HomeMy WebLinkAbout1998-11-18 PACKET 13.B.REQUEST OF CITY COUNCI� ACTION COUNGL AGENDA
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DATE 11/18/98 / j. 13 .
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Administration fvlichelle Wolfe
ORIGINATING DEPARTMENT STAFF AUTHOR
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COUNCfL ACTION REQUEST
Workshop: City Policy Discussion—Travel, Training and Education, Nepotism
BUDGET IMF�LICATION
BUDGETED AMOUNT ACTUAL AMOUNT
SUPPORTING DOCUMENTS
� MEMO/LETTER: Memo from Michelle Wolfe dated November 12, 1998
� F2ESOLUTION: Draft
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGA� RECOMMENDATION:
� OTHER: Travel, Training & Education Policy
Travel, Training & Education Forms
ADMINISTRATORS COMMENTS
City Administrator
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Date
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COUNCfL RCTION TAKEN: ❑ APPROVED ❑ DENIED ❑ 07HER
P:AGROIJf'SiPEft ECONIMAVNCC items\TT&E Gover.r,9oc
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To: Honorable Mayor and City Council
Ryan R. Schroeder, City Administrator
From: Michelle A. Wolfe, Assistant City Administrator \'��
Date: 11 /12/98
Re: City Policy Discussion: Travel, Training and Education, Nepotism
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During 1998, staff has been discussing the need to revise the existing training
and travel policies. In addition, we identified a need for some type of nepotism
policy. We know have drafts prepared for City Council review during a workshop.
To address the travel and training policy, we formed an employee committee.
The committee consisted of employees from each City department. Committee
members are listed below:
John Burbank, Community Development
Doug Carison, Public Works
Judy Erdos, Clerical Group
John Fredrir,kson, Parks anci Ftecreaiion
Liz Johnson, Finance
Michelle Wolfe, Administration
Mike Zurbey, Public Safety
Attached is a report from the Travei, Training, and Education (TT&E) Committee,
and the proposed policy as developed by the committee. The proposed policy is
in Resolution format, so that it can be adopted as part of the existing Personnei
Policy.
Aiso included in the proposed Resolution is a Nepotism Policy. I surveyed other
cities for sample surveys. Then, we reviewed the various sarnple policies at a
staff meeting, and determined which policy we felt would work well for Cottage
Grove. I then modeled our policy after the sample.
\\CG_F51\SYS\GROUPS\PER_ECON\MAVNTraining\Training Committee\CoverMemo.doc
DISCUSSION
The attached TT&E Report explai�s the goals of the committee, and the
highlights of what we think was accomplished in the proposed policy. The report
also outlines some tasks that need to be accomplished once the policy is
approved. This includes a recommendation to explore the policy of establist�ing
a travel coordinator. This means that a City employee would be assigned to
make travel arrangements, so that we can centralize this process and perhaps
do some things to be more efficient and realize cost savings. (NOTE: At this
time, the Finance Department is reviewing IRS regulations regarding automobile
fringe benefits. That section of the policy wili be completed after this research is
complete.)
Staff is recommending a nepotism policy, to try and remove the possibility of
conflicts of interest. Many cities have nepotism policies. I have found in the
recruitment process the past few years that sometimes this has been an issue. 1
think that we need to have a policy, so that we can be consistent and avoid
potential problems.
CONCLUSION
At the City Council workshop on November 18, I would like to receive City
Council's input on the proposed policies. After the workshop, any suggested
changes to the policy will be made. Then, it will be available for employees to
review and comment. Then, the final draft and employee comments (if any) will
be forwarded for adoption by City Council on December 2 or 16.
\\CG_FS1\SYSIGROUPS\PER_ECON\MAVJ�Training\Training Committee\CoverMemo.doc
Training Travel and Education Policy
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Report Prepared by the Cottage Grove Training Committee
Revised 91/1/98 Draft 6
Introduction
The City of Cottage Grove has opted to review and revise its Training Travel and
Educatian policies (TT&E). This action arose as a part of an ongoing administrative
review process and in an ongoing effort to implement Cottage Grove P.R.I.D.E. The
P.R.I.D.E. curriculum is a city employee program that is based on the following
statements:
MISSION: To improve the quality of life and to enhance the spirit of our community and
its employees through...
Persona� service Responsiveness Innovation Dedication Effectiveness
PERSONAL SERVICE:
- We are committed to effective communications; being aware of citizen needs.
- We believe in the value of each citizen.
- We promptly follow up and follow through.
RESPONSIVENESS:
- We work to buiid Wst by being open, honest, consistent, and fair.
- We are aware of the environmental consequences of ou� actions.
- We respect and are sensitive to community values and needs.
INNOVATION:
- We are dedicated to professionai growth and initiative for all City employees.
- We are open to creativity a�d change - sta�ding still mea�s faliing behind.
- We dare to be the best and have fun doing it.
DEDICATION:
- We are committed to ideais of democracy and citizen participation.
- We support the elected officiais in representation of their constituents.
- We hold oursetves to high standards of ethical behavior and stewardship.
EFFECTIVENESS:
- We are committed to achieving exceilence through leadership and teamwork.
- We strive for high production and quality resuits.
- We take individual responsibility for organizationai performance.
We are FIRST, LAST, and ALWAYS a public service organiza6on. We exist because the
citizens are willing to pay taxes and give up a certain level of individual freedom, in exchange
for a City govemment that meets their collective needs. The good wili of that citizenry is the
most important resource we have; it must be cherished and nurtured.
TT&E�;
Draft Repor±
Apri I 1,1998
Page 2
Process
A committee of department representatives was appointed to review the City's current
TT&E policies in relation to effectiveness, consistency and fiscal appropriateness. A
thirty-day time frame was established for the completion of this review. Department
member input was solicited and shared by all committee members during this process.
TT&E Committee Goals
• For the City of Cottage Grove to provide clearly defined policies establishing a TT&E
program that is, budgeted, consistent, defi�ed, economical, pertinent, pianned, and
proactive.
• For the TT&E Program and to be applicable to all Full and Part Time City
employees, Interns, Council Members and affected Commission Members.
• For all TT&E events financed by the City to be value oriented and have a
quantifiable benefit to the community in terms of maintaining job licenses,
certifications, and requirements, improved job performance, technology
implementation, safety training, service improvements, professionalism, and liability
protection.
• For TT&E events to be coordinated internally for multiple participants whenever cost
feasible and possible.
• For the City to encourage the use of in-house talents and skills in training as well as
expertise and/or facilities of local citizens, companies and agencies whenever
feasibie.
€xisting Pclici�s
The current city policies which are detailed in resolution 92-278 are attached as Exhibit
A for review. An undated policy handbook that differs slightly is inciuded as Exhibit B. A
copy of the current Section 17, Expenses, from the Personnel Palicy is attached as
exhibit C. A list a mandatory job related training and certifications are attached as
Exhibit D.
Proposed policy recommendations
The following information was compiled and considered by the TT&E committee and is
being proposed as the new TT&E Program for the City of Gottage Grove. Formal actio�
would be required by the City Council prior to adoption of the new policies. While the
input of different departments was solicited, the Committee recommends allowing a
formal comment period in which the col�ective bargaini�g units and non-represented
employees have time to review the policy prior to the issue going to City Council for final
approval. It has also been identified that the employment agreements for some
: <
Draft Report
April 1,1998
Page 3
individuals may be affected by these proposed policy changes. The finai draft to council
should detail these anomalies as determined by department heads.
: ' •• ' ••
Ail travel, training and education should be for a municipai purpose. The City strives to
employ persons who have achieved the required level of technical skili and educational
qualifications and have exhibited attributes that fit into the City's "corporate culture". The
City's corporate culture has been expressed in its PRIDE statement. It is in the City's
best interest to maintain or enhance the skilis of its work force in order to provide the
citizens of Cottage Grove with a high Ievel of tech�ical skill and customer service.
These types of expenditures will be incurred in connection with city business, for
approved conferences or educational courses.
TT&E Program Policies
Below are some of the policy issues that were addressed by the committee. These
issues have been discussed, and a recommendation is included within the proposed
policy.
� Definitions
■ Location Policy
• Eligibility and Priority Criteria
■ Review Process, Training Plans
■ Allowable Expenditures (Meals, Lodging, Miscellaneous, Auto Rental, City
Vehicle and Personal Vehicle Usage, Air Travei, Shuttle Service/Parking)
� Cash Rdvance and Prepayment of Expenses
• Reimbursement Procedures
• Follow-up Procedure
• Computing Work Time While in Transit
Accomplishments and Highlights
• Includes a process which provides for careful review of requests as related to
program eligibility and criteria
• Multi-department input in developing the new policy
• Establishes a follow-up procedure, to evaluate training program effectiveness
. Establishes limitations on reimbursable expenses
• Provides for more equalized training opportunities city-wide
• Links the policy to the Cottage Grove PRIDE mission statement
TT&E,''�'„�.
Draft Report
Aprii 1,1998
Page 4
• Clarifies policies, procedures, a�d key definitions
• Provides a streamlined process and a centralized policy
. Creates the concept of Department Training Plans
• Estabiishes who is eligibfe for travel and training activities
TT&E Program Implementation
• Preliminary discussion at City Council Workshop, November 18
. Formal comment period: November 19 - 25
• Prepare for City Councii Agenda December 2 or 16
After adoption
• Employee meetings to review the new policy and related forms
• Develop a sign-off process for cash advance requests
. For 2000 budget development, develop directions for departments to prepare
departmental training plans
• Establish a training database
• Explore the possibility of establishing a travel coordinator and/or City-designated
travel agency
• Establish a pro-ration formula and procedure for repayment for the Education Policy
\\CG_FSt\SYS\GROUPS\PER_ECON\MA1MTraining\Training Committee\Travel, Training & Education (1).doc
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*****Ekhiblt A*****
RESOLIITSON NO. 92 - 2�8
RE60LIITION ]1DOPT2NG 11 POL2CY FOR TAAVEL,
MILEAGE� RESISB4R8EMENTB� AlID AtfTOMOBILE FRINGE BENEFITB;
REPEAI,ZNG AESOLIITION NO. 92-267
BE IT RESOLVED, by the City Council of the City of Cottage Grove,
County of Washington, Stete of Minnesata as follows:
Z. Purpose
(a) This Resolution establishes the quidelines and
requirements for the reimbursement of expenses relatinq
to attendance at authorized conferences, eeminars,
workshops or eimilar events. This Resolutfon also
establishes quidelines for the use of City vehicles.
II. Penalty for Non-COmpliance
(a) Employees found in violation of any regulations specified
in this Resolution are subject to disciplinary
proceedings as outlined in the Personnel Policy or their
Union Contract.
III. Within Area Travel
(a) Personal use of any city vehicle is prohibited, other
than commuting (for those employees required to commute
in 8 City vehicle) or "de minimis" personal use (such as
a stop for a personal errand between a business delivery,
oz the employee'� home).
(b) Department heads issued cars are required to commute to
and from work in the City vehicle. Other authorized use
cf eity vehicles is defined ns travel to and from city-
related meetinqs, seminars, or other City functions.
(c) Personal car use shall be reimbur�ed at the rate
authorized by the Internal Revenue Service as the flat
rate per mile deduction for business use of a personal
sutomobile.
(d) When traveling from the normal work location and then
returning to it, the mileage allowance is the actual
miles traveled.
(e) When traveling from an employee°s residence to another
wosk location, and then to a normal work location, the
mileage allowance is the excess miles traveled over those
normally driven from the tesidence to the normal vork
location.
(f) When traveling from a normal work location to another
work loeatian, and then t�a the employee's residence, the
mileage allowance is the excess miles traveled over Lhose
normally driven.
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(q) When traveling fzom the residence to another wozk
location and then returning to the residenae, mileage in
excess of that normally driven to and from the normal
work location is reimbursable. Yf such travel occurs on
a day that the employee is not schedule to work, total
mileage traveled is allowed.
(h) Lodging within the metropolitan area is
under extenuating circumstances and with
authorization from the City Administrator.
IV. Out of Area Travel
allowed only
prior written
(a) An employee required to travel outside the seven county
aietropolitan area to nttend a conference, meeting or
traininq seminar must complete a travel request form and
receive approval from the Department Head and City
Adminietrator. � ���-� �'
(b)
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When travelling out of town calls for City business and
reasonable costs for one call per day home are
reimbursable.
If an employee's trip exceeds five days, zeasonable costs
of laundry and valet services are reimbursable if
required to present a suitable image as a City
regresentative. This is intended to reimburse employees
for additional expenses due to traveling that they would
not have incurred�at home. If there are extenuating
circumstances, the Department Head can decide the merits
of reimbureing for this expenditure for other than five
day stays.
(d) Reimbursement for lodging expenses shall be allowed only
for authorized City employees, staff and City officials.
An employee should choose lodging base on canvenience,
rea�oxa�bl�aag�s A£ cost, and proxa,ma.�.y to the conference,
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showing both charges and paysaents is required far
reimbursement. If any person accompanies an employee,
reimbursement will be made at the single room rate. If
the billing is for joint occupancy, the hotel cashier
should indicate the single room rate for the room
occupied. Each authorized person shall be allowed an
individual single room.
(�)
{P)
(9)
A copy of the conference brochure must accompany the
reimbursement request.
Costs for use of a fax machine are eligible if the fax is
recluired for city business.
Costs for transportation to and from the airport are
reimbursed at the least expensive mode available.
P� .
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V.
(h) For travel outside the seven county metropolitan area,
breakfast may be claimed if the individual leaves home
before 6:30 a.m. Dinner may be claimed if the individual
returns home after 6:00 p.m.
(3) Transportation to and from �eminars, conferences, etc.
which are outside the state shall be at the cost of the
lowest air fare.
(j) Transportation within the state shall be by City vehicle
or personal vehicle when a City vehfcle is not svailable.
In-state airfare is allowed only under extenuating
circumstances and with prfor written authorization from
the City Admfnistrator.
(k) Charges for taxis and airport limousines are reimbursable
if other modes of travel are not available or practical.
(1) Rental cars will only be reimbursed if the employee has
prior approval from the City Administrator. The cost
reimbursed will be the least expensive rental car
consistent with the number of City sgonsored people
attending. A statement of prices from the rental
ageacies must be included in the reimbursement request.
(m) Reasonable and customary tips for required services will
be reimbursed. Examples of required services include maid
service, taxi drivers, bellpersons and baggage handlers.
(n)
The City determines that any frequent flyer miles
while travelling at City eycpense are the property
City of Cottage Grove and not the individual.
Claiming Reimbursement
earned
of the
(a} Any individual claiming reimbursement for expenses must
attach receipts to the reimbursement claim. All
expenditures must be itemized. Reimbursement requests
must include location and business purpose.
(b) No reimbursement requests will be processed by check for
amounts less than $15. If an employee must be reimbursed
for amounts less than $15, they should receive the money
from petty cash.
VI. Prepayment of Travel E�rpenses
(a) Prepayment of travel expense is hereby authorized as
provided by State Statute, with the provision that
arrangements are made through the City Administrator's
office for said prepayment.
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(b) Upon approval of an advance by the City Administrator, a
travel advance may be obtained from the Finance
Department. The request must be submitted by the
deadlines established ffor check payments.
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(c) Advancing money for travel does not constitute approval
of spending all the advanced sum; only approved actual
and necessary expenditures qualify for seimbursement.
(d) A completed statement for reimbursement must be submitted
vithin 30 days after the employees returns to the City.
VII. Meals
{a) All City employees or officials may be reimbursed for
meals when attendance at a meeting scheduled away from
the normal work location requires leaving home before
6:30 a.m. or arriving home after 7:00 p.m.
(b) Individuals whose meals are included in the registration
fee for confezences, workshops, etc., can not make
duplicate claim for these meals.
(c) An employee, servinq as a representative of the City, may
occasionally be in the position of having to provide a
meal for other persons who have official business with
the City. The cost of providing such meals, including
tax and a reasonable gratuity, will be reimbursed
provided the following conditions are met: 1) the name
and official capacity of each person attending must be
listed; 2) the public purpose/benefit of the meeting must
be described; 3) the cost may not include any alcoholic
beverages; 4) a receipt must be pzovided; and 5) the
expenditure must be approved by the designated approving
authority.
(d)
(e)
VIIZ.
Ix.
X.
Costs for alcoholic beveraqes shall not be reimbursed.
Tips are reimbursable at a rate of 15� of the total bill.
Credit Cards
(a) No City credit cards shall be issued or used. Persona�
credit cards may be used when the receipt accompanies the
ieimbursement claim.
Emergencies
(a) The City Administrator shall
deviate from this policy in
when other eituations warrant
IRS Regulations
be authorized to modify of
an emergency situation or
such deviation.
ga} Zncome will be determined according to YRS guidelines and
will be considered taxable income and reported on the W-2
for any personal benefit, includinq cammuting>
(b) Monthly allawances and per mile allawances are considered
taxable income and will be included on Lhe W-2 farm.
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(c) It is the employees responsibility to maintain'records
for any deductions from this income due to miles driven,
gas purchased or expenses incurred.
{d) Clearly marked police and fire vehicles are considered
exempt under SRS guidelines (Director of Public Safety
and Fire Chiefj, and therefore will have no additional
income for sutomobile fringe benefits derived from the
use of City-owned vehicles.
(e) The City considers automobile fringe benefit income paid
monthly and must withhold state and federal income taxes
from this income.
XI. Repeal
Resolution No. 92-267 adopted November 18, 1992, is hereby
repealed.
XIZ. Effective Date
(a) This policy will be effective from and after fts passage
according to law.
Passed this 16th day of December, 1992.
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Attest:
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City Clerk
Zntroduced by: Councilmember Rageth
Seconded by: Councilmember Buth
Votinq in favar: 5 Ayes
Voting against: 0 Nays
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Resolution No. 96-12
Page 17
C
***x*Exh9bit C*****
1�P.f��ne� �bl\C�
,�SO1w'�� � �lCc ` � �"
performance or knowledge, or does not develop skilis reasonabiy
necessary for his/her position;
F. That upon receiving a C or better for the course, and presentation to the
City of a paid receipt for the cost of tuition and books, the City shall
reimburse to the empioyee those amounts for which he/she has not
already received reimbursement through another source as specified in
item (8-51 above.
G. That no reimbursement wiil be made, under any circumstances, for the
cost of supplies, student memberships, student health coverage, activity
fees or costs, transportation to or from school, parking or any other
charges for which the empioyee became liable while attending school.
H. A�I tuition and book reimbursement is subject to the availability of
budgetedfunds.
I. No employee may receive in excess of S1,500 tuition/book reimburse-
ment in any one calendar year. The City Council may waive this
� limitation in unusuai �ircumstances where it is determined that there is
a justifiable City need for an employee to take additional schooling.
J. Empioyees who receive tuition/book reimbursement, and who do not
compiete at least two (2) years of empioyment with the City after such
reimbursement, wiil be required to repay the reimbursement on a pro-
rated basis for the two (2) years.
16.2 Educational Leave Time. Where an �mployee is engaged in advanced
education, the empioyee may request approval of his/her Department Head in order
to use compensatory Ieave or ann�al leave time in order to attend a course given
during the empioyee's regular working hours,
SECTION 17. EXPENSES
17.1 Pre-oavment. Pre-payment of travel expenses may be made upon
application and approval by the City Administrator.
17.2 Miisage Reimbursement. Employees authorized to use their personal
vehicie on City business shall be reimbursed at a rate estabiished from time to time
by the City CounciL
C 17.3 Other Exoenses. An employee shall be reimbursed fot hislher actuai out-
of-pocket expenses expended for approved purchases on behalf of the City.
Resolution No. 96-12
f Page 18
l
When required to travel a substantial distance and remain away overnight on
City business, the employee shail be reimbursed for lodging expe�se upon submission
of a copy of the bill attached to a travel claim form. Reimbursement shail be limited
to the expense of the singie room rate for iodging.
Employees required to attend meetings outside of the City for City business
shali be reimbursed for necessary meals upon presentation of a bill attached to the
claim form. Ciaims for brsakfasts shali be approved onty if the employee is required
to leave his/her piace of abode before 6:30 a.m.; reimbursement for dinner shail be
ailowed only if the empioyee is required to return to hislher place of abode after 6:00
p.m.
Employees who attend conferences, workshops, seminars, or other City-related
business and the registration for which includes a meal, shail not be reimbursed for
the cost of ineais included with registration.
All travei outside the seven-county metropolitan area requires preapproval by
the City Administrator.
�
� An empioyee shail be reimbursed for authorized travei outside the State of
Minnesota at the Iowest possible air fare for that journey. Reimbursement of charges
for taxis, airport limousines, and rental cars shail be made if other modes of
transportation are unavailabie or impractical.
Transportation within the State of Minnesota sha�l be exclusively by City-owned
vehicie or by personal vehicle when prior authorization is obtained.
SECTION 18. OFFENSiVE BEHAVIOR
It is the City's policy to maintain a.working environment free from offensive or
degrading remarks or conduct. Such behavior includes inappropriate remarks about
the empioyee's race, color, creed, religion, nationa► origin, sex, marital status,
disability, sexual orientation, age and status with regard to pubiic assistance.
Offensive behavior prohibited by this poficy also includes requests to engage in itlegal,
immoral or unethicai conduct.
One specific kind of illegal behavior is sexual harassment. Sexual harassment,
which can consist of a wide range of unwanted sexually directed behavior, is defined
r as
l`
1. Unwefcomed and unwanted sexuai advances;
2. Requests or demands foe sexual favors;
*****EXhlbit D*****
REQUIRED TRAINING - PEACE OFFICERS
Continuing education - 48 hour credits every three (3} years
average 16 hours a year
Employee Right to Know/Workplace Accident & Injury Reduction
Peace O�cer use oft Force
Bloodborne Pathogens
Hazardous Materials
First aid Equipment/CPR
24 Hrs.
1 Hr.
4-8 Hrs.
2-4 Hrs.
PARAMEDIC PEACE OFFICERS MUST ALSO GOMPLETE THE
FOL�OWING:
72 hours of Region's training
• Quarterly training
• Monthly Run Review
+ Bloodborne Pathogens
• Hepa Mask
• Airway Station Exercises
• CPR Refresher
• Advance Life Support Practicais
• Ressarch Lab
4 Hrs. Ea.
1 Hr. Ea.
4 Hrs.
2 Hrs.
1 Hr. Ea.
2 Hrs.
4 Hrs. every other year
4 Hrs. evesy ottaer year
PUBLIC WORKS - BARGAINING UNIT STEP PAY PLAN REQUIREMENTS
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Resolution No. 98 - XX
Resolution Adopting Personnel policy for the City of Cottage Grove,
Repealing Resolution 96-12 and Repealing Resolution 92-278
WHEREAS, the City of Cottage Grove needs to update its policies from time to
time; and
WHEREAS, the City has identified a need to modify the policy regarding travel,
training, education, and reimbursement of expenses, and
WHEREAS, an employee committee has developed a new Travei, Training, and
Education (TT&E) policy, and
WHEREAS, the City has identified a need for a nepotism policy, and
WHEREAS, the City's current Personnel Policy snall be revised to replace the
current Section 16 with the TT&E policy and business travel language attached
herewith, to replace the current Section 17 with the nepotism policy language
attached herewith.
NOW, THEREFORE BE IT RESOLVED,
SECTION 16. TRAVEL TRAINING AND EDUCATION POIICY
Revised November 11, 1998
16.1 Purpose. The purpose of this policy is to provide guidelines and
procedures to be used when individuais participate in Travel, Training, and
Education (TT&E) events. This policy will reviewed prior to December 31, 1999
to determine if changes are necessary.
16.2 Training/Education Philosophv. Through its commitment to PRIDE, the
City will maintain a highly skilled, efficient, motivated work force which meets all
required mandates and allows for career enrichment th�ough training and
education. This process will be administered in a� economic fashion that
maximizes the city's return for its budget training funds and will comply with all
budgetary limits. It is expected that any training, travel or education funded by
the City will be for a defined purpose to further organization goals. It is also
expected that any expenditure will be for a valid business purpose.
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16.3 TT&E Program Definitions
Advanced Education - Any training or program participation that could resuit in a
certification or degree from an Accredited Coliege, university or trade School.
Comparable Traininp- Any training or program substantially similar in content, ar
which meets similar criteria for certifications, licenses, or other required training.
Established Safety Policies - The adopted safety policies and criteria
established by the entire City or individual departments and relating to the
expected and required safety conduct, responses, action or training.
Oraanization goals - Remaining current with changing legal or technical
requirements, maintaining education requirements for various certifications, and
researching best practices.
Priority 1 Traininq — Required and necessary training. TT&E participants receive
training in the skills needed to perform the specific job function in his/her
division/department. Required training is in association with state and federal
licenses, City job description or City step plan. This would also include state or
federal guidelines for mandatory requirements which, if they were not attended,
would result in penaities or fines. These training opportu�ities are intended to
meet aIl applicable standards, certifications, accreditations and licenses required
of the positions held. Necessary training is an accreditatio� or certification from
professional or trade organizations that enhance an individual's Ievel of
professional status and improve the quality of the City work force.
Priority 2 Traininq — Desirable training for job enrichment which includes verbal
or written skills, technology, a�d personal development and improvement
programs. These opportunities may be provided by other departments within the
City or by others outside the City. These priority two opportunities are subject to
department head approval and to the availability of department training funds,
PRIDE - Personal service Responsiveness Innovation Dedication Effectiveness
Training Officer - The Assistant City Administrator.
Training Plans —
Department Training Plan: A narrative document detafling a one-year plan for
training, education and professional development that sets minimum standards
and goals for each position, individual, or commission member within that
department.
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Professional Development Plan: A narrative document detailing a defined action
plan for professional development for an individual empioyee. Said pian shali list
types of training, course work or degrees needed to complete the plan and list of
how the described training will benefit the City.
TT&E event - Any travel, training, education or business-related functian that
meets the eligibility approval criteria and is funded all or in part by the City of
Cottage Grove.
TT&E Locations —
tn-House Training — Training provided at City facilities or through City of Cottage
Grove arrangements.
Local Training — TT&E events which take place in tne seven county metropolitan
area.
National Training — TT&E events which take place outside a 500-mile radius of
Cottage Grove.
Regional Training — TT&E events which take place outside the Twin Cities Metro
Area (local traini�g) but within a 500-miie radius of Cottage Grove.
TT&E participant - AII Full and Part time city employees, Interns, Council
members and affected Commission and Committee members participating in
TT&E events.
16.4 TT&E Proqram Eligibility(Prioritv. The following criteria wiii be
considered in reviewing TT&E requests:
Required Criteria:
• Funded in the budget
. In compiiance with the travei, training and education policy
• In accordance with an Approved Departmental Training Plan
Additional Criteria:
• Priority level of training (Priority 1 or Priority 2)
• Training associated with established safety policies
. Training associated with new trends, techniques, or technology utilized by the
City
. Trai�ing associated with equipment or machinery utilized by the City
• Training related to an established step advancement training program
• In accordance with a� approved Professional Development Plan (Individual)
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16.5 Review Process
A. Training Plan
Each department shall submit a training plan. This plan will be submitted
yearly as part of the City budget review process. In addition, individuals
interested in additiona� TT&E beyond required training shall submit an
individual plan for review and approval by the Department Head prior to
budget submission. Training must be according to an individual plan for
skiils representing a progressive level (basic-intermediate-advanced) that
does not repeat prior training—this does not include training required each
year for certification.
B. Conference Policy
As with all TT&E events, TT&E participants interested in attending
professional development conferences in or out of state must meet the
TT&E program eligibility criteria. Attending programs offered within the
state, a�d preferably the metro area, should be the practice whenever
possibie.
C. TT&E Location Policy
When evaluating training opportunities, requests shall be reviewed to
ensure the most cost-effective option is selected based on the following
critieria:
1. Training In-house
2. Training Local
3. Traini�g Regional
4. Training National
Regionai or national 4rair�iny shaii noi ue ap�,roveci is there is reasonable
access to comparable training in the locai area withi� the same budget
year.
D. TT&E Request Procedures
To request permission to attend a TT&E event, it is necessary to compiete
a Training/Travel Request form or an Education Reimbursement
Application (see Section 16.11). Written approval from the department
head and City Administrator or designee wiil be required, On the form,
the TT&E participant must include a statement indicating the expected
benefit of the event.
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16.6 Aliowable Expe�ditures
A. General
The City pays a Tf&E participanYs expenses incurred while attending a
TT&E event, in accordance with policy guidelines.
The TT&E participant must pay expenses incurred by a spouse or guest
attending a conference with a TT&E participant.
�
If the TT&E event is more than one day in duration, there shall be a
maximum per diem (including gratuities for meals only} of $30 per day.
For partial days, the meal allowance will not exceed the following:
Breakfast: $6.00
Lunch $9.00
Dinner $15,00
. Tips snail not exceed 15% of City reimbursed meal cost.
. Whe� an event encompasses a full day, TT&E participants may spend the
daily allowance among the three meals at their discretion, unless meals
are included as part of the conference registration. In that case, the
money allotted for that meal couldn't be spent.
• For local and regional area training or meetings, lunch will be reimbursed
if not covered in the fee for the event. No other meals will be reimbursed
unless prior approval is granted.
• Costs for alcoholic beverages snall not be reimbursed.
. Receipts will be required for reimbursement upon return from the event,
along with any unused portion of the meal allowance (if cash advance was
received}. Receipts must clearly state date, location, and name of
restaurant.
A representative of the City may occasionally be in the position of having
to provide a meal for other persons who have official business with the
City. The cost of providing such meals, including tax and a reasonable
gratuity, will be reimbursed provided the foilowing conditio�s are met:
1) the expenditure must be approved by the City Administrator or
designee prior to the event;
2) the name and officiai capacity of each person attending must be listed;
3) the public purpose/benefit of the meeting must be described;
4) a receipt must be provided; and
5) no alcoholic beverages will be reimbursed.
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C. Lodging
. Reimbursement for lodging expenses shall be allowed only for
authorized TT&E participants.
• A TT&E participant should choose lodging based on reasonableness
of cost, and proximity to the conference, meeting, or training site.
. Reimbursement will be made at the lowest standard singie room rate
of the chose� facility.
• Each authorized person shall be allowed an individual single room.
. Lodging costs, shall be reimbursable only from the night preceding the
conference, through the night immediately following such event, unless
an additional evening's stay will decrease travei costs.
• Overnight stays within the local training area are not permitted without
the City Administrator or designee's approval in advance of the stay.
D. Miscellaneous expenses
One (1) personai long distance call per day, i� a� amount not to
exceed 15 minutes, will be reimbursed.
Costs for reasonable use of phones, copy and fax machines, or other
approved busi�ess services when used to conduct City business will
be reimbursed.
E. Transportation
(1) Auto Rental
Rental cars shall not be used as part of a TT&E event unless prior
approval has been obtained from the City Administrator or designee. The
cost reimbursed will be at the mid-size vehicle rate. Auto rental must be
requested on the Travel Request form and justified as required for ofificiai
business. Multiple quotes including appropriate insurance and fees
should be obtained from a minimum of three (3} rental agencies and
attached to the request form. If reasonable public tra�sportation is
available or a less expensive means of transportation is available, a rental
car should not be requested. A car may be rented if the Iocal
transportation is impractical or more expensive tha� renting a car for the
period in question.
(2) City Vehicle and Personal Vehicle Usage
Transportation within the state shall be by City vehicle. If a City vehicle is
not available, a TT&E participant may use a personal vehicle. Approved
pers�nal auto usage while attending a TT&E event is reimbursed at the
current Internal Revenue Service per mile rate. The City of Gottage
Grove does not provide insurance on personal vehicles.
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When traveling from the normai work location to a TT&E event and back,
the mileage allowance is the actual work related mileage traveled.
When traveling from an TT&E participanYs residence to a TT&E event,
and then to a normai work location, the mileage allowance is the excess
miles traveled over those norrrraily driven from the residence to the normal
work location
When traveling from a normal work location to a TT&E event, and then to
the TT&E participanYs residence, the mileage allowance is the excess
miles traveled over those normaily driven from the normal work location to
the participanYs residence.
When traveling from the residence to a TT&E event and then returning to
the residence, mileage in excess of that normally driven to and from the
normal work location is reimbursable. If such travel occurs on a day that
the TT&E participant is not scheduled to work or involves travel to eveni�g
meetings outside the normal work hours, total mileage traveled is allowed.
Personal use of any City vehicle is prohibited, other than commuting (for
those TT&E participants required to commute in a City vehicle) or "de
minimis" personal use. The City Administrator can approve take-home
vehicles.
(3) Air-Related Travel Policies
Air travel by authorized TT&E participants must be the lowest fare
routing. Lowest fare routing is the lowest fare which:
Requires no more than one interim stop or change of planes
each way
Results in a layover not exceeding two hours each way.
Every effort should be made, when practical, to book tickets early
to take advantage of money saving offers. At a minimum, airfare
tickets must be purchased at least 20 days in advance. Frequent
flier miles associated with TT&E travel are property of the City.
If a TT&E participant wishes to drive and the mileage aliowance
wouid be greater that the airfare wouid be, the traveler may be
reimbursed "equivalent airfare" instead of the actual mileage costs.
This would include the cost of the airfare plus shuttle service to and
from the airport. The additional time required to travel by car wiil be
the empioyee's own time.
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(4) Shuttle Service and/or Parking
Costs for transportation to and from the airport are reimbursed at
the least expensive mode available. Ground transportation may be
reimbursed up to the fare from the TT&E participanYs normai work
site to the appropriate airport. Mileage and parking will be
reimbursed if the TT&E participant chooses to drive a personal
automobile to the airport only if the total cost of mileage
reimbursement and parking is less than the round trip ground
transportation from the work site. Reimbursement of charges for
taxis and airport limousines shall be made only if other modes of
transportation are impractical.
When attending an event or business meeting where parking is
limited or where parki�g decks are expensive, a parking meter may
be used. The TT&E participant wili need to document the amount
spent for a parking meter on a form as required by tne Finance
Department.
F. Cash Advance for and/or Pre-payment of Travei Expenses
TT&E events requiring overnight accommodations or extended time away
shall be eligible for a reasonable cash advance. Upon prior approval by
the Training Officer a travel advance may be obtained from the Finance
Department. The request must be submitted by the deadlines estabiished
for check payments.
Advancing money for travei does not constitute approval of spending the
entire advanced sum. Monies not spent must be returned to the City.
Pre-paym�r�t of travel 2xpenses (for example, registration fe�s) may be
made upon application and approvai of voucner by the City Administrator
or designee.
16.7 Reimbursement Procedures
Only approved actuai and necessary expenditures qualify for
reimbursement, and must have receipts. In addition, to receive
reimbursement, the following criteria must be met:
Within 30 days of returning from an approved TT&E event, the
participant must submit a mileage and expense report form.
Receipts for the payment of transportation, lodging, and other
business expenses shall be attached to the expense report.
. Tips shail be noted on the meal receipt.
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• AII receipts must be dated and in chronological order.
• Any unused portion of a cash advance will be returned to the City.
• If the biiling is for joint occupancy, the lodging cashier shouid indicate
the singie room rate for the room occupied. It is the TT&E participanYs
responsibility to obtain this.
• TT&E participants shall be required to submit an itemized lodging bill
showing both charges and payments for reimbursement.
• TT&E participanYs submitting receipts for parking fees shall be
reimbursed in the amount noted on the receipt.
• When two or more TT&E participants travei to the same destination by
the same vehicle, mileage and parking fee reimbursement will be
made to only one person.
A significant unexplained discrepa�cy between the estimated cost as
requested on the TT&E request form and the expense report form may
result in a request for additional justification.
16.8. Follow-Up Procedure
It is expected that all participants in TT&E will receive a documentable benefit
from attending a iT&E event. It is a goal of the TT&E program that participanYs
share that benefit with an appropriate audience. Therefore, upon return from a
TT&E event, participants are required to somehow communicate the gained
benefit. Acceptable mediums for this requirement, which should be chosen
based on appropriateness, include but are not limited to
• written report to supervisor, co-workers, or others who would gain from
knowledge
• verbal discussion at a staff or department meeting
• distribution of materials obtained to other employees who may benefit
• discussion with superviscr
The TT&E participant shall provide the Training Officer with a rating of the TT&E
event, as weli as documentation of the follow-up procedure, on a form available
from the Personnel office. Information will be maintained in the training
database.
16.9 Computinq Work Time While In Transit
In order for the City to assess the obligations for paying travel time, the
determining factor is whether or not the travel involves an overnight stay in
another city. If a non-exempt employee is staying overnight in another city,
travei occurring during tne normal working hours, regardless of the day of the
week, must be considered hours worked. if an TT&E participant is directed to
travel to another city but returns home that evening, all travel time, less the TT&E
participanYs normal commute, will be considered time worked.
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The employer can direct when the TT&E participant should travel. This may
sometimes involve a cost-benefit analysis. For example, it may be cheaper to
pay travel time on a Saturday if the cost for the airfare is less for staying over on
a Saturday night. This travel time may be overtime if the TT&E participant is
eligible per the appropriate labor agreement/personnel policy.
The empioyer can change work hours for non-union TT&E participants in order
to schedule around a TT&E event. For bargaining unit employees, the
applicable labor agreement should always be reviewed.
Exempt employees will be paid their normal salary. Travel time outside the
normal work schedule is not paid under any circumstances to exempt
employees.
16.10 Exceptions
Exceptions to this policy may be allowed, with prior approval of the Training
Officer and the City Administrator, for unique circumstances, cost saving
alternatives, or to provide for reasonable accommodations for the physicai or
medical needs of a TT&E participant.
16.11 Education Policv
Any employee who is interested in pursuing furtherjob related training and
education opportunities could independently pursue these oppo�tunities under
the city's education policy. An employee can take a course at an accredited
collegelvocational school, and apply for reimbursement for tuition costs per the
policy. in addition, these courses would be taken on the emp(oyee's own time.
(1} Tuition/Book Reimbursement. The City encourages its employees fo
participate in continuing education in order to improve job perFormance in
their present positions and to prepare for advancement within the Gity
through self-development. In furtherance of said goal, the City wili
reimburse an employee for the payment of tuition and the purchase of
books when all of the foilowing conditions have been met:
�a
That the course be taken at an accredited coilege or university, an
accredited vocational institution, or is an approved adult education
program;
b. Tnat the empioyee submit an Education Reimbursement Application
form to his/her Department Head rip or to the commencement of the
course. The request for approval shall state, at a minimum:
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. The name of the college, vocational institution, or adult education
course being attended;
. The starting date of the course;
. The estimated completion date of the course;
. An inclusive descriptio� of the course, its educational content, and
the manner in which this course relates to the employee's current
position, or an immediate promotional position to which the
employee may advance;
• The identification of availability and source of other assistance which
the employee is eligible to receive by virtue of enroliing in this
educational program;
. The number of credits for which the course has been approved;
• Whether the course will be taken at a time other than the employee's
regular work hours or whether the employee will need to use leave in
order to attend the course.
. Once the form has been approved, it will be returned to the
employee. Only after the form is returned, signed, is the employee
authorized to proceed. The employee shall return the form along
with receipts and grade reports upon completion of the course.
The above information can be provided on the Education Application
form or attached to tne form.
c.
.
All courses approved for tuition and book reimbursement must be job
related;
The Department Head shall forward the employee's request to the
City Administrator or designee.
e. Within 30 days following receipt of the request, the City Administrator
or designee shall respond to the request including whether the
request is approvea or denied. Reasons for deniai shail be specified,
and may include, but not be limited to, unavailability of funding, that
the course or program is not reasonably related to the employee's
job performance or knowledge, or does not develop skilis reasonably
necessary for his/her position;
f. That upon receiving a C or better for the course, and presentation to
the City of a paid receipt for the cost of tuition and boaks, the City
shall reimburse to the employee those amounts for which he/she has
not already received reimbursement through another source as
specified in item (B) above. The employee shall submit
documentation showing the grade obtained for the course, receipts
showing payment for the cost of tuition and books, a voucher for
reimbursement, and the original approved Education
Reimbursement application form.
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g. That no reimbursement will be made, under any circumstances, for
the cost of supplies, student memberships, student health coverage,
activity fees or costs, transportation ta or from school, parking or any
other charges for which the employee became Iiable while attending
school.
h. Ali tuition and book reimbursement is subject to the availability of
budgeted funds.
i. No employee may receive in excess of $1,500 tuition/book
reimbursement in any one caiendar year. The City Councii may
waive this limitation in unusual circumstances where it is determined
that there is a justifiable City need for an employee to take additionai
schooling.
Employees who receive tuitionlbook reimbursement, and who do not
complete at least two (2) years of employment with the City after
such reimbursement, will be required to repay the reimbursement on
a pro-rated basis for the two (2) years.
(2) Educational Leave Time. Where an employee is engaged in advanced
education, the employee may request approval of his/her Department Head
in order to use compensatory leave or annuai leave time in order to attend a
course given during the employee's regular working hours.
16.12 Business Travel And Ex�enses jNon-Educational). And Automobile Frinqe
Benefits
(1} Miscellaneous Expenses An employee shall be reimbursed for his/her
actua! out�af�pocket expenses expe^ded for approved purchas�s on
behalf of the City. Such expenses wiil be subject to the guidelines
established in Section 16.
(2) Automobile Fringe Benefits (To be added in ne�ct draft ...)
16.13 Committee Membership
(1) Employees who are considering participation on a committee for a
professional organization or some other work-related task shall notify the
Training O�cer prior to accepting appointment to the cammittee. The
Training Officer shall also be notified if an empioyee is considering
becoming a Board member of a professional organization.
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F:\GROUPS\PER_ECON\MAVJiTrai�ing\Training CommitteeiTravel, Training & Education (2).doc
SECTION 17 NEPOTISM POLICY
16.1 Spouses and relatives of current City employees and City Council members
are not eligible for employment in job classifications in which a conflict of
interest may occur. Therefore, spouses and relatives will not be hired
where: one spouse would have the authority or practical power to
supervise, appoint, remove, or discipline the other; one would be
responsible for auditing the work of the other; other circumstances exist
which would place the spouses in a situation of actual or reasonabiy
foreseeable conflict beiween the City's interests and their own; and where
the City must limit the employment of close relatives of policy level
employees who are employed by other organizations with whom the City
deals in order to avoid the reality or appearance of improper influence or
favor, or to protect the City's confidentiality.
16.2 The City is not obligated to give special treatment, such as preferential
scheduling, to married couples.
16.3 The term "relative" when used in this policy means any two (2) or more
individuals who reside in the same dweliing unit or who are related to each
other by blood, common law marriage, or adoption where one of the
individuals is the spouse, parent, grandparent, child, brother, or sister of the
other.
16.4 Persons employed prior to December 2, 1998, who are presently working in
a position that would be in conflict with this policy, will be exempted from
this policy.
16.5 Whenever any appoi�ted officer or employee becomes related, either by
marriage or adoption, to another officer or employee in one of the
re(ationships previousiy Iisted in this poiicy, the affected officer(s} andfor
employee(s} shall be allowed to remain in his/her position(s) for a period of
one year from the date on which the affected person (s) became related.
During the one year period, the affected person(s) shall be permitted to
apply for a transfer to any available position with the City which is both
comparable in salary and benefits to the position which the affected
person(s) holds, and for which the affected person(s) is qualified, the term
"comparable in salary and benefits" shall mean monetary compensation of
up to ten percent (10%) less or more than the person's current monetary
compensation. Any such transfer must be completed within the one year
period provided in this section. if the affected person(s) has not complied
with the requirements of this section within the one year period established
herein, where one or more of the affected person(s) is an elected or
appointed o�cer, and the remaining person(s} is an employee of the City,
the City Administrator shall recommend termination of the employee(s); and
where the affected persons are employees, the City Administrator shall
recommend termination the affected person(s) with the shortest length of
employment with the City. This provision applies to all offices and positions
of the City.
16.6 Nothing herein shali be interpreted as requiring an employee at the time of
an election to be discharged because a relative described herein has been
elected an officer of the City.
MAW
F:\GROUPS\PER ECON\MAVJ�PoliciesWEPOTiSM.DOC
EDUCATION REIMBURSEMENT APPLICATION
SECTION 16.11 PERSONNEL POLICY
Employee Name
Position Title and Division
Title of Course
Description of Request
(Include course description, education
content, manner it relates to
empioyee's current position or
unmediate promotional position.)
School Name
Class Schedule �
Starting & Completion Dates of
Course
Number of Credits
Amount of Other Financial
Assistance, if Applicable
REGISTRATION FEE $
BOOKS $
TOTAL COST $
REMARKS :
I understand that reimbursement occucs upon receipt of a grade of "C" or better. I understand that leave must be used if the course
is during notmai working hours.
I understand that approval is based on the Ciry's personnel policy as approved by the Ciry Council aud that if i leave Ciry
employment within two yeazs of completion, rhe cost of coursework wIll be deducted from my fmal check on a pro-rated basis.
(16.11(1)j)
Emplayee Signature
Depanment Head Sigiuuure
Training O�cer Sigiutture
Date
Date
Date
Ciry Admuiistrator Signature Date
Training & Travel Follow-Up Form
(Return completed to Training Officer within 30 days of attendance at event}
Name:
Position:
DeRartmenUDivision:
Title of Seminar/Conference:
Dates Attended:
Location:
Sponsored By:
Rate the value of tnis event on a scale of 1 to 10 (1=poor, 10=excellent}
Circie One: 1 2 3 4 5 6 7 8 9 10
Would you recommend this event for other employees? (Specify)
Do you recommend other events by this organization or company?
Could this training be ofFered in-house for groups of employees? _
General Comments: (Include pros & cons, what was learned, degree to which
training met expectations, how will it assist you in yourjob performance?)
Please describe the follow-up to your training and the date it was completed. If
yourfoilow-up inciuded a written document, please attach.
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Forzn.doc
Training/Travel Request Form
Name: Title:
DepartmenUDivision: _ Budget to Fund: _
Title of Seminar/Conference:
Location: Local: _ Regional: _ National: _
Ctry Stete
If RegionaVNa(ional, is it available locally?
Date(s): Hours: Registration Fee: _
T�8ii1i(7C� IS: (check ail that apply)
Funded in Budget: In Accordance w/ Dept. Training Plan: In Compliance w/ TT&E Policy: _
Priority 1: Prioriry 2:
Safery-Reiated:
Assoc. w/ Equip/Machinery:
Accordance w/ Approved Professional Development Plan:
POST Credits:
To Maintain Certification:
Piease List Certifcation:
Expected Benefit of Attendance:
Piease attach a copy of registration materials including a description of the course.
Budget
Adopted Training Budget:
Travel
New Trends, Techniques:
Part of 49'er Step Plan:
Mandatory:
Why? _
Expenditures to Date:
Transportation (Airfare or Mileage): $ Code: Travei Subtotal: $
Lodging: $ Code: Registretion Su6total: $
Meals: $ Code: Totai Travel Expenses: $
Other--Specify: $ Code:
Rental Car Requested? (nua�n a a�o�es m�n�mum�
Cash Advance Requested? Amount: $ Approved?
Employee Signat�re Date
Approved:
DepartmentHead
Training Offcer
City Administrator
Follow-Up
I an6cipate training foliow-up as foilows.
(Check one minimum)
Memo to Supervisor.
Meeting w! Empioyees/Staff: _
Other (Specify): _
Date
Date
Date
Meeting wJ Supervisor: �
Distribute Info to Other Employees: __
Employee to complete and forward
Department Head to send to Training Officer
If approved, original will be forwarded to Pinance, and 2nd wpy to the Department