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04-87 - 12-21 - Adopt Public Purpose Expenditure Policy Resolution 04-87 December 21, 2004 Member Grayson introduced the following resolution and moved its adoption: RESOLUTION ADOPTING PUBLIC PURPOSE EXPENDITURE POLICY WHEREAS, City expenditures are made in accordance with explicit or implied authority as established in Minnesota State Statutes and as authorized by the City Council through the adoption of the City of Golden Valley's annual budget; and WHEREAS, the City Council believes the benefits of attracting, retaining and motivating employees through programs that supports employee job satisfaction result in excellence in customer service and thereby serves the interests of the citizens and customers of the City of Golden Valley; and WHEREAS, the City Council recognizes the dedication and service performed by the employees and volunteers of the City of Golden Valley; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Golden Valley hereby adopts the Public Purpose Expenditure Policy which formalizes the recognition of its volunteers and employees as set forth in Exhibit A. L-2) O&A') R 60 Linda R. Loomis, Mayor ATTEST: Donald G. Taylor, Clerk The motion for the adoption of the foregoing resolution was seconded by Member Freiberg and upon a vote being taken thereon, the following voted in favor thereof: Freiberg, Grayson, Loomis, Pentel and Shaffer; and the following voted against the same: none, whereupon said resolution was declared duly passed and adopted, signed by the Mayor and her signature attested by the City Clerk. Resolution 04-87 - Continued December 21, 2004 Exhibit A PUBLIC PURPOSE EXPENDITURE POLICY POLICY The City of Golden Valley requires that all expenditures be valid based upon the public purpose for which it is purchased and the specific or implied authority for the expenditure found in Minnesota State Statutes and as authorized as part of the City of Golden Valley's annual budget. EMPLOYEE /VOLUNTEER RECOGNITION PROGRAM The Golden Valley City Council recognizes the hard work and service performed by the employees and volunteers of the City of Golden Valley through a formal recognition program. The City Council believes the benefits of attracting, retaining and motivating employees through an Employee/Volunteer Recognition Program supports 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/Volunteer 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: 1. New employees will receive a coffee cup and a City of Golden Valley pin. 2. Employees reaching 5, 10, 15, 20, 25, 30, 35 & 40 years of service will receive a certificate thanking them for their dedicated years of service to the Community. In addition to the certificate the employee shall receive the following: 5 years of service: $25 service award 10 years of service: $50 service award 15 years of service: $75 service award 20 years of service: $100 service award 25 years of service: $200 service award 2 30 years of service: $300 service award 35 years of service: $400 service award 40 years of service: $500 service award Employee service awards shall be awarded only after the anniversary date of the employee has passed. Sworn members of the Police Department employees receive an inscribed pen set after 20 years of service. 2 Sworn members of the Police Department employees receive bronze police statute after 25 years of service. Resolution 04-87 - Continued December 21, 2004 3. Annually, the City will sponsor two Employee Appreciation events every year at which employees reaching the above work milestones will be recognized. The City Manager and Department Heads will also recognize City, departmental and individual accomplishments at these events. Members of the City Council will be invited to attend. 4. The City supports other events that are planned and paid for by employees. Examples of such events include outings such as employee golf and bowling tournaments. The cost of the elements of the Employee Recognition Program will be included as a separate line item in the City of Golden Valley City Manager Department 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. EMPLOYEE COMMITTEE A committee representing all City departments shall be formed to plan the Employee Recognition Luncheon and the Holiday Party. Representatives shall serve one year terms and then select their successor. Permanent committee members will include the Assistant Finance Director and the Human Resources Coordinator. The committee may also plan additional employee-paid events. TERMINATIONS Regular employees who leave before completing five (5) years of service will receive their accrued vacation time in pay or in time off prior to their termination date, at the discretion of the City Manager. Regular or full-time employees who leave the City after five (5) years of continuous service are eligible to receive 1/3 of their unused sick leave in addition to any accrued vacation time. Employees who leave after 10 years of continuous service will additionally receive one day's pay for each full year of service to the City. The City will sponsor cake and refreshments for employees who have completed probation and resign in good standing. RETIREMENTS Employees who are eligible to: A) Receive a retirement annuity from a Minnesota Public Pension Plan, other than a volunteer firefighter plan; or B) Receive a disability benefit from a Minnesota Public Pension Plan, other than a volunteer firefighter plan; or C) Have met the age and service requirements necessary to receive an annuity from a Minnesota Public Pension Plan, other than a volunteer firefighter plan, are eligible to receive the following retirement check amounts: i. 10-14 years of service - $300.00 ii. 15- 20 years of service - $400.00 iii. 21+ years of service - $500.00. Resolution 04-87 - Continued December 21, 2004 In addition, employees who retire under the above listed criteria will receive: 10-14 years of service - small (6 inch) inscribed pewter bowl 15-20 years of service - medium (8 inch) inscribed pewter bowl 21+ years of service - large (10 inch) inscribed pewter bowl. The City will sponsor cake and refreshments for retiring employees. Any additional retirement food or activities will be employee paid. 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 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. Food 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. Food 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. 3. Foods 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. 4. During official meetings of the City Council, council committees, advisory boards/commissions, and taskforces. 5. Travel expenses for employees are outlined in the City of Golden Valley Employee Handbook. 6. No purchase of alcoholic beverages is allowed. The cost of these meals is included in the departments' travel/conferences line-item in the City of Golden Valley 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. MEMBERSHIP AND DUES The City Council has determined that the City will fund memberships and dues 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. Resolution 04-87 - Continued December 21, 2004 The cost of memberships/dues is included in the departments' memberships/dues line-item in the City of Golden Valley 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. RECOGNITION OF COMMISSIONERS Individuals who leave after multiple terms of service as a member of a commission, board or committee shall receive: 5 - 8 years of service - small (6 inch) inscribed pewter bowl 9 - 17 years of service - medium (8 inch) inscribed pewter bowl 18 + years of service - large (10 inch) inscribed pewter bowl. The bowls will be distributed at the Commission Recognition Dinner. However, under special circumstances, the service milestones may be noted at a Council Meeting. Annually, the City will sponsor a Commission Recognition Dinner and Program at which commission, board or committee members and their spouses will be invited to attend. Also, members of task forces or other special boards may be invited to attend the Commission Recognition Dinner. RECOGNITION OF COUNCIL MEMBERS Individuals who leave after serving as a Council Member shall receive a large (10 inch) inscribed pewter bowl. Upon completion of service as Mayor, the City will provide a gavel plaque with an engraved name and message according to the number of years served. The City will sponsor cake and coffee for the Mayor and /or Council Members at the swearing —in/ first seating of the Council and as these members leave office. The City may also sponsor additional food for Council Members and/or the Mayor, under special circumstances as authorized by the City Manager.