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Public Purpose Expenditure Policy 10-10-2016 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. 1.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 normal meal hours. 2.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. 3.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. 4.During official meetings of the City Council, council committees, advisory boards/commissions, and taskforces. 5.Meals purchased by an employee, councilmember, or 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. Any un-itemized receipts will not be reimbursed by the city. 6.Reimbursable travel expenses for employees or councilmembers are outlined in the City of Chanhassen Personnel Policy. 7.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. In addition, memberships and dues will be allowed for employees, city council and commissions if the dues promote primarily educational opportunities related to their fields or duties assigned and are 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 – certificate and $25 dollars b.Ten (10) years – certificate and $50 dollars c.Fifteen (15) years – certificate and $75 dollars d.Twenty (20) years – certificate and $100 dollars e.Twenty-five (25) years – certificate and $150 dollars f.Thirty (30) years – certificate and $200 dollars g.Thirty-five (35) years – certificate and $250 dollars h.Forty (40) years – certificate and $500 dollars i.Forty-five (45) years – certificate and $750 dollars 2.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. 3.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 permitted, 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 purpose. All purchases on City credit cards are required to have detailed supporting receipts. In addition all credit card monthly statements are to be reviewed by the employee’s department head and signed for approval. CELLULAR TELEPHONES (See City Personnel Policy) CLOTHING ALLOWANCES In those departments where clothing allowances are allowed for safety reasons, all purchases need to be in compliance with the following guidelines: 1.All purchases need to be documented with original detailed receipts. 2.All employees who have required safety shoe duties at any point during their working hours must purchase approved safety compliant steel toed shoes. 3.The city will only reimburse for pants, shirts, boots, jackets and other safety equipment required or deemed necessary by the employee’s department head. The city will not reimburse for undergarments, socks, belts or other non-essential safety clothing. 4.Any purchases made using city funds where the actual purchase garners a benefit or comp for the purchasing individual, shall forward all benefits, cash rewards and store credits to the finance department that will then be used for other city related purchases only. Adopted by the Chanhassen City Council on November 25, 2002. Amended by the Chanhassen City Council on December 12, 2011. Amended by the Chanhassen City Council on October 10, 2016.