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9.h) Staff Report-Revisions to Employee Recognition Program � G I � 1 � � ��� � '�� r�. .�'� � SCANDIA Staff Renort Date of Meeting: October 15, 2013 To: City Council From: Kristina Handt, City Administrator Re: Revisions to Employee Recognition Program Background: During the budget discussions in August, the Council reviewed information from the City Attorney regarding annual parties and the current Employee Recognition Program. Council asked staff to draft a new policy that allows a once a year catered party at which spouses and guests would pay for their meals. Issue: Should the Employee Recognition Progam be amended? Proposal Details: Included in your packet is a revised policy that has been reviewed by the City Attorney. The new proposed language is in Section 4.b). It allows for an annual event during the winter season. Spouses and significant others are able to come at their own cost. Lastly, alcohol may not be purchased with public funds. The attorney also corrected some confusing language in Section l.c). There's really no difference between regular part-time employees and part-time employees. The original intent appeared to be to exclude seasonal employees. Fiscal Impact: Last year the City spent approximately$400 on the annual event. The 2014 budget includes $400 for an annual event next year. Options: 1) Approve the Amended Employee Recognition Program 2) Make different changes to the Employee Recognition Program 3) Make no changes to the Employee Recognition Program Recommendation: Option 1 if the Council would like to have an annual party. City of Scandia, Minnesota Employee Recognition Policies Adopted June 19, 2007 Effective August 1, 2007 Revised October 15, 2013 1. PURPOSE AND INTENT a) Beginning August l, 2007, Minnesota Cities will have authority under state law to conduct employee recognition programs under Minn. Stat. Sec. 15.46. This policy is intended to set forth the objectives of the City of Scandia's employee recognition program and to provide for the expenditure of public funds as necessary to achieve these objectives in a manner consistent with the law. b) The objectives of the program are: 1) to increase morale and employee motivation; 2) to encourage (oyalty and long-term retention of employees; and 3) to celebrate the accomplishments and service of retiring employees, to demonstrate the appreciation of the City Council, employees and citizens of the City of Scandia for the public service provided by all Scandia employees. c) Employees eligible for recognition under this policy are regular full and part- time city employees, including all members of the Scandia Fire and Rescue � Department. °��•' '��"� ���,�' °�Seasonal employees are not eligible. 2. SERVICE ANNIVERSARY AWARDS a) Employees shall be presented with a plaque recognizing their years of service at the completion of ten (10) years of service and upon every five years of additional service thereafter. b) The City Administrator is directed to purchase suitable plaques for this purpose at a price of no more than $50.00. The certificate shall be signed by the Mayor and the City Administrator and/or department head and any other supervisors designated by the department. c) The award shall be presented by the Mayor at a City Council meeting on a date as close as practical to the service anniversary date. 3. RETIREMENT RECOGNITION a) Employees who are retiring from service shall receive a plaque commemorating their retirement in the same manner as for a service anniversary award. b) The City will hold a retirement reception honoring the retiree. The City will contribute not more than $150.00 to the costs of refreshments for the reception, which will be held either in conjunction with the presentation of the plaque at a City Council meeting, or at another date and time to be determined upon consultation with the employee. c) Should an employee choose not to participate in a retirement reception, no compensation shall be paid to the employee in lieu of the city contribution to the reception. d) Retirement, for the purpose of this policy, shall be defined as meeting the qualifications for retirement under the rules of the Minnesota Public Employee Retirement Association (PERA) or of the Scandia Firefighter Relief Association. 4. OTHER RECOGNITION PROGRAMS I �The City of Scandia recognizes that the Scandia Firefighter Relief Association may provide other awards and recognition to firefighters for their years of service or upon their retirement. The recognition program may include awards or events that do not meet the criteria for proper expenditure for public funds. No public funds shall be used for such programs, but the City supports their establishment and funding by the Relief Association to the extent consistent with the bylaws of the association and laws governing the use of such funds. a-�b) An annual event may be held to r�c�<�nize the public service of City statt Council members, and members of City committees, commissions and boards. The event may be held during the winter season and must be preapproved by the Citv Council. Expenditure of City funds for the annual event will be determined by the City Council at the time of event approval and must be expended as necessary to achieve the objectives of the Cit 'y�s Emplo�e Reco�nition Policies. Immediate famil�r si�nificant others of Cit sy taff, Council members, or members of City committees, commissions or boards may attend the annual reco�nition event at their own cost. Expenditure of public funds to purchase alcohol for the annual recognition event shall not be permitted.