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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