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Home My WebLink About2021-12-20-I01H Fund Expenditure Policy_Amendment 1AGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: December 20, 2021 AGENDA ITEM:Consideration of approval of a resolution approving Amendment No. 1 to Policy for the Expenditure of Funds in Recognition and Support of Employees, Elected Officials and Volunteers FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: In 2018, the Waukee City Council approved a resolution affirming that the recognition and support of certain work done by City employees, elected officials, volunteers, and esteemed colleagues is a proper outlay of funds for a public purpose. City staff recommend amending the policy to reflect current expenditure practices. 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: I1H THE CITY OF WAUKEE, IOWA RESOLUTION 2021- APPROVING AMENDMENT NO. 1 TO A POLICY FOR THE EXPENDITURE OF FUNDS IN RECOGNITION AND SUPPORT OF EMPLOYEES, ELECTED OFFICIALS AND VOLUNTEERS 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, the Waukee City Council believes that the recognition and support of the work done by City employees, elected officials and volunteers is a proper outlay of funds for a public purpose; AND, WHEREAS, on November 19, 2018, the Waukee City Council approved a Policy for the Expenditure of Funds in Recognition and Support of Employees, Elected Officials, Volunteers and Esteemed Colleagues (the “Policy”) (Resolution #18-466); AND, WHEREAS, the Policy is updated and amended to reflect current practices. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 20th day of December, 2021, that Amendment No. 1 to the Policy for the Expenditure of Funds in Recognition and Support of Employees, Elected Officials, and Volunteers, attached hereto as Exhibit A, is hereby approved. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Anna Bergman Pierce R. Charles Bottenberg Chris Crone Larry R. Lyon Ben Sinclair CITY OF WAUKEE, IOWA POLICY FOR THE EXPENDITURE OF FUNDS IN RECOGNITION AND SUPPORT OF EMPLOYEES, ELECTED OFFICIALS, AND VOLUNTEERS (AMENDMENT NO. 1) 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 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 seven (7) 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)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. 5)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.