4.8 SR 10-21-2024 - Laserfiche WebLink

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Financial Management Policies Page 15 policies and procedures that are consistent with these guidelines and the adopted city policies which implement these guidelines. Definition: A public purpose expenditure is one which relates to the purpose for which the City of Elk River exists and the duties and responsibilities of Elk River, its elected and appointed officials, employees, and other representatives. Public Purpose Guidelines The following are hereby approved and recognized to serve a public purpose: 1. Training and development programs for Elk River employees when said programs are directly related to the performance of the employees’ job-related duties and are directly related to the programs/services for which the city is responsible. 2. Payment of employee work-related expenses, including travel, lodging and meal expenses, when those expenses are necessarily incurred by in connection with actual work assignments or official duties and those expenses are directly related to the performance of the governmental functions for which the city has responsibility. 3. Appropriate safety and health programs for employees because they result in healthier and more productive employees and reduce certain costs to the city and the taxpayers of Elk River, including various costs associated with workers compensation and disability benefit claims, insurance premiums, and lost time from employee absences. 4. Employee and volunteer recognition programs because formally recognizing those who make significant contributions and demonstrate their commitment during the performance of their duties results in higher morale and productivity among all city employees and volunteers, and therefore helps the city to fulfill its responsibilities efficiently and more cost effectively. 5. Food and refreshments associated with official city functions when the provision of such is an integral part of an official function, and is deemed necessary to ensure meaningful participation by the participants. 6. For appropriate community and customer outreach and similar activities when those expenditures are necessary to ensure the efficient operation of its programs/services, promote the availability and use of city resources, and promote coordinated, cooperative planning activities among and between the public and the private sectors. Specific Programs and Expenditures City expenditures shall 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 regard to food/meals/refreshments. Page 71 of 294