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HomeMy WebLinkAbout2018-11-19-J01J Fund Expenditure PolicyAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: November 19, 2018 AGENDA ITEM:Consideration of approval of a resolution approving a policy for the expenditure of funds in recognition and support of employees, elected officials, volunteers, and esteemed colleagues FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: The proposed resolution reaffirms that the recognition and support of the certain work done by City employees, elected officials, volunteers, and esteemed colleagues is a proper outlay of funds for a public purpose. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: The City Administrator and Finance Director recommend approval of the resolution. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Proposed Resolution PREPARED BY:Becky Schuett REVIEWED BY: PUBLIC NOTICE INFORMATION – NAME OF PUBLICATION: DATE OF PUBLICATION: J1J THE CITY OF WAUKEE, IOWA RESOLUTION 18- APPROVING A POLICY FOR THE EXPENDITURE OF FUNDS IN RECOGNITION AND SUPPORT OF EMPLOYEES, ELECTED OFFICIALS, VOLUNTEERS, AND ESTEEMED COLLEAGUES IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Iowa is a duly organized municipality within Dallas County; AND, WHEREAS, the City of Waukee is committed to ensuring that all City expenditures serve a public purpose; AND, WHEREAS, on December 19, 2005, the Waukee City Council approved a Policy for the Expenditure of Public Funds for Employee and Volunteer Recognition and Support (Resolution #05-242); AND, WHEREAS, on April 7, 2008, the Waukee City Council approved a policy related to the sending of flowers to esteemed citizens and colleagues for such life events as birth, illness, or death (Resolution #08- 70); AND, WHEREAS, the Waukee City Council believes that the recognition and support of the work done by City employees, elected officials, volunteers, and esteemed colleagues is a proper outlay of funds for a public purpose; AND, WHEREAS, the Waukee City Council also desires to incorporate all such recognition and support policies into one policy for clarity and ease of reference. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 19th day of November, 2018, that the Policy for the Expenditure of Funds in Recognition and Support of Employees, Elected Officials, Volunteers, and Esteemed Colleagues, attached hereto as Exhibit A, is hereby approved. ____________________________ William F. Peard, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Anna Bergman R. Charles Bottenberg Courtney Clarke Shelly Hughes Larry R. Lyon CITY OF WAUKEE, IOWA POLICY FOR THE EXPENDITURE OF FUNDS IN RECOGNITION AND SUPPORT OF EMPLOYEES, ELECTED OFFICIALS, VOLUNTEERS, AND ESTEEMED COLLEAGUES The following are policy guidelines for the expenditure of City funds in recognition and support of employees, elected officials, volunteers, and esteemed colleagues: 1)Years of Service a.The City may purchase a plaque or award for a former mayor or council member in recognition of their years of service. b.The City may purchase a plaque or award for a former citizen board or commission member if that member has served for ten (10) years or more. c.Once each year in the month of July, the City may purchase a gift certificate to a Waukee business for those employees who have or shall achieve a significant employment anniversary in that calendar year in the following amounts: i.Five (5) years: $35.00 ii.Ten (10) years: $40.00 iii.Fifteen (15) years: $45.00 iv.Twenty (20) years: $50.00 v.Twenty-five (25) years and above: $55.00 2)Employee Retirement following ten (10) or more years of service a.The City may purchase a plaque or award for the retiring employee. b.The City may purchase food, non-alcoholic beverages, and/or decorations for a party for the retiring employee only if said party is open to the general public. 3)Employee Support a.The City may purchase and send a floral arrangement or potted plant upon the illness or death of an employee or close relative thereof, defined as parent, spouse or partner, or child. b.The City may purchase food and/or non-alcoholic beverages for employees for their participation in and attendance at meetings or training sessions, also known as “lunch and learn” events, taking place at City facilities. This policy shall not apply to those meetings or training sessions covered by the City of Waukee Travel and Training Policy. c.The City may purchase food and/or non-alcoholic beverages for employees for their participation in all-employee events, including but not limited to wellness events or screenings. d.The City may purchase food and/or non-alcoholic beverages for employees during catastrophes including, but not limited to, winter storms, water main breaks, and other events where the workload and the urgency of the situation warrant such support and recognition. e.Once each year in the month of December, the City may purchase a gift certificate for employees as recognition for their dedicated service throughout the year. 4)Citizen of the Year a.The City may purchase a plaque or award for a Waukee citizen in recognition of their selection as Citizen of the Year. b.The City may purchase a floral arrangement, corsage, and/or boutonniere for Citizen of the Year and their spouse or partner. c.The City may purchase food, non-alcoholic beverages, and/or decorations for a party for the Citizen of the Year only if said party is open to the general public. 5)Volunteers a.The City may purchase food and/or non-alcoholic beverages for volunteers during large community-wide events and projects, including but not limited to city clean-up days and major park equipment installation. 6)Esteemed Colleagues a.For the purposes of this policy, “esteemed colleague” shall be defined as a Waukee citizen or representative of another jurisdiction who has participated in or contributed greatly to the growth, development, and improvement of the community, deemed as such by the City Administrator. b.The City may purchase and send a floral arrangement or potted plant upon the illness or death of an esteemed colleague or a close relative thereof, defined as parent, spouse or partner, or child. c.The City may purchase food and/or non-alcoholic beverages for City-hosted meetings with esteemed colleagues. 7)Other Expenditures a.The City may purchase food and/or non-alcoholic beverages for special or work session meetings of the Waukee City Council or any citizen board or commission established by resolution or ordinance. b.The City may purchase food and/or non-alcoholic beverages for City-sponsored meetings, informational sessions, or open houses that are open to the general public. All employees are reminded that the public purpose or benefit to the public must be kept in mind and expenditures for these purposes deserve close scrutiny and such purposes shall not be abused.