The URL can be used to link to this page

Home My WebLink About12.D.7. Public Purpose Food and Refreshment Policy-Res. No. 6366 CITY OF SHAKO PEE I ~. D. Iv Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJ: Public Purpose Food and Refreshment Policy Res. No. 6366 DATE: February 14, 2006 Introduction Council is asked to set a policy for the situations in which the city will pay for food and beverages. Background This issue is brought to Council because of the comments of the State Auditor previously (City of Brooklyn Park investigation) and repeated by th~ city's auditor regarding the situations for which the city will pay for food and beverage for city employees and others. The State Auditor appears to have taken a rather narrow view of what is an appropriate use of public funds. Generally, city attorneys have the position that it is a council decision for when an expenditure of public funds for food/beverage is appropriate and that courts will probably not rule against a Council decision. The City Attorney has been consulted on the preparation of the attached resolution as was the research memo from the League of Minnesota Cities. Current expenditures includej 1. Meals out of town Meals for employees, officials and commission members when traveling out of the metro area on city business. 2. Emergency Situations Emergency situations such as a long police situation or long fire. Food and beverage for employees and persons rendering assistance. 3. Special Events Beverage and cake/cookies for special public events such as grand opening for a new building. 4. Program Activity Food and beverage for participants of a program/activity in the Recreation Department or such as Police Explorers. 5. Recognition Events Employee/board/commission (and family members) appreciation. Includes recognition picnic, employee breakfast etc. .~---------~---_.._----------_..._--------_.- ~-"-'--'-~'-~."-- action below is appropriate to pass. Otherwise, Council should direct staff to make changes and bring back to Council for adoption. Action Offer Resolution No. 6366 A RESOLUTION SETTING A PUBLIC PURPOSE FOOD AND REFRESHMENT POLICY move is adoption. Gregg Voxland Finance Director H:finance/docs/Food.doc RESOLUTION NO. 6366 A RESOLUTION SETTING A PUBLIC PURPOSE FOOD AND REFRESHMENT POLICY Whereas, there is a need for business and public purposes for the City of Shakopee to pay for meals and food for various reasons, and Whereas, there are funds appropriated for this purpose in the annual budget, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF S HAKO PEE , MINNESOTA, that the City Council hereby adopts the attached Public Purpose Food and Refreshment Policy. Adopted in session of the ci ty Counc il of the City of Shakopee, Minnesota held this day of , 2006. Mayor of the City of Shakopee ATTEST: City Clerk Business Meal/Food Policy The City of Shakopee City Council deems it necessary and beneficial to the operation of city business to pay for meals and food under certain circumstances. The payment is subject to normal purchasing processes and budgetary appropriations. The situation under which the City may pay for meals and food are: 1. Meals out of town Overnight travel out of the metro area while on city business by employees, Council Members or boards and commission members. City Council must give prior approval to pay for anyone other than employees. 2. Emergency Situations Emergency situations such as a long police situation or long fire. Food and beverage for employees and persons rendering assistance. 3. Special Events Beverage and cake/cookies for special events such as a grand opening for a new building where the public is invited. 4. Program Activity Food and beverage for participants of a program/activity in the Recreation Department or such as Police Explorers. 5. Recognition Events Annual employee/board/commission (and family members) appreciation picnic and employee breakfast. These events and associated recognition plaques/certificates for years of service are an additional part of employee compensation. Employees with 5 and 10 years of service will receive a certificate, employees with 15 ands 20 years of service will receive a framed certificate, employees with 25 and 30 years of service will receive a resolution and employees with 35 and 40 years of service will receive a plaque. 6. Working Meals A. Meal when part of a meeting such as professional associations or training sessions sponsored by such a group. B. Meetings covering a meal of civic groups such as Rotary/Chamber when the city representative is presenting or a guest of the club. C. Council work sessions or meetings when extending through a meal period. D. Meal for employee and one or more people such as another employee, consultant, another government agency representative, city official, board or commission, etc. when meeting and working through a meal time. Such meetings should be scheduled over a meal period only when no other time is available. E. Meals when an employee/official is out of town (not overnight) on business over a meal period but the meal is not part of a program or meeting, such as between meetings or the meal is Uon your own". 7. Boards/Commissions/Committees/Volunteers Meals for a board/commission meeting that occurs over a meal period. Meal/pizza/refreshments for employees and volunteers staffing an event such as clean-up day or recreation event. S. Departmental meetings A. Meals for departmental meetings. B. Beverage and cake/cookies for departmental meetings. C. Meals for staff training sessions. D. Beverage and cake/cookies for staff training sessions. E. Beverage and cake/cookies for new hires, promotions, retirements, separation from service recognition events. 2/06