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<br /> <br />Trinkets or Marketing Items <br />The Council determined it serves a public purpose for the city to distribute items of a nominal nature for the <br />purpose of educating or promoting city provided programs. <br />Sympathy Gifts <br />The cost of flowers or other similar items as a sign of sympathy shall not be paid for by public funds; except <br />sympathy cards for regular full-time and regular part-time employees upon the death of the following: Husband, <br />wife, mother, father, son, daughter, brother, sister, stepmother, stepfather, stepson, stepdaughter, stepbrother, <br />and stepsister. <br /> <br />Gifts for Employees, Consultants and Others <br />The city shall not pay for gifts to employees, consultants, or similar persons working with or for the city. <br /> <br />Conclusion <br />The Council reserves the right to not fund any item of expenditure described in this policy. No provision of this <br />policy, or its administration, shall be construed as a benefit or condition of employment by or for any employee <br />of the city, nor is any provision of this policy <br /> <br />Expense and Travel Reimbursement <br />This policy establishes guidelines and procedures for the payment and reimbursement of travel and other <br />expenses incurred by employees and city officials in the conduct of approved official city business. Employees <br />and city officials include temporary, regular full- and part-time employees, mayor, council members, and <br />members of city commissions or committees. <br /> <br />Authorization <br />Unless otherwise required by law, the following conditions must be met in order to qualify for reimbursement: <br />1. The expenditure must qualify as a public purpose expenditure as determined by state law and the City <br />Council for which the city may use tax money. <br />2. Employees must receive supervisor or city administrator approval for expense reimbursement. <br /> <br />Elected Official Out-of-State Travel <br />The city recognizes that elected officials may receive value from traveling out of the state for workshops, <br />conferences, events and other assignments. This policy sets forth the conditions under which out-of-state travel <br />will be reimbursed: <br />1. The event, workshop, conference or assignment must be approved in advance by the City Council at an <br />open meeting and must include an estimate of the cost of the travel. In evaluating the out-of-state travel <br />request, the Council will consider the following: <br />a. Whether they will be receiving training on issues relevant to the city or to his or her role as the <br />mayor or council member. <br />b. Whether they will be meeting and networking with other elected officials from around the <br />country to exchange ideas on topics of relevance to the city or on the official roles of local <br />elected officials. <br />c. Whether they will be viewing a city facility or function that is similar in nature to one that is <br />currently operating, or under consideration, by the city where the purpose for the trip is to study <br />the facility or functions to bring back ideas for the consideration of the full Council. <br />d. Whether s/he was specifically assigned by the Council to testify on behalf of the city at the <br />United States Congress or to otherwise meet with federal officials on behalf of the city. <br />e. Whether the city has sufficient funding available in the budget to pay the cost of the trip. <br />Financial Management Policies Page 21 <br /> <br />