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HomeMy WebLinkAbout03-013 - ADMIN Resolution - City Council - 2003/02/030 0 RESOLUTION NO. 03-013 RESOLUTION ADDING PUBLIC PURPOSE EXPENDITURE POLICY TO THE CITY OF ST. LOUIS PARK PERSONNEL MANUAL WHEREAS, The City Council wishes to adopt policies which ensure adequate compensation, leave and benefits for city employees and which protect the ethical standards of the City of St. Louis Park; and WHEREAS, The City Council has conferred upon the City Manager the power to establish and administer additional administrative policies and rules as may be appropnate to administer the employment practices of the City. NOW THEREFORE LET IT BE RESOLVED THAT, The City Council of the City of St Louis Park hereby adopts the Public Purpose Expenditure Policy (attached as Exhibit A) to be added to the personnel manual. Reviewed for Administration: Attest. Ci y Clerk Adopted by the City Council February 3, 2003 Mayo Resolution No. 03-013 -2- APPENDIX A RESOLUTION NO. 03-013 CITY OF ST LOUIS PARK PUBLIC PURPOSE EXPENDITURE POLICY Every City of St. Louis Park expenditure must be valid based upon the public purpose for which it is purchased and the specific or implied authonty for the expenditure found in the City Charter or State Law. Section 1.02 of the City Charter provides that the City "Shall have and exercise all powers, functions, nghts and pnvileges exercised by, or which are incidental to or inherent in, municipal corporations and are not denied to it by the constitution or general laws of the State of Minnesota." Minnesota Statutes § 412.111 provides that the City Council may fix the compensation of all officers and employees. The City Council has determined that the expenditures below are for a public purpose authonzed by law or charter. Meetings: food/meals The City Council recognizes that situations in which city business needs to be discussed can and do occur dunng 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 or create a more productive work force. Meals are allowed at training or meetings only when they are part of a=meeting or training involving official city business and when it is the only practical time to meet. 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. • 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. This does not include routine staff meetings. • 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 Councilmembers, committee/commission members, or local business/service organizations. • Meals and refreshments are allowed during official meetings of the City Council, Council committees, advisory boards/commissions, and taskforces. • Expense reimbursement for travel expenses for employees are outlined in the personnel policy, as approved by Council resolution 01-078. • Coffee is provided by the city for employees at city buildings. • Refreshments are allowed at welcome break, open to staff several times per year, to allow employees time to network and meet new staff members. Resolution No. 03-013 -3- • CITE (the Committee to Inform and Train Employees) is recognized as the employee committee, which is responsible for organizing and sponsonng vanous city employee training and networking activities. CITE expenditures are for food, refreshments and vanous expenses which encourages employees to work together to serve the city. CITE must obtain pre -approval from Human Resources to expend up to $1,500 per calendar year for planned employee activities. C11'h funds must be approved and part of the general fund. • Meals and refreshments are allowed at the annual City Volunteer recognition event. • Meals and refreshments are allowed for the annual seasonal/temporary employee recognition lunch. • The City will not purchase or reimburse any Employee, Councilmember or Agent for the purchase of intoxicating liquor or malt beverages. Membership and Dues The City Council has determined that the city will fund memberships and dues for the City, Councilmembers and its employees 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. Membership in the Local Chamber of Commerce The Mission of the TwinWest Chamber of Commerce is, in part, to improve the business environment and build a better community. Toward that end, the St. Louis Park Business Council was formed as a forum for local businesses and government to work together to ensure that business opportunitites in St. Louis Park are diverse and progressive, and that laws, rules and procedures enacted by local government are conducive to business operations in the City Section 1.02 of the City Charter grants the City "power to deal with all matters of municipal concern" and the City Council has determined that it serves a public purpose for the City of St. Louis Park to maintain membership in the Twinwest Chamber of Commerce and to participate as an equal partner in the St. Louis Park Business Council as a means of promoting, advertising, improving, and developing the economic resources of the City. Employee Service Recognition Program As approved by Council Resolution 00-055, effective January 1, 2000 the City of St. Louis Park will recognize the longevity of its employees by presenting awards for years of service. The Employee Service Recognition Program will recognize all benefit earning regular and part-time employees who work 20 or more hours a week, year round for the City of St. Louis Park. Awards will be presented to employees on the date of their employment anniversary by the City Manager and the department director. The department director will arrange a meeting with the City Manager to present the service award to the employee. Employees will receive the following awards in recognition for their years of service with the city: 5 yrs. Awards such as a City of St. Louis Park sweatshirt, an engraved pen, or an engraved coffee mug and a personalized letter given to the employee (expense ranging from $12 to $30 or $30 gift certificate). Resolution No. 03-013 -4- 10 yrs Awards such as an engraved paperweight or engraved key chain and a personalized letter given to the employee (expense ranging from $30-$40 or $40 gift certificate). 15 yrs Awards such as an engraved letter opener, pocket knife or desk clock and a personalized letter given to the employee (expense ranging from $40 - $50 or a $50 gift certificate). 20 yrs. Awards such as a larger desk clock, stein, or a gift of employee's choice and a personalized letter given to the employee (expense ranging from $50 - $60 or a $60 gift certificate). 25 yrs. Awards such as an engraved wall clock, a wnst or pocket watch, or a gift of employee's choice and a personalized letter given to the employee (expense ranging from $60-$70 or a $70 gift certificate). 30 yrs. Awards such as those presented for 25 years of service and a personalized letter given to the employee or an $80 gift certificate 35+ Awards such as those presented for 30 years of service and a personalized letter given to the employee or an $90 gift certificate An employee is given the option of choosing a gift from the category of their appropnate years of service or a gift from any category for lesser years of service, or a gift certificate in the amount listed. Employee Retirement Recognition Program As approved by Council Resolution 00-055, effective January 1, 2000, the City of St. Louis Park will recognize employees when they retire or depart from the city in good standing by presenting awards based on their years of service. The employee retirement recognition program will recognize all benefit earning regular and part-time employees who work 20 or more hours a week, year round for the City of St. Louis Park. Awarded upon retirement of employee: • 5-9 years: Framed certificate of appreciation from mayor and City Manager • 10-19 years: Personalized certificate of appreciation giving thanks for the work and dedication of the retiring employee mounted on a plague and presented by the City Manager. • 20+ years: Plaque and resolution presented by City Manager and City Council. All awards will be presented by the City Council and City Manager at a Council meeting following the resignation. Annual Employee Recognition Meal, Program and Lunch Annually, the City will sponsor an employee recognition meal and program at which employees and paid -on-call firefighters -reaching 5, 10, 15, 20, 25, 30 and 30+ years of service will be recognized. The program will also include the City Council and City Manager recognizing department and employee accomplishments. Employees and paid -on-call Firefighters who are recognized and their spouse or guest will have their meal provided for at no cost. The city will provide an amount to off set the cost of the meal for employees, paid -on-call firefighters and members of the Council who attend the recognition program. The city will pay for a lunch for all employees and paid -on-call firefighters during employee recognition week. Cost of the elements of the recognition meal, program and lunch will be included in the human resources budget. Financial considerations Funding for any expenditure above must be included in the appropriate department budget. •