8.4. SR 07-15-2013 - Laserfiche WebLink

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Specific Programs and Expenditures Every City of Elk River expenditure must be valid based upon the public purpose for which it is expended. These line-items are approved annually by the City Council as a part of the overall budget approval process which includes a public hearing on the proposed budget. The following items are deemed to meet the Council definition of public purpose expenditures. Meetings: Food/Meals/Refreshments The City Council recognizes that situations in which city business needs to be discussed can and do occur during meal hours (i.e. luncheon meetings). In addition, there are public and employee meetings and events in which reasonable refreshments may add to the success of the meeting and/or event and create a more productive workforce. Meals are allowed at training or meetings only when they are part of a meeting or training involving official city business and when it is the only practical time to meet. The following items are deemed to meet the Council's definition of public purpose expenditures in regards to food/meals/refreshments. a. Allowed at city meetings and events that have the purpose of discussing city issues. These meetings would normally have a pre-planned agenda and would involve predominately non- city employees. b. Allowed when they are part of the structured agenda for an offsite conference,workshop, seminar, training session, or meeting in which the City Administrator or a department director has authorized the employee to attend for training and development purposes. This does not include routine staff meetings. C. Allowed when they are part of a breakfast/lunch/dinner meeting for official city business when it is the only practical time to meet and when it involves non-city employee participants (i.e. business developers or business representatives). Payment for fees relating to a special event, such as a Chamber of Commerce event,may also be allowed when approved by the City Administrator and when attendance is deemed to meet the public purpose guidelines for community or customer outreach and marketing of the city. d. Allowed during non-routine, official meetings of the City Council, council committees, advisory boards/commissions, and taskforces. e. Allowed where employees or volunteers are participating in a City Council sponsored or authorized special event or in an outside event as an official representative of the city. f. Allowed for department sponsored meetings, conferences or workshops where the majority of invited participants are not city employees. g. Cookies and coffee allowed for city employees'monthly safety meetings sponsored by the Safety Committee. h. Annual safety training lunch where lunch is provided at a minimal cost while safety training is being held. i. A dinner meal to be allowed for staff during performance of election related duties on Election Day. j. Coffee is provided by the city for employees and guests at city buildings. k. Light refreshments may be provided for employees that separate employment after 10 years of service.