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HomeMy WebLinkAboutOmnibus Public Purpose Expenditure ☒City Council Approved: 2/2/2016 ☐City-Wide Revised: Click here to enter a date. ☐Department City of Edina Policy OMNIBUS PUBLIC PURPOSE EXPENDITURE PURPOSE: Every City of Edina expenditure must be based upon the public purpose for which it is purchased and the specific or implied authority for the expenditure found in State Law. Minnesota Statute § 412.111 provides that the City Council may fix the compensation of all officers and employees. The following are determined by the Council to be expenditures for a public purpose as authorized by State Statute or City Code: EXPENDITURES FOR 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. breakfast, luncheon, and dinner 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 workforce. 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 normally have a pre-planned agenda. • Meals and/or 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 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 most practical time to meet. Expenses for this purpose must be approved by the City Manager or a department director. • Meals during or immediately prior to official meetings of the City Council, Housing & Redevelopment Authority, advisory boards/commissions, and task forces. • Meals that are connected with official travel, meetings and training events on behalf of the City, pursuant to the City’s Employee Meals and Travel Policy and the Elected Official Out-of-State Travel Policy. The cost of these meals is included as a portion of the department meeting expenses and/or conferences and training line-items in the City 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. MEMBERSHIPAND DUES The City Council has determined that the City will fund memberships and dues in professional organizations and Edina 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. Page | 2 The cost of memberships/dues is included as a portion of department dues and subscriptions line-items in the City 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. EMPLOYEE SERVICE RECOGNITION PROGRAM Years of Service The City of Edina will recognize the service of its employees by presenting awards for years of full time and extended part-time service. Employees will receive the first award after five years of full-time or extended part-time service, and will continue to receive awards every five years thereafter. The City Manager will determine appropriate award options with expenses ranging from $25 to $250 per employee recognized, based on years of service. Awards will be presented to employees on or around the date of their employment anniversary. Awards will be included in the general operating budget. Retirement The City of Edina will recognize all full-time and extended part-time employees when they retire from the City in good standing. The City Manager will determine appropriate award options for retirees, with expenses of up to $300 per retiree. For this purpose, employees are considered to have “retired” if the employee is eligible for a pension under PERA based on City service at the time so the separation. Awards will be budgeted included in the general operating budget. Separation All employees who are separating service may have cake or equivalent recognition provided by the City at the discretion of the department director. ANNUAL EMPLOYEE APPRECIATION MEAL AND PROGRAM Annually, the City will sponsor an Employee Appreciation Meal and Program at which employees reaching five-year work milestones will be recognized. The Program will also include City Manager recognizing department and employee accomplishments. Cost of the elements of the Recognition Meal, Program and Lunch will be included in the general operating budget. OTHER RECOGNITION The City Manager has the authority to approve other forms of recognition, including issuance of paid- time off or other incentives for various programs such as Safety, Annual Departmental Meetings, Employee Wellness Committee, or for general recognition of job well done etc. Other forms of recognition must be included in the general operating budget. EMPLOYEE WELLNESS COMMITTEE ACTIVITES The City Council recognizes the Employee Wellness Committee for its public purpose to improve the health and wellness of City employees and their dependents. Expenditures for food, refreshments, incentives and various expenses are allowed for pre-planned events, training and activities that Page | 3 encourage improved levels of health and fitness among employees. The City recognizes the ultimate goal of controlling the cost of City-provided employee health insurance and to provide an improved quality of life for City employees. INTOXICATING BEVERAGES The City will not purchase or reimburse any Employee, Council Member or any other agent for the City for the purchase of wine, liquor, beer or any other form of intoxicating alcohol.