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1e Expenditure Policy City of Chanhassen Public Purpose Expenditure Policy Every City of Chanhassen expenditure must be valid based upon the public purpose for which it is purchased and the specific or implied authority found in State Law. The following are deemed to meet the Council definition of public purpose expenditures: 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. . 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 and occur during nomnal meal hours. , 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 nominally 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 City councilmembers, committee/commission members, or local business/fraternal organizations. . During official meetings of the City Council, council committees, advisory · boards/commissions, and taskforces. . Meals purchased by an employee, councilmember, oi' agent while at a conference or other training event may be reimbursed by the City provided that an appropriate receipt is provided. Such receipt must be itemized and include who the meal was purchased for, and will specify what was included in the purchase. 6. Reimbursable travel expenses for employees or councilmembers are outlined in the City of Chanhassen Personnel Policy. , The City will not purchase or reimburse any employee, councilmember, or agent for the purchase of intoxicating liquor or malt beverages. The costs of these meals are included within individual department's budgets. These budgets 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. MEMBERSHIPS 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 solely for personal interest or gain. The cost of these memberships and dues are included within individual department's budgets. These budgets 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 REGOGNITION PROGRAM The City of Chanhassen City Council recognizes the hard work and service performed by the employees of the City of Chanhassen through a formal Employee Recognition Program. The City Council believes the benefits of attracting, retaining and motivating employees through an Employee Recognition Program support 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 but is entirely dependent on receiving funding from year-to-year. 1. Service recognition awards shall be given to all regular and full-time employees who have completed continuous years of service. The following awards haVe been established: a. Five (5) years - $25 in selected merchandise b. Ten (10) years - $50 in selected merchandise c. Fifteen (15) years - $75 in selected merchandise d. Twenty (20) years - $100 in selected merchandise e. Twenty-five (25) years - $150 in selected merchandise f. Thirty (30) years - $200 in selected merchandise o Thirty-five (35) years $250 in selected merchandise . The costs of these recognition awards are included within individual department's budgets. These budgets 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. . The City supports events that are planned and paid for by employees. Examples of such events include but are not limited to the summer picnic, potluck meals, and holiday parties. The City Council understands that these events may occur during normal working hours, and if approved by the City Manager or his/her designee, employees will not be required to use vacation or compensatory time for such events. 4. The City Manager has the authority to approve other forms of recognition including issuance of flex time or compensatory time as he or she sees appropriate. CREDIT CARD USE The use of credit cards by any employee otherwise authorized to make purchases on behalf of the City is pe~Tnitted, provided that purchases made by credit card must comply with all statutes, rules, and/or Council policy applicable to City purchases. The use of City credit cards shall be limited to purchases on behalf of the City and no other pm-pose. CELLULAR TELEPHONES Practice The City recognizes that technology is advancing and cellular telephones are becoming a pm~[ of City equipment assigned to certain City employees. In recognition of that fact, the City has adopted a practice governing the use of cellular telephones. The development of this practice will encourage the wise use of available technology for the benefit of citizens in order to deliver City services in an efficient and cost-effective manner. It will also establish guidelines for the appropriate and efficient use of cellular telephones by City personnel. Guidelines: The City may purchase cellular telephones for employees who have a business necessity to telephone others and receive calls while outside of City buildings, or for employees' personal safety. Cellular telephones are City equipment and are to be used by authorized employees to conduct business in a professional manner. Employees are responsible for the proper care and handling of all City equipment in their possession. Cellular numbers shall not be given out to the general public except by the employee assigned that number. Calls will be limited to those that are necessary in order to perform assigned duties based upon circumstances at that time. Calls that are not urgent will be made by other means. All calls will be held to the sh°rtest duration possible. Elaborate conversations will be held in person or by other means. City employees having access to assigned City-owned cellular telephones during non-business hours may make necessary personal telephone calls during non-business hours. In return for the City paying for the basic calling plan, the employee will be required to be available 24 hours a day, 7 days a week for emergency contact, providing the dollar value of calls does not exceed the monthly calling plan rate charged for that particular cellular telephone. Personal use of City- owned cellular telephones should be kept to an absolute minimum during business hours. If the calling plan rate is exceeded because of personal calls made during business and/or non-business hours, the employee shall reimburse the City the dollar value of personal calls that exceed the calling plan rate. Calling plans shall be selected based on the City's needs and shall not be adjusted to accommodate personal use by the employee. Employees must also reimburse the City for all personal cellular calls made where a toll or fee is charged. Compliance: On a monthly basis, cellular telephone bills from each cellular telephone will be submitted to the Finance Department. If the dollar value of calls does exceed the monthly cellular plan rate, a summary of personal calls shall be attached to the bill and will include the date of the call, the time, the number to which the call was made and the signature of the employee who made the call. Also, a monthly reimbursement form for each cellular telephone (if necessary) will be submitted to the Department Head. The employee should attach a personal check made payable to the City of Chanhassen for reimbursement of personal calls made over the calling plan rate. The Department Head will then: 1. Compare cellular telephone bills against this practice, and 2. Forward the cellular phone bill to the Finance Department. Safety: In the interest of safety, if calls are made inside a vehicle, employees are encouraged to bring vehicle to a complete stop when answering cellular calls. All outgoing calls, whenever practical, should be made with the vehicle in a stationary position. Hands-free devices shall be used when available. Cautionary Note: Employees should be cognizant that cellular telephone communications are not a secure form of communication. Sensitive information should be conveyed through a more secure form of communication. Assianment of Department Cellular Telephones Department Heads or the City Manager must pre-approve all calling plans based on departmental needs. Adopted by the Chanhassen City Council on November 25, 2002.