9.h) Staff Report-Revisions to Employee Recognition Program � G I
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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.