shall provide automobile
liability insurance with a minimum combined single limit of $1,000,000 per
occurrence. Coverage shall include liability for owned, non-owned and hired
automobiles.
• If alcohol will be sold or served, Applicant must have liquor liability (dram shop)
insurance in the minimum amount of $1,000,000 per occurrence.
• The City shall be endorsed as an additional insured on all liability
policies. Applicant’s insurance shall be primary.
• The City reserves the right to modify these insurance requirements depending on the
nature and scope of the event.
5.13 Claims: Applicant agrees to defend and hold the City harmless from claims, demands,
actions or causes of actions, of any nature of character, arising out of, or by reason of
conduct of the event authorized by such premise extension, including attorney fees and
all expenses.
5.14. Damages: Applicant will indemnify the City for all damages that may result to City
property as a result of an event.
5.15 Supervision: Applicant will maintain adult supervision of the event at all times.
Applicant will provide security as stipulated by the Chief of Police or designee. Security
will be billed at the Hourly Rate outlined in Attachment A staffing rate established by the
Police Department.
5.16 Clean-up: Applicant will, at no cost to the City, immediately clean up, remove and
dispose of all litter or material of any kind, which is placed or left on the street because of
the event. If the Applicant neglects or fails to proceed with clean up within a two-hour
period immediately following the end of the event, or if the cleanup is done in an
inadequate manner, the Director of Public Works or designee is authorized to cleanup and
charge Applicant for clean-up at the Hourly Rate shown in Attachment A. rate
established by the Public Works Department
5.17 Trash Disposal: Applicant will provide plans for trash disposal including the company
contracted for trash disposal as part of the Special Event Permit Application.
5,18 Restrooms. Applicant will provide plans for providing restrooms including the company
contracted for supplying restrooms as part of the Special Event Permit Application.
5.19 Use of City Utilities: The Applicant will not use City utilities for any event unless
permission has been granted by the Director of Public Works or designee. The electrical
circuits in the Central Business District have a limited amperage capacity. Applicant will
provide plans for events on the 8th Avenue Artery where the use of City utilities for
events will be permitted.
5.20 Food Permits. The Applicant shall obtain a Minnesota Department of Health food license
and shall comply at all times with the applicable health codes and regulations. Proof of
license shall be provided to the City Clerk at least seven days before the event and kept
on site for immediate inspection.
5.21 Mobile Food Units. The applicant shall obtain register a Mobile Food Unit license
fromwith the the City Clerk. and shall comply with all conditions outlined in Legislative
Policy 5-J Mobile Food Units. For units parked at the 8th Avenue Artery, all food sales
must locate in the defined space.
5.22 Alcoholic Beverages on Public Property. The Applicant is required to follow the
procedures listed in Legislative Policy 5-K Alcohol/Security/Conduct Policy at City
Facilities. All of the below stipulations are inclusive of interior and exterior areas of any
special events:
• Fencing surrounding the defined area for the service of alcoholic beverages will be
secured to establish the outdoor event area. All liquor sales and containers used for
consumption must remain in the defined space.
• There should be controlled access to the event with event security personnel to
identify and wrist band those of legal age to consume. The gate/emergency exit of
the fenced area will need to be continuously staffed to prevent patrons from leaving
with alcoholic beverages.
• Events are “21 and over” after 9 p.m. when alcohol is being served.
• All alcohol service will cease at 10 p.m. All patrons must exit the defined space by
10:30 p.m.
• Event security will assist the Police Department in clearing the event at closing time.
The closing time should be prominently displayed throughout so there is no confusion
at the end of the evening when patrons are asked to leave.
• For events, applicants will be required to hire uniformed police officers to supplement
their security staff as required by the Police Department. Monitoring of those
consuming alcohol will be done by event coordinators and the Hopkins Police
Officers who have been hired to assist with the oversight of the event.
5.23 Outdoor Music. No outdoor music or amplified sound is allowed during the hours of 10
p.m. and 7 a.m. The Police Chief or designee has the ability to direct the event manager
to control the level of noise and/or terminate the event at any time. Any plans for outdoor
music or amplified sound must be described in the Special Event Permit Application.
5.24 Outdoor Tents. Applications must be submitted for any tent permits exceeding 200
square feet. Erection of tents, canopies, or similar structures is allowed; however, the
applicant cannot drive stakes, nails, screws, posts, or otherwise disturb either paved or
unpaved surfaces within the right of way to secure such features.
5.25 Variances. The applicant shall provide in writing the condition or conditions that are
requested to be modified, the modification that is request, and the factors that the City
Manager or designee should consider when determining the modification. Variance
requests must be submitted with the Special Event Permit application. Approval of a
variance does not require the City to approve similar variances or even the repeat of the
same event. Each variance will be reviewed separately.
5.26 Termination: The applicant may terminate this agreement at will by giving 14 days
written notice to the City. If less than 24 hours’ notice is given to cancel an event that
required contracted work, staff will be compensated for a 2-hour minimum charge. City
staff has the authority to cancel or stop an event, or place additional restrictions on the
event, if it is deemed that the public health, safety or welfare would be better served with
additional restrictions.
5.27 City staff may place any additional requirements on any event. These requirements may
include specific staff levels for Police, Fire, Public Works or other personnel. Expenses
will be billed to the sponsoring organization under the terms of this policy.
Established: 5/19/88
Revised: 11/16/93
Revised: 01/19/16
Revised: 03/06/18
Revised: 01/02/2024
City of Hopkins
ATTACHMENT A
SPECIAL EVENT FEE SCHEDULE FOR SERVCIES
(this fee schedule may be reviewed and updated annually by the City Administration)
Public Works Personnel Cost Per Hour (Minimum 3 hours per employee call-in)
• General Laborer $36 regular time; $54 OT
• Supervisor $64
Police Department Personnel Cost Per Hour
• Police Officer $74.10
Fire Department Personnel Cost Per Hour
• Firefighter $14.95
Vehicles Cost Per Hour
• Garbage truck $90
• Pick Up truck $35
• Dump truck $90
• Boom truck $90
• Fire truck $250
Legislative Policy Manual -- Chapter 5-E 1
POLICY 5-E
PAVILION (ICE ARENA) OPERATION
1. PURPOSE
1.01 The purpose of this policy is to establish policies and procedures for the operation of the
Hopkins Pavilion (Ice Arena).
2. GENERAL
2.01 The City of Hopkins will employ a Pavilion/Ice Arena Manager, Receptionist Clerk,
Maintenance II Worker, Seasonal Pavilion Technicians and Ice Guards as required to operate
the Pavilion. An employee of the City will be in the Pavilion during all operational hours.
2.02 In order to operate a clean, safe and cost efficient facility, rules and regulations are required
and will be set forth in the ice rental agreement and agreement attachments and dry floor use
agreements.
2.03 The Pavilion concessions will be operated by an approved operator under agreement with
the Hopkins Pavilion. Terms of the agreement will run as designated and will be renewable
each year at the recommendation of the Hopkins Pavilion Staff.
2.04 The Hopkins Pavilion personnel will make every effort to supply quality and pleasant
surroundings for user groups, spectators and visitors.
2.05 During maximum usage, the facility will be open from 5:30 a.m. until 1:30 a.m.
2.06 The facility will close after the last hour of rented time.
2.07 All user groups who are renting time hourly or daily will be required to sign a rental
agreement with the City of Hopkins.
2.08 Organized groups and associations that rent large amounts of time at the Pavilion, may at
the City of Hopkins discretion, be billed for the rental time. All other user groups and
individuals will use the Pavilion on a C.O.D. basis.
2.09 Organized groups and associations that purchase rental time at the Pavilion are responsible
for the distribution of time fairly within their own organization for purposes of gender equity.
2.10 All rental rates will be determined by recommendation from the Pavilion Manager and Park
Board and approval by the City Council.
Legislative Policy Manual -- Chapter 5-E 2
3. ICE RENTAL
3.01 The Pavilion has the capacity to operate as an ice arena from September 1 through May 31.
Actual opening and closing dates will be dictated by ice time, turf and dry floor requests.
3.02 On weekdays when the early morning hours are not rented the facility will be opened at 8:00
a.m.
3.03 Ice time will be rented in back to back periods, with resurface and maintenance periods
between user groups. Due to cost of wages and utilities requests for late evening hours will
be granted only if the preceding hour is rented.
3.04 Prime time hours will be as follows:
Weekdays - Hours starting at or after 2:00 p.m. until 10:00 p.m. Hours starting before 2:00
p.m. and at or after 10:00 p.m. will be non-prime.
Weekends - Hours starting at or after 7 a.m. until 10:00 p.m. are prime hours. All other
hours will be non-prime.
3.05 Current rates are prime $195.00/hour and non-prime $140.00/hour.
3.06 Public open skating sessions will be offered in the Hopkins Pavilion. The sessions will be 1
or 1 1/2 hours in length. Current rates are $4 per adult and $3 for 18 and under, per session.
Open skating will be scheduled a minimum of 9 hours per week. Hours scheduled for open
skating may be expanded at the discretion of the Pavilion staff.
3.07 In the event of a conflict in times requested by various user groups, priority consideration
will be given to Hopkins residents and resident organizations to the degree that it is
economically efficient to grant the ice time request and the ice time can be scheduled to offer
time to a diversity of user groups.
4. ICE USER GROUPS
4.01 Ice user groups will include, but are not limited to the following groups; The general public,
Hopkins/Minnetonka Recreation department, youth hockey associations, figure skating
clubs, junior hockey teams, private figure skating instructors, broomball organizations,
community organizations, schools and organizations for the handicapped.
5. TURF RENTAL
5.01 The Pavilion has the capacity to operate with indoor artificial turf from March 15 - May 15.
Actual opening and closing dates will be dictated by demand for indoor turf usage
5.02 On weekdays when morning hours are not rented the facility will be opened at 8:00 a.m.
5.03 Turf rentals will be rented in back-to-back periods with no time between rentals.
5.04 The Pavilion staff will operate an indoor soccer league during the turf rental season. Current
rates for hourly turf rental and soccer team fees are as follows:
Turf rental hourly rate: $80.00
Team fee for soccer league: $775 per team
5.05 Priority consideration will be given the Hopkins residents for turf rental and team entrance
into the soccer league, to the degree that it is economically efficient to grant priority.
6. TURF USER GROUPS
6.01 Turf user groups will include, but are not limited to the following groups; the general public,
Hopkins/Minnetonka Recreation Department, youth soccer associations, lacrosse
organizations, youth baseball organizations, schools and craft, antique, and ballcard shows.
Legislative Policy Manual -- Chapter 5-E 3
7. DRY FLOOR RENTAL
7.01 The Pavilion has the capacity to operate dry floor events from May 15 through September
15. Actual opening and closing dates will be dictated by requests for indoor dry floor events.
7.02 On days when there are no dry floor events scheduled the facility will be open Tuesday
through Friday 8:00 am - 2:30 p.m. The Pavilion can be used free of charge during these
hours for various small picnics or gatherings. Large groups are encouraged to reserve the
Pavilion to avoid conflicts in scheduling for their organization.
7.03 Dry floor events will normally be scheduled on a one event per calendar day only. This will
avoid conflicts in both maintenance and setup for the user groups. Due to the cost of wages
and utilities, requests for late evening hours will be granted only with approval of the
Pavilion Manager.
7.04 Large groups who wish to have exclusive use of the Pavilion are required to reserve, contract,
and pay appropriate fees for the event date. The current daily dry floor rental rates are as
follows, which are in addition to a $200/event cash damage deposit; Residents and/or
Resident Non-profit Organizations: $300/day; setup day or additional days $200/day.
Non-Residents and/or Non-Resident, Non-profit Organizations: $400/day; setup day or
additional days $250/day.
Profit Organizations: $500/day; setup day or additional days $300/day.
Hopkins Jaycees: $150/day; setup day or additional days $100/day; for up to five (5) separate
events. After five separate events rates go to resident non-profit rate schedule.
The Pavilion will be rented by the hour for athletic activities. These activities include but
are not limited to rollerskating, rollerhockey, volleyball and floor hockey. The current hourly
rental rate is $50.00/hr tax included. Request for hourly rentals will be granted only if it is
economically efficient to grant the request.
7.05 In the event of a conflict in times requested by various user groups, priority consideration
will be given in the following order;
1) Hopkins Residents
2) Hopkins Jaycees
3) Other Resident non-profit organizations
4) Other Non-resident, non-profit organizations
5) Profit organizations or events.
7.06 Requests for tentative dates will be held up until 30 days prior to the scheduled use date at
which time a signed contract and required deposits must be made. If the signed contract or
required deposits are not made the management reserves the right to release the date to
another party, cancel the engagement, or enter into a binding contract with required deposits
made as contractually agreed upon.
8. DRY FLOOR USER GROUPS
8.01 The Pavilion will be used for dry floor events by user groups that may include, but are not
limited to the following groups; the general public, Hopkins Jaycees, Hopkins Business and
Civic Association, Heritage Days, Special Olympics, Raspberry Festival, rollerblade
Legislative Policy Manual -- Chapter 5-E 4
hockey, non-profit organizations, craft shows, antique shows, home shows, sports shows,
building shows, dog shows and concerts.
Established 10/16/90
Revised 4/21/92
Revised 5/2/95
Revised 8/5/2013
Legislative Policy Manual -- Chapter 5-F 1
POLICY 5-F
ASSIGNING BILLBOARD SPACE
1. PURPOSE
1.01 The purpose of this policy is to regulate the use of billboard space made available to the City
of Hopkins.
2. GENERAL
2.01 The space available to the City of Hopkins for billboard signage is as follows: one face of
the billboard for two months each year; or, both faces of the billboard for one month each
year.
2.02 The City of Hopkins may elect annually to use the billboard for municipal messages or to
assign the billboard space to another organization. Municipal uses of the billboard may
include:
Promoting such municipal events as the Home Remodeling Fair and the City-wide Open
House, etc.;
Highlighting municipal messages concerning fire prevention, public safety, parks and
recreation, etc.
2.03 Any City department wanting to use the billboard for the upcoming year must submit a
request to the City Manager's office by September 1 for the upcoming year.
3. CRITERIA FOR ASSIGNING BILLBOARD SPACE
3.01 Once the City's uses have been determined, and if there is space available, the following
criteria apply for assigning billboard space:
3.02 Only non-profit organizations that are located in Hopkins will be eligible for billboard space.
3.03 The organization must advertise a city-wide or community event.
3.04 No organization will be assigned use of the billboard space for more than two consecutive
years unless space is available and no other organization has requested use of the billboard
or meets the policy criteria.
Legislative Policy Manual -- Chapter 5-F 2
4. PROCEDURE FOR REQUESTING SPACE
4.01 By October 1, any organization that wishes to use the City billboard space in the following
calendar year must have submitted to the City Manager's office an application, on a form
made available by the City, indicating the dates requested and the proposed billboard
message.
4.02 Applications for use of the City billboard space must be approved by the City Council, and
it is at the sole discretion of the City Council to assign billboard space to an organization.
5. COST
5.01 The organization using the billboard space is responsible for any costs incurred in connection
with said use, and the City of Hopkins shall have no responsibility for such costs.
Established: January 7, 1997
Legislative Policy Manual -- Chapter 5-F 3
POLICY 5-G
TOBACCO-FREE PARKS
1. PURPOSE
1.01 The purpose of this policy is to set forth the rules and enforcement for banning the use of
tobacco products in City parks and park facilities, thus creating a safer, more enjoyable
environment for all park users.
2. DEFINITIONS
2.01 Tobacco products mean cigarettes, cigars, pipes, plus smokeless forms including dipping
tobacco and snuff.
2.02 Designated parking area means a marked parking stall or a city-designated and signed
temporary parking area or parking along a street where on-street parking is allowed.
3. REGULATIONS AND PROCEDURES
3.01 No person may use tobacco products on city-owned parkland, park facilities, recreational
or open spaces, except within the confines of a vehicle in a designated parking area.
3.02 Compliance and enforcement procedures
(1) the emphasis in enforcing this policy is through voluntary compliance
(2) appropriate city-owned parkland, park facilities and open spaces will be signed
(3) City staff will provide information regarding this policy to Hopkins-Minnetonka
Recreation staff and sports league leaders and coaches
Established: 10/19/2010
Legislative Policy Manual -- Chapter 6-J 1
POLICY 6-A
PURCHASING POLICY
1. POLICY
1.01 The purchasing policies of the City are established by the City Charter, the City Council,
and state statute. Under state statute annual adoption of the operating budget shall
constitute Council appropriations for purchases made throughout the year. No purchase is
final until approved by the City Council.
1.02 The responsibility to adhere to a department budget shall be with the department head.
Accordingly, the department head has full responsibility for the purchases which occur
within his/hertheir department. A department head may designate a subordinate to act for
the department head. The role of the City Manager is to monitor the purchasing actions of
the department head. The role of the Finance Director is to insureensure that proper
purchasing and payment procedures are adhered to.
1.03 Large purchases for all departments of the City are to be made centrally, as nearly as
possible, through the Purchasing Agent..
1.04 All purchases shall be of a quality to suit the intended purpose at the lowest cost.
1.05 Wherever practical and appropriate, materials with recycled content will be used in the
construction or remodeling of municipal facilities.
1) Specifications will promote, and not prohibit, the use of recycled products or
materials.
2) Specifications shall require that employees of the City and of the contractors bidding,
cooperate and promote the use of recycled products and materials.
2. RELATIONS WITH SUPPLIERS' REPRESENTATIVES
2.01 Purchasing Relationships. The relationship between the purchaser and the seller should be
one of mutual understanding. The departments should not be burdened with, nor encourage
visits from, suppliers except in those cases where special equipment, chemicals, etc. are to
be purchased or where it will be helpful to the Purchasing AgentCity; neither should they
become involved in the routine of purchasing.
2.02 The City Clerk's office shall maintain a file on possible suppliers, as well as catalogues,
advertising, etc.
2.03 When necessary for City departments to correspond with suppliers on some technical
matter, copies of the correspondence shall be forwarded to the Purchasing Agent.
2.024 All employees of the City shall keep themselves free of obligation to any of the City's
suppliers.
3. REQUIREMENTS FOR PURCHASING
3.01 For purchases less than $1,000, department head approval is necessary. Purchases greater
than $25,000 that are part of a cooperative purchasing agreement and are within the
Legislative Policy Manual -- Chapter 6-J 2
adopted budget for that department do not need approval from the city City
councilCouncil. Purchasing under $25,000 that are part of a cooperative agreement and
are within the adopted budget for that department, quotations are not needed.
3.02 Purchase Orders.Generally the following thresholds apply
(1) $1,000 - $10,00025,000 or less - Requisition signedApproval by Department Head.
Attach two informal quotes.
(2) $10,00025,000 - $25175,000 - Requisition signed by Department Head and City
Manager. Attach two written quotes. Done by sealed bids, direct negotiation, written
quotes or on State contract.
(3) $25,000 - $50,000 - Requisition signed by Department Head and City Manager. Three
written quotes or RFPs. Approval is required from City Council for purchase.
(4) $50,000175,000 and above - Advertise/sealed bids per M.S.S. 471.345 or done
through State Contract. Approval is required from City Council for purchase. Signed
contract replaces need for purchase order.
3.03 All non-budgeted purchase requests must be accompanied by a staff report justifying the
expenditure. Requisition must be signed by the City Manager.
3.04 DEFINITIONS
Capital Outlay - the purchase of any item or equipment costing over $1,000.00 and having
a useful life of at least 3 years.
Operating and Maintenance Supplies - non-capital outlay items, equipment, or services
necessary for normal operations and maintenance.
3.05 Multiple item purchases from a single vendor are to be placed on one purchase order.
3.06 A purchase order is prepared for each requisition when the vendor requires such a
document and will be mailed or faxed to vendors upon request.
4. PURCHASE REQUISITION
4.01 The purchasing requisition serves to inform the Purchasing Agent of the needs of the
requisitioning department and to define exactly the material supply or service requested.
4.02 Requisitions shall be prepared far enough in advance to allow sufficient time for delivery
to be made prior to the actual need of the requisitioned material or service. This applies to
all purchases except emergency purchases (see Section 6) which should be kept to a
minimum since they tend to disrupt normal purchasing procedure and lessen budgetary
control.
4.03 All requisitions shall be signed by the head of the department or someone authorized to act
for him/her. Such authorization shall be filed in writing with the PURCHASING AGENT.
Requisitions for budgeted purchases of $10,000.00 or more shall be signed by the City
Manager.
4.04 A properly processed purchase requisition shall contain the following information:
1) Date - The date the requisition was prepared.
Legislative Policy Manual -- Chapter 6-J 3
2) Department.
3) Delivery Point - Address where merchandise or service is to be delivered or furnished.
4) Terms - Indicate who pays shipping charges and if a discount is applicable.
5) Company Name and Address.
6) Quantity Requested.
7) Description - A complete and accurate description of the item requisitioned must be
given so an understandable purchase order may be prepared. This includes size, color,
type, grade, etc. If the purchase is of a technical nature, specifications should
accompany the requisition. If the item cannot be described, except with a great amount
of detail, a brief description may be given, followed by the trade name and model of
an acceptable item or "equal". All specifications shall be approved by the Purchasing
Agent.
8) Cost - The cost shall be given. When definite costs figures are not available, a
reasonable estimate shall be given. When an estimate is given it will be designated as
such.
9) Appropriation - Designate the account number to which the purchase is to be charged.
10) If the item has been bid, or it is over $25,000, show the date of council approval.
11) The signature (or signatures) of the person authorized to sign the requisition is
required.
12) Quotations required for the purchase must be attached to the requisition.
4.05 Two copies of the requisition should be prepared. The original is to be submitted directly
to the Finance Department for budgetary authorization of such purchase and the duplicate
or copy should be retained by the department initiating the purchase requisition.
4.06 If a requisition is incomplete or not properly prepared, it shall be returned to the
department initiating such requisition for additional information.
4.07 The requisitioner shall not split orders to circumvent any provisions of the City Charter or
any policy established by the City.
4.08 When several pages of a requisition are required for a purchase, pages shall be numbered
consecutively. In such cases only the first page need be signed by the authorizing
department.
5. ISSUANCE OF PURCHASE ORDERS
5.01 A purchase order authorizes the vendor to ship and invoice materials or services, or both,
as specified.
5.02 Purchase orders shall be issued only upon receipt of an acceptable requisition, except under
emergency conditions as set forth in the "Emergency Purchases" section of this policy.
5.03 The authorized Purchasing Agent shall issue purchase order. All purchase order shall be
transmitted to the supplier by the Finance Department, except under emergency conditions
as set forth in the "Emergency Purchases" Section 6 of this manual.
Legislative Policy Manual -- Chapter 6-J 4
5.04 A standard purchase order form, containing an original and three copies, is needed to make
all purchases and is routed as follows:
1) Original (white copy) is forwarded to the supplier.
2) First copy (yellow) is retained by the Purchasing Agent in a numerical file.
3) Second copy (pink) is used by Accounts Payable to maintain an open purchase order
file.
4) Third copy (goldenrod) is attached to requesting department's requisition and sent to
the requesting department as a receiving copy. This is returned to the Finance
Department attached to the invoice as the using department's acknowledgment of
dated receipt and approval for payment.
6. EMERGENCY PURCHASES
6.01 Emergency purchases are those made by departments only when normal operation of the
department would be hampered by the delay resulting from adherence to the
requisition/purchase order system. Purchasing guidelines and Minn. Stat. 471.345.
6.02 In cases of emergency, an employee, with the approval of the Purchasing
AgentDepartment Head, may purchase directly any materials, supplies, or services
necessary to the immediate continuation of the work of the department. Such purchases
and the emergency causing them shall be reported in writing to the Purchasing
AgentFinance Department no later than the work dayworkday following such purchase.
6.03 If an emergency occurs during regular working hours, the employee, upon securing
purchase approval, must then request a confirming purchase order from the Purchasing
Agent or Department Head. This number is given to the supplier for inclusion on his
invoice and should also be placed on the departmental requisition.
6.04 When the purchase is made, an invoice or sales ticket shall be obtained by the purchaser.
6.05 At the first opportunity, the purchase order, with the invoice or sales ticket attached, shall
be submitted to the Purchasing Agent. Terms of the transaction indicating price and any
discount allowed shall be shown.
6.06 In cases where the purchase is for a non-budgeted item, written justification of the
purchase shall be submitted to the City Manager.
7. PAYMENT PROCEDURES
7.01 The City will make payments only on original invoices. If a vendor cannot issue an invoice
separate from statements the vendor must note on the statement they do not issue invoices
and that their statement is the only form of billing that will be rendered. If the original
invoice is lost, the vendor must submit a copy of the invoice and state thereon that payment
has not been received with current date of such notation.
7.02 Requesting payment for a purchase will require the following file:
• Original invoice;
• Goldenrod copy of purchase order or requisition;
Legislative Policy Manual -- Chapter 6-J 5
• Copies of formal or informal quotes (if applicable);
• Signature, date, and proper account code.
If remittance advice or other items are to be returned with the check they must be paper
clipped to the back of the file.
7.03 If the requester has a valid reason to receive the check for mailing, paper clip a note to the
front of the file. Normal procedure is for the check signer to mail out checks.
7.04 For certain limited uses a "Request for Check" form can be submitted to have a check
prepared (e.g. travel advance, certain repetitive agreement payments if no invoice is
available, etc.)
7.05 All costs incurred by an employee for travel, seminars, meetings, parking, etc. are to be
submitted on a "Travel Expense Voucher".
7.06 Please forward all requests to Accounts Payable as they are completed daily.
7.07 When a payment will exceed $100,000 you must notify Finance two weeks in advance.
Also is there is some uncertainty about when a check needs to be released, notify Finance
if you hold a check exceeding $50,000 for more than three days.
7.08 Partial payments on a purchase order shall not be made except in extreme situations. If
necessary, a copy of the purchase order should be forwarded with the partial payment and
the goldenrod copy forwarded with the final payment on the purchase order.
7.09 Manual checks will only be issued with approval from the Finance Director (City Manager
if Finance Director is absent.).
8. PETTY CASH
8.01 Two petty cash funds are maintained:
1. City Hall Receptionist
2. Public Works Administration
8.02 Petty cash purchases shall be kept to a minimum. A sales slip or petty cash voucher must
include explanation of what was purchased, account code and signature or person receiving
the cash. The petty cash funds will be maintained on an imprest system.
Established 8/18/87
Revised 6/26/92
Revised 3/19/2002
Revised 1/2/2024
City of Hopkins
Legislative Policy Manual -- Chapter 6-J 1
POLICY 6-B
STANDARDS FOR INVESTMENTS
I. PURPOSE
1.01 It is the policy of the City to invest public funds in a manner which will provide the highest
investment return with the maximum security while meeting the daily cash flow
requirements of the City and conforming to all state and local statutes governing the
investment of public funds. The purpose of this Policy statement is to establish standards
governing the investment of City funds. In accordance with Minnesota Statutes 385.05
and 118A.02 the Finance Director is authorized to invest the City’s funds in accordance
with Minnesota Statutes 118A.04 and 118A.05 which defines the types of securities and
financial instruments the City is allowed to purchase.
2. SCOPE
2.01 This Policy applies to the investment and deposit of all funds of the City.
A. Pooling of Funds
Except for cash in certain restricted and special funds, the City will consolidate cash
and reserve balances from all funds to maximize investment earnings and to increase
efficiencies with regard to investment pricing, safekeeping and administration.
Investment income will be allocated monthly to the various funds based on average
cash balance for the month and in accordance with generally accepted accounting
principles.
3. OBJECTIVE
3.01 At all times, investments of the City shall be in accordance with Minnesota Statutes
Chapter 118A and amendments thereto. The primary objectives of the City's investment
activities shall be the following, in order of priority:
A. Safety
Safety of principal is the foremost objective of the investment portfolio. Investments
shall be undertaken in a manner that seeks to ensure the preservation of capital in the
overall portfolio. The objective will be to mitigate credit risk, interest rate risk, and
custodial risk.
1. Credit Risk: Credit Risk is the risk of loss due to failure of the security issuer or
backer. Thus, designated depositories shall have insurance through the FDIC
(Federal Insurance) or the SIPC (Securities Investor Protection Corporation). To
ensure safety, it is the policy of the City that when considering an investment, all
depositories under consideration be cross-checked against existing investments to
make certain that funds in excess of insurance limits are not made in the same
institution unless collateralized as outlined below. Furthermore, the City Council
will approve all financial institutions, brokers, and advisers with which the City
will do business. 2. Interest Rate Risk: Interest Rate Risk is the risk that the market value of securities
in the portfolio will fall due to changes in general interest rates. The City will
Legislative Policy Manual -- Chapter 6-J 2
minimize Interest Rate Risk by structuring the investment portfolio so that
securities mature to meet cash requirements for ongoing operations, thereby
avoiding the need to sell securities on the open market prior to maturity.
3. Custodial Risk: The City will minimize deposit Custodial Risk, which is the risk of
loss due to failure of the depository bank (or credit union), by obtaining collateral
or bond for all uninsured amounts on deposit, and by obtaining necessary
documentation to show compliance with state law and a perfected security interest
under federal law.
B. Liquidity
The investment portfolio shall remain sufficiently liquid to meet projected
disbursement requirements. This is accomplished by structuring the portfolio so that
securities mature concurrent with cash needs to meet anticipated demands (static
liquidity). Generally, investments shall have “laddered” maturities so that money
becomes available on a regular schedule. Furthermore, since all possible cash demands
cannot be anticipated, the portfolio should consist largely of securities with active
secondary or resale markets (dynamic liquidity). However, the City of Hopkins
practices the philosophy of “buy and hold”, meaning that when a security is purchased
it is the intention of the City to hold the security until maturity.
C. Yield
The investment portfolio shall be designed with the objective of attaining a market rate
of return given cash flow characteristics of the portfolio. The core of investments is
limited to relatively low risk securities in anticipation of earning a fair return relative to
the risk being assumed. Securities shall not be sold prior to maturity except when the
liquidity needs of the portfolio require that the security be sold.
4. STANDARDS OF CARE
4.01 Prudence
The standard of prudence to be used by investment officials shall be the “prudent
investor”, and shall be applied in the context of managing the investments. All investment
transactions shall be made in good faith with the degree of judgment and care, under the
circumstances, that a person of prudence, discretion and intelligence would exercise in the
management of their own affairs. This standard of prudence shall mean not for speculation,
and with consideration of the probable safety of the capital as well as the probable
investment return derived from assets.
4.02 Ethics and Conflicts of Interest
Officers and employees involved in the investment process shall refrain from personal
business activity that could conflict with the proper execution and management of the
Legislative Policy Manual -- Chapter 6-J 3
investment program, or that could impair their ability to make impartial decisions.
Employees and investment officials shall disclose any material interests in financial
institutions with which they conduct business. They shall further disclose any personal
financial/investment positions that could be related to the performance of the investment
portfolio. Employees and officers shall refrain from undertaking personal investment
transactions with the same individual with whom business is conducted on behalf of the
City of Hopkins.
4.03 Delegation of Authority
In accordance with Minnesota Statute 118A.02, the City Council authorizes the Finance
Director/Treasurer to designate depositories, subject to ratification, and further authorizes
the Finance Director/Treasurer to make investments for the City. The authorized
individuals, when acting in accordance with this Policy and exercising due diligence, shall
not be held responsible for losses, provided that the losses are reported immediately and
that appropriate action is taken to control further losses.
5. AUTHORIZED FINANCIAL INSTITUTIONS
5.01 A list will be maintained of financial institutions and depositories authorized to provide
investment services. The City will conduct its investment transactions with several legal,
competing, reputable investment securities dealers or banks located in the Minneapolis/St.
Paul metropolitan area. The City will obtain a completed “Notification to Broker and
Certification by Broker” statement of investment restrictions from each dealer in
accordance with Minnesota Statute 118A.04.
6. SAFEKEEPING AND CUSTODY
6.01 Delivery vs. Payment
All trades where applicable will be executed by delivery vs. payment (DVP). This ensures
that securities are deposited in the eligible financial institution prior to the release of funds.
Securities will be held by a third party custodian as evidenced by safekeeping receipts.
6.02 Safekeeping
Securities will be held by an independent third-party custodian selected by the entity as
evidenced by safekeeping receipts in the City’s name.
6.03 Internal Controls
The investment officer is responsible for establishing and maintaining an internal control
structure designed to prevent loss of public funds due to fraud, error, misrepresentation,
unanticipated market changes, or imprudent actions. The internal control structure shall be
designed to provide reasonable assurance that these objectives are met. The concept of
reasonable assurance recognized that (1) the cost of the control should not exceed the
benefits likely to be derived and (2) the valuation of costs and benefits requires estimates
and judgments by management.
7. AUTHORIZED INVESTMENTS
7.01 All City investments and deposits shall be those allowable by Minnesota Statutes Chapter
118A.04-.05 and amendments thereto which are categorized as follows:
Legislative Policy Manual -- Chapter 6-J 4
A. United States securities-governmental bonds, notes, bills, mortgages (excluding high-
risk mortgage-backed securities), and other securities, which are direct obligations or
are guaranteed or insured issues of the United States, its agencies, its instrumentalities,
or organizations created by the Acts of Congress.
B. State and Local securities-general obligations securities of any state or local
government rated “A” or better, revenue obligation securities of any state or local
government rated “AA” or better; and a general obligation of the Minnesota housing
finance agency which is a moral obligation of the State and is rated “A” or better.
C. Commercial paper-unsecured promissory notes by corporations that are rated in the
highest quality category by at least two nationally recognized rating agencies and
matures in 270 days or less.
D. Time deposits-certificates of deposit fully insured by the Federal Deposit Insurance
Corporation or bankers acceptances of United State banks; or have full collateral by the
financial institution.
E. Repurchase agreements (Repos)-contracts whereby a holder of securities sells the
securities to an investor and agrees to repurchase them at a fixed price on a fixed date.
The City in effect lends money to another party and holds the security as collateral
until it is repurchased by the other party.
F. Money market mutual funds-shares of a Minnesota joint powers investment trust
whose investments are restricted to securities described in (1) through (5) above, or
shares of an investment company that meets the requirements of Minnesota Statutes
118A.05, subd. 4 (4).
8. AUTHORIZED COLLATERALIZATION
8.01 In accordance with MN Statutes 118A, collateralization will be required on all demand
deposit accounts, including checking, savings, and money market accounts, and non-
negotiable certificates of deposit in excess of federal deposit insurance.
State law defines the types of securities that a financial institution may pledge as collateral
for public deposits. These securities include:
• United States Treasury Issues
• Issues of US Government Agencies and Instrumentalities
• Obligations of State and Local Governments
• Time Deposits (Certificates of Deposits fully insured by the federal deposit
insurance company or federal agency).
Since the amount a public entity has on deposit will vary from time to time, the financial
institution needs sufficient amounts of pledged collateral to cover 110% of the uninsured
amount on deposit during peak deposit times.
9. DIVERSIFICATION
9.01 The City will attempt to diversify its investments according to type and maturity. The
portfolio, as much as possible, will contain both short-term and long-term investments.
The City will attempt to match its investments with anticipated cash flow requirements.
Extended maturities may be utilized to take advantage of higher yields.
Legislative Policy Manual -- Chapter 6-J 5
10. BROKER REPRESENTATIONS
10.01 Municipalities must obtain from their brokers certain representations regarding future
investments. Pursuant to Minnesota Statutes 118A, the City shall provide each broker with
the City’s investment policy, and the securities broker shall submit a certification annually
to the City stating that the officer has reviewed the investment policies and objectives, as
well as applicable state law, and agrees to disclose potential conflicts of interest or risk to
public funds that might arise out of business transactions between the firm and the City.
All financial institutions shall agree to undertake reasonable efforts to preclude imprudent
transactions involving the City’s funds.
11. REPORTING
11.01 The Finance Director will report at least quarterly to the City Council on the total of all
funds invested, the types of securities held, the amount held in each class of security and
the total interest received on all securities year to date.
12. POLICY CONSIDERATIONS
12.01 This policy shall be reviewed on an annual basis by the Finance Director. Any changes
must be approved by the Finance Director and the City Council.
13. APPROVAL OF INVESTMENT POLICY
13.01 The investment policy shall be formally approved and adopted by the City Council of the
City of Hopkins.
Established 8/18/87
Revised 9/21/2010 (Res. 2010-063)
Revised 1/2/2024
City of Hopkins
Legislative Policy Manual -- Chapter 6-J 1
POLICY 6-C
USE OF CONTINGENCY FUNDS
1. PURPOSE
1.01 The purpose of this policy is to establish guidelines for the use of contingency funds in the
City of Hopkins.
2. USE
2.01 The annual city budget provides a dollar amount to cover unforeseen expenditure needs.
Use of these funds must be approved by the City Manager prior to commitments being
made.
2.02 The City Manager will inform the Council as to the use of these funds, at his their
discretion up to the budgeted amount. , for items up to $5,000.00. Above $5,000.00 it shall
be mandatory to secure prior Council approvalCity Council approval will be required for
any use exceeding the budget except in the case of an emergency..
2.03 Use of contingency funds shall not preclude adherence to bidding and purchasing policies.
2.04 Annually the Council shall approve by resolution transfers of funds from the contingency
account to the budget account which was exceeded by an emergency need.
Established 8/18/87
Reviewed 11/2010
Revised 1/2/2024
City of Hopkins
Legislative Policy Manual -- Chapter 6-J 1
POLICY 6-D
CONTRACT CHANGE ORDERS
1. PURPOSE
1.01 In order to establish a consistent policy for administering contracts, it is desirable to
establish procedures for administering contract change orders, cost overruns and final
contract acceptance and initiation of contract warranty periods.
2. POLICY
2.01 When the City Council awards a construction contract, a 5-10% contingency item will also
be added to the project financing to cover change orders. A percentage range is used as
each project differs in its susceptibility to potential change orders, i.e., some projects are
much more straight-forward and more easily and accurately specified. A 5% limit on
change orders will be established. No council action will be required if the total value of
contract change orders processed does not exceed 5% of the original contract award
amount. If construction contract change orders exceed the 5%, council review and
approval of each change order is required.
2.02 When the budget is established for an approved professional services agreement, a 5%
contingency will be used. Similar to construction contracts, no council action would be
necessary as long as additional engineering services fees are within 5% of the original
agreement amount.
2.03 The following procedure will be used for final approval of a construction project:
1) After the project has been reviewed in the field with the engineer and contractor
and all final "punch list" items have been corrected, the Public Works Director shall
certify to the council that the work has been completed in accordance with the plans
and specifications. A recommendation for final payment will also be made.
2) The council shall consider a resolution which would accept the work and authorize
final payment.
3) The date on which the council adopts this resolution will be used as a date for the
city's final acceptance of the project and initiation of the normal one-year contract
warranty.
4) After adoption of the resolution, final payment shall be made to the contractor.
3. COUNCIL NOTIFICATION OF CHANGE ORDERS
3.01 City staff will provide notice of all contract or service agreement change orders via the
weekly Council Update.
Established 2/4/97
Reviewed 11/2010
Revised 1/2/2024
POLICY 6-E
FINANCE BILLING COLLECTION POLICY
1. PURPOSE
1.01 The purpose of this policy is to establish procedures to ensure the collection of utility bills
and accounts receivable invoices.
2. POLICY
2.01 Utility Bills. Utility bills will be sent out on the third first working day of the month and
are due in 20 days, with a three day grace period. Payments received in the mail will not
be charged a penalty if postmarked before the due date. Payments received in the night
deposit by 8:00AM the day after the due date will not be charged a penalty. A penalty of
10% of the water, sanitary, sewer, storm sewer and refuse charges will be charged if the
bill becomes delinquent.
2.02 Accounts Receivable Invoices. Invoices for tree removal, rental of city space, repairs to
City property, and other miscellaneous charges are billed and due 20 days from the bill
date.
2.03 Certification of Delinquent Amounts. Delinquent amounts dated prior to June 1st of the
year will be processed for assessment certification on a yearly basis to Hennepin County.
Written notice shall be mailed to each such debtor during the month of June, advising him
or herthem of this policy. There shall be a $100.00 service charge added on each such
utility account or accounts receivable invoice.
3. SERVICE DISCONTINUATION POLICY
3.01 Refuse service may be discontinued for a period of no less thanbetween thirty (30) and
ninety (90) days. The resident must contact the City and make a request for a
discontinuation of service.
Established: 1982 (Res. 82-3039)
Incorporated into Legislative Policy: June, 1998
Revised: Sept 2006 (Res. 2006-052)
Revised: Aug 2010 (Res. 2010-042)
Revised 01/02/2024
Legislative Policy Manual -- Chapter 6-J 1
POLICY 6-H
DEBT MANAGEMENT POLICY
The following debt management policy should be used to provide the general framework for
planning and reviewing debt proposals. City Council recognizes there are no absolute rules or
easy formulas that can substitute for a thorough review of all information affecting the City’s debt
position. Debt decisions should be the result of deliberative consideration of all factors involved.
1. GENERAL DEBT POLICY
1.01 The City shall seek to maintain and improve its current bond rating so borrowing costs are
minimized and access to credit is preserved. It is imperative that the City demonstrate to
rating agencies, investment bankers, creditors and taxpayers that City officials are
following a prescribed financial plan. The City will follow a policy of full disclosure by
communicating with bond rating agencies to inform them of the City’s financial condition.
1.02 Every bond issue proposal will be accompanied by an analysis of the sources and uses of
funds for the project to be financed with the bond proceeds and sources of funding for the
repayment of the bonds. The analysis will reflect how the new bond will fit with the City’s
existing debt structure.
1.03 The City will confine long-term borrowing to capital improvements or projects that cannot
be funded from operating revenues and/or a reasonable amount of other resources.
1.04 Bonds will be sold on a competitive basis unless it is in the best interest of the City to
conduct a negotiated sale. Competitive sales will be the preferred method. Negotiated
sales may occur when selling bonds for a defeasance of existing debt, for current or
advanced refunding of debt or for other appropriate reasons.
2. TAXPAYER EQUITY
2.01 Hopkins’ property taxpayers and citizens residents who benefit from projects financed by
bonds should be the source of the related debt service funding. This principle of taxpayer
equity should be a primary consideration in determining the type of projects selected for
financing through bonds. Furthermore, the principle of taxpayer equity shall be applied for
setting rates in determining net revenues for bond coverage ratios.
3. USES
3.01 Acceptable uses of bond proceeds can be viewed as items which may be capitalized,
according to financial reporting standards and practices. Non-capital furnishings and
supplies will not be financed from bond proceeds.
3.02 Bond proceeds should be limited to financing the costs of project planning and design, land
acquisition, buildings and other permanent structures, attached fixtures, equipment and/or
other costs as permitted by law. Utility revenue bond proceeds may be used to establish a
debt service reserve as allowed by State law. Refunding bond issues designed to
restructure currently outstanding debt are an acceptable use of bond proceeds
3.03 The City will not use short termshort-term borrowing to finance operating needs except in
the case of an extreme financial emergency which is beyond its control or reasonable
ability to forecast.
4. DECISION ANALYSIS
Legislative Policy Manual -- Chapter 6-J 2
4.01 Whenever the City is contemplating a possible bond issue, information will be developed
concerning the following categories commonly used by rating agencies assessing the
City’s creditworthiness.
4.02 The City may use the services of qualified internal staff and outside advisors to assist in
the analysis, evaluation and decision process, including bond counsel and financial
advisors. This policy is intended to insureensure that potential debt complies with all laws
and regulations, as well as sound financial principles.
5. DEBT PLANNING
5.01 General obligation bond borrowing should be plannedplanned, and the details of the plan
will be incorporated in the City’s Five Year Capital Improvement Plan.
6. COMMUNICATION AND DISCLOSURE
6.01 Financial reporting and disclosure requirements will be fulfilled annually according to the
disclosure guidelines of the Government Finance Officers Association of the U.S. and
Canada.
7. GENERAL OBLIGATION BONDS
7.01 Capital projects proposed for financing through general obligation debt should be
accompanied by a full analysis of the future operating and maintenance costs associated
with the project.
7.02 Bonds cannot be issued for a longer maturity schedule than a conservative estimate of the
useful life of the asset to be financed. The City will attempt to keep the average maturity
of general obligation bonds at or below 20 years.
7.03 The city will comply with MN Statues 475.53 limits debt of municipalities at 3% of the
market value of taxable property in the municipality.
8. REVENUE BONDED DEBT
8.01 It will be a long term goal that each utility or enterprise will ensure future capital financing
needs are met by using a combination of current operating revenues and revenue bond
financing.
8.02 Each utility or enterprise should provide adequate debt service coverage. A specific factor
established by the City Council that the net of enterprise revenues and expenditures
(exclusive of depreciation/amortization) shall be a minimum of 1.20 times the annual debt
service costs.
Established 10/16/2012
Revised 01/02/2024
City of Hopkins
Legislative Policy Manual -- Chapter 6-J 0
POLICY 6-J
PRIVATE ACTIVITY REVENUE BOND FINANCING
1. GENERAL
1.01 Under the Minnesota Municipal Industrial Development Act, Minnesota Statutes, Sections
469.152 to 469.1655 (the “Industrial Development Act”), the City of Hopkins has authority
to issue revenue bonds or notes to attract or promote economically sound industry and
commerce to the City.
1.02 Under Minnesota Statutes, Chapter 462C (the “Housing Act”) the City is authorized to
issue housing revenue bonds to finance multi-family residential housing projects for low
and moderate income persons and elderly persons. Projects must be embodied in a Housing
Program as that term is defined in the Housing Act.
1.03 The Hopkins City Council (the “Council”) is aware that such financing for certain private
activities may be of benefit to the City and will consider requests for tax-exempt financing
subject to these Guidelines. The Council considers tax-exempt financing to be a privilege, not
a right.
1.04 It is the judgment of the Council that the City should use tax-exempt financing on a selective
basis to encourage certain development that offers a benefit to the City as a whole, including
significant employment and housing opportunities. It is the applicant's responsibility to
demonstrate the benefit to the City, both in writing and at the required public hearing. The
applicant should understand that although the City may have approved the issuance of
financing for a similar project or a similar debt structure, that approval is not a basis that
the Council will use for granting future financing approvals. The City will judge each
application on the merits of the project as it relates to the public purposes of the Housing Act
or the Industrial Development Act and the benefit to the City at the time the request for
financing is being considered.
1.05 In no event will the City issue private activity bonds for the purpose of financing the
operating expenses of any borrower. However, bond proceeds may fund reasonable
operating and replacement reserves where the primary use of proceeds is to finance capital
expenditures.
2. GUIDELINES
2.01 The Council will consider tax-exempt financing for commercial, industrial health care, and
any other projects authorized to be financed under the Industrial Development Act (referred
to as “non-housing projects”), and housing projects under the Housing Act. An applicant
for tax-exempt financing for non-housing projects pursuant to the Industrial Development
Act must complete and submit an Application for Tax-Exempt Financing, which may be
obtained from the City’s Finance Department. An applicant for tax-exempt financing for
housing projects pursuant to the Housing Act must complete and submit an Application
for Tax-Exempt Financing, which may be obtained from the City’s Finance Department.
Legislative Policy Manual -- Chapter 6-J 1
2.02 The application must include the items identified in the addendum to the application and an
indemnification letter of agreement, both of which can be found in the application packet.
In addition, the applicant must furnish a description of the project, a site plan, elevation of
proposed buildings, landscape, lighting, and site preparation, together with a brief
description of applicant and the proposed financing in such form as required at the time of
application.
2.03 Projects must be compatible with the overall development plans and objectives of the City
and shall meet all applicable zoning and land use regulations of the City.
2.04 The Council will not consider an application until the City makes a tentative finding that all
City requirements have been met with respect to zoning, building plans, platting, streets, and
utility services.
2.05 The project must be a positive benefit to the City. The project must be of a nature that the
City wishes to attract, or an existing business that the City wishes to have expanded within
the City, considering employment opportunities, incentive for further development, impact
on City services, and support for the industrial, commercial or health care or educational
facilities currently located in the City. A housing project must provide significant housing
opportunities for low and moderate income persons or the elderly.
2.06 The Council will, if requested, grant an applicant a pre-application review. The purpose of
the pre-application review is to inform applicants of the possibility of rejection or the
possible bases for such rejection. The fact that the project is not rejected at the pre-
application stage is not to be construed as approval of the project or as an indication that
the project will be approved upon formal request to the Council. The City may reject
requests for tax-exempt financing by the City whether or not the project was submitted to a
pre- application review and regardless of the outcome or recommendation of that pre-
application review.
A request for pre-application review must be in writing, addressed to the City Finance
Director, and set forth the following information: the name of the project; the type of
project intended; and the name, address and telephone number of the person(s) who will be
representing the applicant at the pre-application review, together with such additional
information as the applicant desires to submit.
2.07 During the application process, the applicant must identify an underwriter, lender or
financial advisor it is working with to obtain financing. For projects financing under the
Industrial Development Act, the underwriter, lender or financial adviser will be required to
submit a letter that establishes the financial feasibility of the project.
The applicant must receive approval from the appropriate state agencies, secure financing
and commence construction within one year of the date of the resolution giving preliminary
approval to the project or the housing program. Upon application, the Council may
approve an extension of the preliminary approval.
The City will appoint bond counsel for the bond issue, which will normally be the City's
regularly retained bond counsel.
Legislative Policy Manual -- Chapter 6-J 2
2.08 Pursuant to the Industrial Development Act and the Housing Act, consideration of an
application for tax-exempt financing must be done at a public hearing held by the Council.
Changes or modifications to the project after the public hearing and preliminary Council
approval must be consistent with the scope of the project as proposed at the time of
preliminary approval.
2.09 The City is to be reimbursed and held harmless for and from any out-of-pocket expenses
related to the tax-exempt financing including, but not limited to, legal fees, financial
advisor fees, bond counsel fees, the City staff's expenses in connection with the
application, and any deposits or application fees required under state law in order to secure
allocation of bonding authority. The applicant must execute a letter to the City undertaking
to pay all such expenses, whether or not the bonds are issued. A non- refundable City
application fee in the amount of $1,000 must be included with the submission of the
application.
2.10 Prior to closing and delivery of the bonds for the project, the applicant must pay, or
commit to pay at closing an administrative fee in the amount of 1% of par of the bonds, or
as negotiated based upon size of issuance. The administrative fees required by this
paragraph will be adjusted at or paid prior to delivery of the bonds if necessary to ensure
compliance with the Internal Revenue Code and regulations.
2.11 If the City determines that issuance of the bonds requested by the applicant is reasonably
expected to cause governmental bonds issued by the City in that calendar year to be
ineligible for designation as “qualified tax-exempt obligations” under Section 265(b)(3) of
the Internal Revenue Code of 1986, as amended (also known as “bank qualified”), the
applicant will be required to reimburse the City, at the time of issuance of the City’s bonds,
for any interest rate differential between bank qualified and non-bank qualified bonds.
2.12 The Council may, in its sole discretion, impose conditions exceeding those required under
the City Code in respect to exterior building materials, landscaping, signage lighting, and
such other aspects as the Council may consider appropriate on a case-by-case basis.
2.13 The Council may, in its discretion, withdraw its preliminary approval of a project any time
if in its judgment the purposes of the Industrial Development Act and/or Housing Act will
not be served by going forward with the project and its financing.
3. MISCELLANEOUS MATTERS
3.01 Refundings. The Council will normally approve the refunding of a tax-exempt issue but
only upon a showing by the applicant of (i) substantial debt service savings, (ii) the removal
of bond covenants significantly impairing the financial feasibility of the project, or (iii) both.
In the case of refundings of bonds for which the administrative fee listed in Section 2.10
have been paid in full, no new administrative fees are required; but the non-refundable
application fee must be paid together with all City expenses related to the refunded bonds in
excess of that fee. If new project costs are being financed with the refunding, then the
administrative fee will be required for the new money portion of the bonds, as well as an
application fee.
Legislative Policy Manual -- Chapter 6-J 3
In the case of refundings of bonds where no administrative fee has been paid, the
administrative fees listed in Section 2.10 must be paid and an application fee submitted.
3.02 Subsequent Proceedings. Where changes to the underlying documents or credit facilities of
outstanding bond issues are to be made and require Council action (including changes that
are a “deemed reissuance” under Internal Revenue Service regulations), the City will not
charge an administrative fee but the actual costs incurred by the City must be reimbursed.
No formal application form is required.
3.03 IRS Audits or other Investigations. If the bond issue or project is audited by the IRS or is
the subject of any type of investigation, the City will require the applicant to pay for all
fees and expenses incurred with respect to such audit or investigation, including the legal
fees and financial advisor fees.
3.04 Issue by Another Political Subdivision. The City will consider requests for tax-exempt
financing of projects in the City by other political subdivisions. In these cases the non-
refundable application fee must be paid and all procedures through the approval of the
preliminary resolution followed. The City will not charge an administrative fee but the
actual costs incurred by the City must be reimbursed. The City reserves the right to reject
such requests for any reason, including without limitation, a determination by the City that
such issuance by another political subdivision would impair the City’s ability to issue
governmental bonds as “bank qualified bonds” (as defined in Section 2.11) in that
calendar year.
3.05 City Contact. Initial contacts about tax-exempt financing are made by contacting:
City of Hopkins
Finance Department
1010 First St S
Hopkins, MN 55343
952-548-6330
3.06 Deadlines. The Council conducts all tax-exempt financing matters at regularly scheduled
Council meetings held on the first, second and third Tuesdays of each month.
Documents for Council consideration must be at the City office by noon on the
Thursday preceding the Council meeting at which the matter is to be considered. In the case
of a publicly offered bond issue the documents, when submitted, may specify a maximum
principal amount.
3.07 Post-Issuance Compliance. The City will require that each borrower demonstrate to the City
that the borrower has post-issuance bond compliance procedures in place and will satisfy all
the requirements of both the tax code and state statute with respect to the bonds issued for its
project. The City may require that borrowers retain a trustee and/or an independent arbitrage
consultant for the term of the bonds.
Established 10/1/2013
Revised 1/2/2024
City of Hopkins
Legislative Policy Manual -- Chapter 6-F 1
LEGISLATIVE POLICY 6-F
PUBLIC PURPOSE EXPENDITURES
1. PURPOSE
1.01 Every 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 necessary and
convenient in accomplishing the functions of the 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 toin regard 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
participants (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
when the meeting does not allow interruptions for meal breaks or must be held over
typical meal periods.
d. When they are part of the structured agenda for a conference, workshop, seminar, or
meeting in which the City Manager or a department director has authorized 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 department-sponsored events where registration fees are charged and the majority of
invited participants are not city employees.
g. At meetings consisting primarily 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:
i. A department division or city-wide annual/quarterly staff meeting for all
employees;
ii. A non-routine senior staff or organizational meeting;
iii. To welcome new employee(s).
iv. Planned employee engagement and structured training sessions approved by
Department Directors.
Legislative Policy Manual -- Chapter 6-F 2
ii.v. When a meeting is scheduled to last 4 hours or more or must be held over a
meal period and does not allow interruptions for a break.
iii.vi. With the exception ofExcept for structured training sessions, for the purpose of
this policy, the meetings described shall be held no more frequently than once
per quarter. All meetings shall be scheduled to minimize inclusion of meals.
h. During official meetings of the City Council, council committees, advisory
boards/commissions, and task forces, when they are of a non-routine basis or when
special events are held (i.e. as retirements or recognition).
i. Snacks and a dinner meal to be allowed for staff during performance of election related
duties on Election Day.
j. Lunch for all members of oral boardinterview panels for candidate interviews when
held.held over a meal period.
k. Police Department Command Department or City Leadership Staff Meetings and
yearly staff retreat- food costs for meals and occasionally lodging if held out of area.
l. Emergency Response Team-food and beverage during training once a month. Also.
because emergency Emergency personnel related trainings or emergencies where is is
required are often called to perform for extended periods of times where refreshments
are important to duty performance, firefighters, police officers and other emergency
response personnel may be provided refreshments or food when it is deemed
appropriate 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 Awards (Plaque and gift certificate) - As part of its ongoing efforts and
redevelopment, the City has undertaken a program to recognize residents and businesses
that make significant improvements to their properties. These property owners are awarded
a plaque and a gift certificate.
3.02 The purchase of small nominal gift cards or prizes for the purpose of encouraging public
engagement and/or incentivize participation, or as a gratitude or hospitality. The City
Manager or their designee shall determine these gifts and amount.
4. EMPLOYEE RECOGNITION EVENTS/PURCHASES.
4.01 The City of Hopkins City Council recognizes the hard work and service performed by the
employees of the City through a formal Employee Recognition Program. The City
Council believes the benefits of attracting, retaining and motivating employees through an
Employee Recognition Program support 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 residents of the community.
4.02 The Employee Recognition Program is considered “additional compensation” for work
performed by employees but is entirely dependent on receiving funding from 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 part of the overall budget approval process
which includes a public hearing on the proposed budget.
Legislative Policy Manual -- Chapter 6-F 3
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:
1) Annual Employee Picnic
2) Annual Holiday Party
3) Annual Employee Recognition Celebration
4) Police Department Recognition dinner. Includes meals for all HPD employees and
a guest, City Manager or designee, Mayor and City Council.
b. Annual Employee Recognition Awards
1) Years of service awards for regular full and part-time employees recognizedare
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 $175.00250.00
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 Dinner 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
participation by the general public.
b. Expenditures for meals and participation fees are allowed, and representative staff
members may participate 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 ReimbursementLegislative and Personnel PolicyPolicies.
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 supports the Employee Engagement
and Wellness Program, which has been designed to educate employees on fitness/health,
engagement and wellness issues.
8.02 The cost of the Employee Engagement &Wellness Program will be included as a separate
line item in the City Budget. This line-item will be approved annually by the City Council
Legislative Policy Manual -- Chapter 6-F 4
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 determined 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 relationships, 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-itemsline 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-shirts, and other sundry items of nominal value ($5.00) when
these items are made available to the general public or if these items are determined by the
City Manager to be important to the successful involvement of employees in special city-
sponsored or city-supported events (i.e. National Night Out, Raspberry Festival, etc.).
Employees may be supplied with uniforms, clothing, boots and other gear necessary for the
performance of their job.
10.02 Employees may be supplied with uniform, clothing, boot and other gear necessary for their
job.
11. ALCOHOLIC BEVERAGES
11.01 The purchase of alcoholic beverages is not allowed.
Established 12/3/2002
Revised 1/2/2024
City of Hopkins
Legislative Policy Manual -- Chapter 6-J 1