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7. Staff Report-City Equipment PolicySCANDIA Staff Report Date of Meeting: June 4, 2014 To: City Council From: Kristina Handt, Administrator Re: Update to Personnel Policy Regarding City Equipment, etc Background: The City of Scandia Personnel Policy was adopted in 2010 and last amended in 2012. It establishes policies for hiring, resignation/termination, benefits, work hours, compensation, performance reviews, discipline, a grievance procedure and employee responsibilities. While Section 10 Employee Responsibility covers things such as general work rules, cellular phone use and conflicts of interest, there is no broad policy regarding the use of City vehicles, equipment, supplies, tools, uniforms and facilities. We've had some questions in this area recently so for consistency, the Council should consider a formal written policy. Last year the Council adopted a policy for computer use and may want that incorporated into the Personnel Policy as well rather than leaving it as a standalone policy. The Council reviewed the attached policy at the April work session but tabled it until the next meeting due to some concerns expressed by the Fire Dept. At the May meeting the Council requested legal input from the City Attorney. Mike McCain, an employment law attorney with Eckberg Lammers, will be at the June work session. Issue: Should the personnel policy be updated to include provisions for use of City equipment, vehicles, tools, supplies, facilities, etc? Proposal Details: Included in your packet is a draft policy. Staff is proposing to add a subsection (1) to section 10 that covers the appropriate and allowed uses of City vehicles, equipment, supplies, tools, uniforms and facilities. Staff drafted the policy based on a review of policies from other communities and had legal counsel review. Basically, the policy prohibits employees from using City vehicles, equipment, supplies, facilities, etc for personal or private use. City employees must follow rental policies the same as the public for use of any facilities for personal use (i.e. community center, kitchen, parks, and other City buildings). Options: 1) Direct staff to prepare resolution adopting changes at next Council meeting 2) Amend proposed changes and then direct staff to prepare for adoption. For example, delete "washing vehicles" from the second line in paragraph 4). Add a second sentence that reads "One exception is that employees may wash their personal vehicles at the Fire Hall/Public Works building." 3) Direct staff to work with City Attorney to draft a policy allowing use of City facilities and equipment for personal use by employees 4) Make no changes to the Personnel Policy. Recommendation: Option 1, 2 or 3.