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HomeMy WebLinkAbout2011-01-05 PACKET 04.G.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 1/5/2011 0 ADMINISTRATION 101Orell7=14n 7a ir LTA 40r RYAN SCHROEDER STAFF AUTHOR COUNCIL ACTION REQUEST Consider reaffirming the Public Purpose Policy. STAFF RECOMMENDATION Reaffirm the policy effective January 5, 2011. BUDGET IMPLICATION N/A ADVISORY COMMISSION ACTION N/A DATE ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS ❑ ECONOMIC DEV. AUTHORITY SUPPORTING DOCUMENTS REVIEWED APPROVED DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ® MEMO /LETTER: Memo from Caron Stransky, City Clerk ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Public Purpose Expenditure Policy ADMINISTRATORS COMMENTS 3 � 1 rj -- City Administrator Date COUNCIL ACTION TAKEN: APPROVED ❑ DENIED ❑ OTHER CITY OF MINNESOTA COTTAGE GROVE To: Honorable Mayor and City Council Members From: Caron Stransky, City Clerk Date: December 21, 2010 Subject: Public Purpose Expenditure Policy Introduction: In 2002, the City adopted a Public Purpose Policy which covers certain expenditures the City makes that benefit employees and others. There were no changes made to the language from the policy adopted in 2002. The items identified in this policy have been included in the budget discussions and, if appropriate, were included in the 2011 Operating budget. Recommendation: Staff recommends reaffirming the attached Public Purpose Policy. Action Requested: Reaffirm the Public Purpose Policy. J Pursuant to the statutes and laws of the State of Minnesota which permit and require the expenditure of public funds for public purposes, the Cottage Grove City Council believes it necessary and appropriate to provide assistance and guidance to the officials, employees and representatives of Cottage Grove to aid in the determination of when public funds may be spent for a public purpose. To provide that assistance and guidance, the Cottage Grove City Council adopted these public purpose guidelines for the establishment of operating policies and procedures and the appropriate expenditures of public funds. Based on these guidelines, the City Council authorizes the City Administrator, elected officials and appointed department heads to establish administrative policies and procedures that are consistent with these guidelines and the adopted City policies which implement these guidelines. Definition A public purpose expenditure is one which relates to the purpose for which the City of Cottage Grove exists and the duties and responsibilities of Cottage Grove, its elected and appointed officials, employees and other representatives. PUBLIC PURPOSE GUIDELINES 1. Training and development programs for Cottage Grove employees serve a public purpose when those training and development programs are directly related to the performance of the employees' job - related duties and are directly related to the programs /services for which the City is responsible. 2. Payment of employee work - related expenses, including travel, lodging and meal expenses, serves a public purpose when those expenses are necessarily incurred by Cottage Grove employees in connection with their actual work assignments or official duties and those expenses are directly related to the performance of the governmental functions for which Cottage Grove has responsibility. 3. Appropriate safety and health programs for Cottage Grove employees serve a public purpose because they result in healthier and more productive employees and reduce certain costs to the City and the taxpayers of Cottage Grove, including various costs associated with workers compensation and disability benefit claims, insurance premiums, and lost time from employee absences. 4. Public expenditures for appropriate Cottage Grove employee and volunteer recognition programs serve a public purpose because formally recognizing employees and volunteers who make significant contributions and demonstrate their commitment during the performance of their duties result in higher morale and productivity among all Cottage Grove employees and volunteers, and therefore help the City to fulfill its responsibilities efficiently and more cost effectively. 5. Public expenditures for food and refreshments associated with official Cottage Grove functions serve a public purpose when the provision of food or refreshments is an integral part of an official Cottage Grove function and the provision of food or refreshment is necessary to ensure meaningful participation by the participants. 6. Public expenditures for appropriate community and customer outreach and similar activities serve a public purpose when those expenditures are necessary for Cottage Grove to ensure the efficient operation of its programs /services, promote the availability and use of City resources, and promote coordinated, cooperative planning activities among and between the public and the private sectors. SPECIFIC PROGRAMS AND EXPENDITURES Every City of Cottage Grove expenditure must be valid based upon the public purpose for which it is purchased. The following items are deemed to meet the Council definition of public purpose expenditures: The City of Cottage Grove City Council recognizes the hard work and service performed by the employees of the City of Cottage Grove 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 of the community, 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. The Program will include; I. Cities completing 10, 15, 20, 25, 30, and 35 years of service receive a gift certificate for a designated amount, as approved by City Council Resolution, 2. Annually, the City will sponsor a Volunteer Recognition Dinner(s) to promote teamwork and coordination amongst the City Council, Department Heads, Commission /Committees, and employees. This dinner and a token gift for invited participants and their guests also serve as de minimus compensation for the service provided by the volunteers. 3. Annually the City will sponsor a Holiday Party for City employees. The City may sponsor an annual employee picnic. 4. The City supports other events that are planned and paid for by employees. Examples of such events include the holiday gatherings, golf and bowling tournaments. 5. The City supports programs that provide discounts to employees for use of certain municipal facilities, including the golf course, ice arena, and swimming pool. Any discounts would be recommended by the responsible department and approved by the City Council. Such discounts not only provide a tool to motivate and retain employees through enhancing job satisfaction, but can also serve as a marketing tool for the applicable city operation. 6. The City supports recognition plaques in recognition of long -time service or retirement. 7. The Public Works Department created an Employee of the Quarter Program and Employee Suggestion Program to promote enhanced job performance and cost saving work ideas. Similar programs could be created on a city -wide basis. The cost of the elements of the Employee Recognition Program will be included as a separate line item in the City of Cottage Grove Community Programs Budget. This line -item will be approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. 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 Weiiness Program, which has been designed to educate employees on fitness /health issues. The Employee Wellness 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. The cost of the Employee Wellness Program will be included as a separate line item in the City of Cottage Grove Community Programs Budget. This line -item will be approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. The Employee Safety Program is funded by the self - insurance budget. The City supports programs created by the Safety Committee to promote and retain and safe work environment. srs The City Council recognizes that situations in which City business needs to be discussed can and do occur during meal hours (i.e. luncheon meetings). In addition, there are public and employee meetings and events in which reasonable refreshments may add to the success of the meeting and /or event and create a more productive work force. The following items are deemed to meet the Council definition of public purpose expenditures in regards to food and meals. 1. Meals and refreshments are allowed at City meetings and events that have a purpose of discussing City issues. These meetings would normally have a pre - planned agenda. 2. Meals and refreshments are allowed at employee meetings and events that have a purpose of discussing City issues or are a part of an employee training. These meetings would also normally have a pre - planned agenda. (Examples include the all - employee meetings and Benefits Fair.) These meetings could include new employee receptions to introduce new employees to existing employees, provide an orientation to the City, and promote teamwork and cooperation. This does not include routine staff meetings. 3. Meals and refreshments are allowed when they are part of a breakfast/lunch/dinner meeting for official city business when it is the only practical time to meet. Usually these meals involve meeting with City Council members, Committee /Commission members, or local business /fraternal organizations. Payment for fees relating to a special event, such as the EDA Golf Tournament or a Chamber of Commerce event may also be allowed where approved by the City Administrator and when attendance is deemed to meet the public purpose guidelines for community or customer outreach and marketing of the City. 4. During official meetings of the City Council, council committees, advisory boards /commissions, and taskforces. 5. Travel expenses for employees are outlined in the Cottage Grove Personnel Policy. 6. Meals and refreshments are allowed where employees or volunteers are participating in a City - sponsored special event, participating in an outside event as an official representative of the City, or working additional hours and where the department heads deems appropriate as recognition of efforts above those normally required. Because emergency personnel are often called to perform for extended periods of time and duties where refreshments are important to duty performance, emergency response personnel may be provided refreshments or food when it is deemed appropriate by the City Administrator or Department Director to assure the delivery of quality emergency response service. 7. No purchase of alcoholic beverages is allowed. The cost of these meals or fees is included in the departments' travel /conferences line -item in the Cottage Grove Budget. These line -items are approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. The City Council has determined that the City will fund memberships and dues (individual or organization) in professional organizations and City social and community organizations when the purpose is to promote, advertise, improve or develop the City's resources and advantages and not personal interest or gain. The cost of memberships /dues is included in the departments' dues and subscriptions line -item in the Cottage Grove Budget. These fine -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. All donations must be approved by the City Council during the annual budget process and /or by City resolution. Donations provided by the City must be for programs that serve our citizens and are deemed to meet the public purpose guidelines. EDUCATION REIMBURSEMENT The Personnel Policy contains guidelines for an education reimbursement program. Job related advanced education meets the public purpose guidelines of this policy. The amount available for this program shall be considered annually. The cost of this program is contained in the Community Programs budget. CLOTHING AND OTHER SUNDRY ITEMS Employees may receive T- shirts, and other sundry items of nominal value ($5.00) when these item; 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 Blight Out, Strawberry Fest, EDA Golf Tournament, etc.). Employees may be supplied with uniforms, clothing, boots and other gear necessary for the performance of their job. CONCLUSION The Cottage Grove City Council has determined that the,above expenditures are valid expenditures and serve a public purpose. Cs: \Perso=c1\Fo1ici&puhHc purposepolicy.doc