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HomeMy WebLinkAbout2013-12-18 PACKET 04.C.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # � DATE 12/18/2013 • � PREPARED BY: City Clerk Caron Stransky ORIGINATING DEPARTMENT DEPARTMENT HEAD ****************����************�**�***********� - - - COUNCIL ACTION REQUEST: - Consider adopting the Public Purpose Expenditure Policy for 2014. STAFF RECOMMENDATION Adopt the resolution. BUDGET IMPLICATION: BUDGETED AMOUNT ADVISORY COMMISSION ACTION DATE ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES/RIGHTS ❑ ECONOMIC DEV. AUTHORITY ❑ SUPPORTING DOCUMENTS � MEMO/LETTER: Caron Stransky, City Clerk ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ❑ OTHER: ADMINISTRATORS COMMENT REVIEWED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ACTUAL AMOUNT APPROVED ❑ ❑ ❑ ❑ ❑ ❑ ❑ DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ /�l /c� f � Date * * * * * * * �r * * * * * * * * * * * * * * * * * * � * * * w � * * * * * * * * * * * * � * * * G:\clerk\City Council\Council Action Forms�2013\council-action form - Public Purpose Expenditure Policy.doc ._.i�y r i �ii �io�i aw� Cottage / Grove � Pride and PSOSPerity Meet To: Ryan Schroeder, City Administrator Honorable Mayor and City Council Members _ From: Caron Stransky, City Clerk _ ._ _.___ __ _ _ __ _ _._ _ Date: December 10, 2013 Subject: Public Purpose Expenditure Policy In April 2013, the City Council adopted a Public Purpose Expenditure Policy which defines when and for what purposes, public funds may be spent. The policy establishes a clear set of guidelines to assist elected officials, employees, and representatives of the City when approving the expenditure of public funds. Attached is a copy of the resolution approving the Public Purpose Expenditure Policy which requires annual review and consideration of this policy to ensure that the City's expenditures have been carefully considered and determined by the governing body to be for a public purpose. Staff recommends that the Mayor and City Council Members adopt the Resolution Approving the Public Purpose Expenditure Policy for 2014. /Attachment RESOLUTION NO. 2013-XXX A RESOLUTION APPROVING THE PUBLIC PURPOSE EXPENDITURE POLICY FOR 2014 WHEREAS, the City Council of the City of Cottage Grove finds it necessary to -- annually review and approve a policy-to clearly determine the public purpose-for - expenditures; and WHEREAS, the City Council has determined that in order to attract, recruit, retain and motivate employees and community volunteers, the City wishes to recognize hard work and service through other than monetary payment; and WHEREAS, the City Counci) has further determined certain expenditures for typical business costs are necessary for the effective delivery of public service; and WHEREAS, the City Council has reviewed and discussed the Public Purpose Expenditure Policy; now THEREFORE, BE IT RESOLVED, that the City Council of the City of Cottage Grove hereby approves the following `�Public Purpose Expenditure Policy" for calendar year 2014. PUBLIC PURPOSE EXPENDITURE POLICY PO LICY Pursuant to the provisions of Statutes and the laws of the State of Minnesota which permit and require the expenditure of public funds for public purposes, the City of 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 purposes. To provide that assistance and guidance, the Cottage Grove City Council adopted these public purpose expenditure guidelines for the establishment of operating policies and procedures and 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. Resolution No. 2013-XXX Page 2 of 6 PUBLIC PUROSE 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 was purchased. The following items are deemed to meet the Council definition of public purpose expenditures. A. Employee Recognition Program Resolution No. 2013-XXX Page 3 of 6 The Cottage Grove 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_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 may include: City employees 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 No. 2000-207. The City supports recognition plaques in recognition of long-time service or retirement. 2. Annually, in conjunction with the presentation of service awards, the City may sponsor an Employee Recognition event for City employees. 3. Annually, the City will sponsor a Volunteer Recognition Dinner(s) to promote teamwork and coordination amongst the City Council, Department Heads, Commissions/Committees, and employees. This dinner and a token gift for invited participants and their guests also serve as a de minimus compensation for the service provided by the volunteers. 4. Annually the City will sponsor a Holiday Party for City employees. The City may sponsor an annual employee picnic. 5. 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. 6. The City supports programs that may provide discounts to employees for use of certain municipal facilities including the golf course and ice arena. Any discounts would be recommended by the responsible Department Head 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. 7. The City supports the allocation of up to $50.00 for a cake and beverages in recognition of long-time service or retirement of employees, volunteers or elected officials. Resolution No. 2013-XXX Page 4 of 6 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 part of the overall budget process. _ ___ _B.__Employee Wellness and Safety__Programs __ _ _ __ 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 Wellness 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 part of the overall budget approval process. The Employee Safety Program is funded by the self-insurance budget. The City supports programs created by the Central Safety Committee to promote and retain a safe work environment. The City of Cottage Grove will provide employees access to exercise equipment for use at City Hall, subject to the employees meeting the requirements of the exercise room policy. C. Meeting Food/Meals 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 be necessary to create a more productive environment and to be responsive to participants' time schedules. The following items are deemed to meet the Council definition of public purpose expenditures in regards to food and meals. 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 Resolution No. 2013-XXX Page 5 of 6 training. These meetings would also normally have a pre-planned agenda. 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 business/civic 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 when 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. Meals and refreshments may be provided during official meetings of the City Council, City Advisory Boards/Commissions, and Taskforces that have purpose of discussing City business. These meetings would normally have a pre-planned agenda and be properly posted. 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 Head 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 Head 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/training line- item in the City of Cottage Grove budget. These line items are approved annually by the City Council as part of the overall budget approval process. D. Membership, Dues, and Donations 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 relationships and not interest or gain. Resolution No. 2013-XXX Page 6 of 6 The cost of inemberships/dues is included in the departments' dues and subscriptions line-item in the Cottage Grove Budget. These line-items are approved annually by the City Council as a part of the overall budget process. 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_thatserve our citizens and are deemed_to_meet the public purpose __ ______ guidelines. E. 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. F. Clothing and Other Sundry Items 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 Administrator to be important to the successful involvement of employees in special City-sponsored or City-supported events. For example: Night to Unite, Cottage Grove Strawberry Fest, EDA Golf Tournament, etc. Employees may be supplied with uniforms, clothing, boots, and other gear necessary for the performance of their job. G. Conclusion The Cottage Grove City Council has determined that the above expenditures are valid and serve a public purpose. Adopted this 18 day of December, 2013. Myron Bailey, Mayor Attest: Caron M. Stransky, City Clerk