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17-35 - 06-20 - Adopt Amended Public Purpose Expenditure Policy Resolution 17-35 June 20, 2017 Member Clausen introduced the following resolution and moved its adoption: RESOLUTION ADOPTING AMENDED PUBLIC PURPOSE EXPENDITURE POLICY WHEREAS, the 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 WHEREAS, the City Council adopted Resolution 04-87 on December 21, 2004 and amended in Resolution 16-65 on October 18, 2016, and staff is suggesting revisions to the policy pertaining to the City on-boarding experience, and special events that promote the City; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Golden Valley hereby adopts the Amended Public Purpose Expenditure Policy which formalizes the recognition of its volunteers and employees as set forth in Exhibit A. She rd M. Harris, ayor ATTEST: 44� l� Kristine A. Luedke, City Clerk The motion for the adoption of the foregoing resolution was seconded by Member.Fonnest and upon a vote being taken thereon, the following voted in favor thereof: Clausen, Fonnest, Harris and Schmidgall, the following was absent: Snope and the following voted against the same: none, whereupon said resolution was declared duly passed and adopted, signed by the Mayor and his signature attested by the City Clerk. Resolution 17-35 -2- June 20, 2017 Exhibit A 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 Recognition Program The Golden Valley City Council recognizes the hard work and service performed by employees of the City of Golden Valley through a recognition program. The City Council believes the benefits of attracting, retaining and motivating employees through an Employee 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 Recognition Program is considered "additional compensation"for work performed by employees and 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 and/or the City of Golden Valley Employee Handbook. The Program will include: 1. New employees with the status of full-time/regular or part-time/regular will receive a City of Golden Valley pin and a Valley Values coffee mug with a welcome letter and mini chocolates (de minimis value). 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 30 years of service: $300 service award 35 years of service: $400 service award 40 years of service: $500 service award Employee service awards will be given only after the employee's anniversary date has passed. In accordance with IRS regulations, service awards are considered compensation and must be reported as income on the employee's W-2. Resolution 17-35 -3- June 20, 2017 3. Annually, the City will sponsor Employee Appreciation events at which employees reaching the above service anniversary milestones will be recognized. The City Manager and Department Heads may 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 events. The cost 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 adopted annually by the City Council as part of the overall budget approval process which includes a public hearing on the proposed budget. Employee Committee A committee representing various City departments may be formed to plan the Employee Appreciation Events. Representatives may be appointed by the City Manager or Department Heads and shall serve one year terms. Permanent committee members will include the Finance Director and Human Resources. The committee may also plan additional employee-paid events at their discretion. Resignations The City may sponsor refreshments (up to $50)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 Paid, On-call Firefighter plan; or B) Receive a disability benefit from a Minnesota Public Pension Plan, other than a Paid, On-call, Firefighter plan; Employees having met criteria A or B, above, are eligible to receive the following retirement check amounts: • 10 - 14 years of service $300 and an award of the employee's selection from City provided options, up to a value of$50 • 15 - 20 years of service $400 and an award of the employee's selection from City provided options, up to a value of$100 • 21+ years of service $500 and an award of the employee's selection from City provided options, up to a value of$150 Employee retirement check amounts will be given only after the employee's retirement from the City. In accordance with IRS regulations, retirement check amounts are considered compensation and must be reported as income on the employee's W-2. Resolution 17-35 -4- June 20, 2017 All employees that have met either criteria A or B, above, will receive a personalized City of Golden Valley street sign. The City may sponsor refreshments (up to $125) 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 or 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 work force. The following items are deemed to meet the Council definition of public purpose expenditures in regards to food and meals: • Food and refreshments are allowed at City meetings and events that have a purpose of discussing City business. These meetings would normally have a pre-planned agenda. • Food and refreshments are allowed at employee meetings and events that have a purpose of discussing City business 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 and regular training activities held at the employee's regular worksite and which provide time for the employee to take their regular breaks. • Food 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 official meetings with the City Council, Council committees, Boards/Commissions, Committees, taskforces, or local business/fraternal organizations. • Authorized travel expenses for employees are outlined in the City of Golden Valley Employee Handbook. Meals that are included as part of the registration cost for any workshop/training/seminar/conference will not be reimbursed. The cost of travel expenses is included in the departments' travel/conferences line-item in the City of Golden Valley Budget. No purchase or reimbursement of alcoholic beverages is allowed. 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 for personal interest or gain. 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. Resolution 17-35 -5- June 20, 2017 Recognition of Commissioners Newly appointed Commissioners will receive a City of Golden Valley pin, and a Valley Values coffee mug. Individuals who leave after multiple terms of service as a member of a standing Commission, Board or Committee shall receive: 5 - 8 years of service - small inscribed award 9 - 17 years of service - medium inscribed award 18 + years of service - large inscribed award The award will be distributed at the Board/Commission Recognition Dinner. However, under special circumstances, the service anniversary milestones may be noted at a Council Meeting or a Board/Commission meeting. Annually, the City will sponsor a Board/Commission Recognition Dinner at which Commission, Board and Committee members and one guest per member are invited to attend. Also, members of task forces or other special boards may be invited to attend the Board/Commission Recognition Dinner, along with their one guest per member. Recognition of Council Members Newly appointed Council Members will receive a City of Golden Valley pin, and a Valley Values coffee mug. Individuals who leave after serving as a Council Member shall receive a large engraved award. Council Members will also receive a personalized City of Golden Valley street sign. Upon completion of service as Mayor and/or Housing and Redevelopment Chair, the City will provide an inscribed gavel plaque. The City will sponsor refreshments 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. All items within this Policy are line-items subject to approval annually by the City Council as part of the overall budget adoption process which includes a public hearing on the proposed budget. *The terms City Council Members, Council Members, and Council applies to the Mayor and Council Members collectively. Special Events Expenditures are allowed for special events and/or activities that promote and/or enhance the public relations of the City. Examples include, but are not limited to: Human Services Fund Golf and Lawn Bowling Classic, annual TwinWest Chamber Golf Event and any Convention and Visitors Bureau (CVB) events. Expenditures for meals and participation fees are allowed. City Council and City employee participation will be at the discretion of the City Manager with consideration given to any staff person who is in good standing. Employees are expected to act as ambassadors for the City and consumption of alcohol is not allowed as the City Representative will be on City time. City elected officials may not Resolution 17-35 -6- June 20, 2017 use special events, when the City is paving for their participation, for political/campaign purposes. Such expenditures will be approved by the City Council as Public Relations Expenditures pursuant to Minnesota Statutes §469.101, Subd. 16.