HomeMy WebLinkAboutCity Council Minutes 03-11-2003 SpecialAdopted Minutes
Special Council Meeting
March 11, 2003
Mayor Johnson called a Special Meeting of the Plymouth City Council to order at 6:00 p.m. in
the Public Safety Training Room, 3400 Plymouth Boulevard, on March 11, 2003.
COUNCIL PRESENT: Mayor Johnson, Councihnembers Hewitt, Slavik, Bildsoe, Neset, and
Stein.
ABSENT: Councilmember Black.
STAFF PRESENT: City Manager Johnson, Assistant City Manager Ahrens, Human Resources
Director Sobania, Finance Director Hahn, City Attorney Jamnik, Housing Manager Barnes, Fire
Chief Kline, Police Chief Kline, Public Works Director Faulkner, and City Clerk Paulson.
Discussion of Brooklyn Park State Auditor's Report and Related Policies
City Manager Johnson reported that in 2002, the Office of the State Auditor issued results of an
investigative report relating to various spending practices of the City of Brooklyn Park. The
report generally discussed spending for employee recognition events, employee social events
such as summer picnics or holiday parties), employee meals and/or food as part of the employee
meetings, and Chamber of Commerce dues. He noted that when considering these types of
expenditures, the City must determine if there is a public purpose and statutory or City Charter
authority to do so. He stated a staff committee reviewed the City's policies for similar items and
has provided a report to the Council indicating their recommendations. City Manager Johnson
also shared the interpretation provided by the League of Minnesota Cities relating to the State
Auditor's report.
He stated the first item is the City's cost for retirement celebrations. He stated the State
Auditor's opinion is that this would be classified as a social event and shouldn't be funded. Staff
has recommended discontinuing funding these events.
Councilmember Slavik asked what is the City's cost for a retirement celebration. Human
Resources Manager Sobania replied if an employee has been employed with the City for 10
years, the City contributes $100 towards the cost of the cake and refreshments. For each year
over 10 years, the City contributes an extra $10.
Councilmembers Slavik, Hewitt, and Neset stated they feel it is reasonable for the City to
provide cake and beverage for retirements. It is not done only for the employee who is leaving,
but to recognize and motivate the coworkers who are continuing employment.
Motion was made by Councilmember Slavik, and seconded by Councilmember Hewitt, for the
City to provide the cake and beverage for retirement celebrations held on City property. With all
members voting in favor, the motion carried.
Adopted Council Minutes
Special Meeting of March 11, 2003
Page 2 of 4
City Manager Johnson stated the second item involves the purchase of flowers for deaths,
sicknesses, and births. Staff has interpreted that the State Auditor would consider this a gift no
matter how well intentioned.
Mayor Johnson asked if employees could "pool" their money together to purchase flowers. City
Manager Johnson replied that the City of Brooklyn Park had a system similar to that, but was
criticized by the State Auditor because the city managed the fund.
A considerable amount of discussion was held as the Council tried to scale down the current
policy where not only the employee and their spouse/partner receives flowers, but also many
extended family members.
Motion was made by Councilmember Stein, and seconded by Councilmember Hewitt, to
purchase flowers for only employees and immediate family members (snouse/partner, child)
when there is a funeral.
Councilmember Slavik stated she would also like to include sicknesses (hospitalization) for
employees.
Councilmembers Bildsoe and Neset asked if the department manager could exercise their
discretion when these cases arise. City Attorney Jamnik discouraged the Council from this
suggestion. He suggested that the Council provide direction.
There being no further discussion, and with all members voting against the motion but Bildsoe
and Neset, the motion failed.
Motion was made by Councilmember Slavik, and seconded by Councilmember Neset, to
purchase flowers for employees and their immediate households for funerals and sicknesses
hospitalization or serious illness) and for an employee's and/or spouse's birth or adoption of a
child. With all members voting in favor, the motion carried.
City Manager Johnson reported that coffee has been provided in City offices. He stated there is a
public purpose argument that this encourages employees to take breaks near their work areas
where they could still respond to work needs. Therefore, staff has recommended continuing this
practice.
Motion was made by Councilmember Slavik, and seconded by Mayor Johnson, to continue
purchasing coffee for City offices. With all members voting in favor, the motion carried.
City Manager Johnson reported on health club membership reimbursements to City employees.
This was a wellness initiative implemented by the Council in 1998. He stated it's doubtful that
there is a public purpose with this expenditure according to the State Auditor.
Motion was made by Mayor Johnson, and seconded by Councilmember Slavik, to discontinue
the health club reimbursement program for City employees. With all members voting in favor,
the motion carried.
Adopted Council Minutes
Special Meeting of March 11, 2003
Page 3 of 4
City Manager Johnson reported on the employee meal and refreshment policy, which contains
two parts. He stated with the first part, the City currently provides meals/refreshments when
employees must work through a mealtime (i.e. elections, snowplowing). He stated the public
purpose argument would be that this is necessary for efficient employee performance.
Therefore, staff has recommended continuing this.
Motion was made by Councilmember Slavik, and seconded by Mayor Johnson, to continue
providing meals/refreshments when employees must work through a mealtime. With all
members voting in favor, the motion carried.
City Manager Johnson stated the second part of this item involves providing meals/refreshments
for various employee meetings and gatherings. He stated the State Auditor's opinion is to not
allow this, and staff concurs.
Motion was made by Councilmember Slavik, and seconded by Mayor Johnson, to discontinue
funding these types of meals/refreshments.
Assistant City Manager Ahrens stated this would also affect the City's boards and commissions
and City Council meetings, and there could be an argument to justify the expenditure when they
are working through a meeting.
Councilmember Stein stated the Council shouldn't be treated any differently than City
employees. However, he noted that board and commission members are volunteers.
The Council voted on the motion and with all members voting against the motion but Neset and
Johnson, the motion failed.
The Council requested that staff recommend a policy to allow these expenditures, but on a very
limited basis.
City Manager Johnson discussed Chamber of Commerce dues and noted that the State Auditor's
opinion is that this type of expenditure isn't warranted. He stated the Chambers of Commerce
promote the City and provide training and educational programs. Therefore, staff believes there
is public purpose and statutory authority and recommends continuing funding this item.
Motion was made by Mayor Johnson, and seconded by Councilmember Stein, to continue
funding the Chambers of Commerce. With all members voting in favor, the motion carried.
City Manager Johnson stated the last item involves funding events for City employees. He stated
currently the City funds one social event per year and recognition events for police, fire, general
employees, volunteers, and police reserves. Staff has recommended discontinuing funding the
one social event and continuing funding the recognition events.
Motion was made by Councilmember Slavik, and seconded by Councilmember Hewittto
continue funding the recognition events.
Adopted Council Minutes
Special Meeting of March 11, 2003
Page 4 of 4
It was noted that if shift employees such as the police officers, are unable to attend the
recognition events, a gift certificate that is equivalent to the value of the meal, is currently given
to the employee. The State Auditor recommended that this practice be discontinued in Brooklyn
Park, as it would be considered a gift. The Council agreed that this be discontinued due to legal
concerns.
There being no further discussion and with all members voting in favor, the motion carried
The Council discussed the one social event per year for City employees. The majority of the
Council desired to continue some type of non -extravagant social event, such as a picnic, over the
lunch hour. This type of event could be utilized for a recognition event and/or "State of the
City" presentation. The Council requested staff to draft a policy to include this type of event.
Councilmember Slavik asked if the City currently requires that employees provide actual receipts
for reimbursement of meals when they are at business related functions. City Manager Johnson
replied there is a City Charter requirement regarding receipts.
Staff will prepare resolutions reflecting the changes for formal consideration at a future regular
Council Meeting.
Schedule Future Study Session Tonics
Councilmember Bildsoe requested that the Council add a meeting with CSM who is the
developer for the Dana/Spicer property. Staff was directed to contact CSM to determine a date.
Due to limited time, the Council decided to continue this discussion by adding this item to their
Regular Meeting agenda this evening.
Adiournment
Mayor Johnson declared the meeting adjourned at 6:58 p.m.
Sandra R. Paulson, City Clerk