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03-906r 80 HRA RESOLUTION NO. 906 RESOLUTION ADOPTING A PUBLIC PURPOSE EXPENDITURE POLICY WHEREAS, the Housing and Redevelopment Authority (HRA) finds it necessary to establish a policy to clearly determine the public purpose for expenditures; and WHEREAS, the HRA has determined that in order to attract, recruit, retain and motivate employees and community volunteers the HRA wishes to recognize hard work and service through other than monetary payment; and WHEREAS, the HRA has further determined certain expenditure for typical business costs are necessary for the efficient delivery of public service; and WHEREAS, the HRA has reviewed and discussed the public purpose expenditures as detailed in Exhibit 1. NOW THEREFORE, BE IT RESOLVED that the Housing and Redevelopment Authority in and for the City of Richfield hereby adopts Exhibit 1 entitled, "Public Purpose Expenditures Policy". Adopted by the Housing and Redevelopment Authority in and for the City of Richfield, Minnesota this 17th day of November, 2003. I I' I ~/;i / ~ ~, I Thomas E. Harms, Chair ATTEST: ,': } sf-a} Str)!U1 Kristal Stokes, Secretary Exhibit 1 Page 1 of 4 CITY OF RICHFIELD HOUSING AND REDEVELOPMENT AUTHORITY DATE: November 17, 2003 SUBJECT: Public Purpose Expenditure Policy GENERAL Pursuant to provisions of statutes and laws of the State of Minnesota, which permit and require the expenditure of public funds for public purposes, the Housing and Redevelopment Authority in and for the City of Richfield (HRA) believes it necessary and appropriate to provide assistance and guidance to the officials, employees and representatives of the HRA to aid in the determination of when public funds may be spent for a public purpose. DEFINITION A public purpose expenditure is one which relates to the purpose for which the HRA exists and the duties and responsibilities of the HRA its appointed officials, employees and other representatives. PUBLIC PURPOSE GUIDELINES 1. Training and development programs for HRA employees serve a public purpose when the training and development programs are directly related to the performance of the employee's job-related duties and are directly related to the programs/services for which the HRA is responsible. 2. Payments of employee work-related expenses, including travel, lodging and meal expenses, serves a public purpose when those expenses are necessarily incurred by HRA employees in connection with their actual work assignments or official duties and those expenses are directly related to the performance of the governmental functions for which the HRA has responsibility. 3. Appropriate safety and health programs for HRA employees serve a public purpose because they result in healthier and more productive employees and reduce certain costs to the HRA and the tax payments of Richfield, including various costs associated with workers' compensation and disability benefit claims, insurance premiums and lost time from employee absences. 4. Public expenditures for appropriate HRA employee and volunteer recognition programs serve a public purpose because formally recognizing employees and volunteers who make significant contributions and demonstrate their commitment during the performance of their duties result in higher morale and productivity among all HRA employees and volunteers, and therefore help the HRA to fulfill its responsibilities efficiently and more cost effectively. Exhibit 1 Page 2 of 4 5. Public expenditures for food and refreshments associated with official HRA functions serve a public purpose when the provision of food or refreshments is an integral part of the function and is deemed necessary to ensure meaningful participation by the participants. 6. Public expenditures for appropriate community and customer outreach and similar activities serve a public purpose when those expenditures are necessary for Richfield to ensure the efficient operation of its programs/services, promote the availability and use of HRA resources, and promote coordinated, cooperative planning actives among and between the public and the private sectors. SPECIFIC PROGRAMS AND EXPENDITURES Every HRA expenditure must be valid based upon the public purpose for which it is purchased. The following items are deemed to meet the HRA definition of public purpose expenditures EMPLOYEE RECOGNITION PROGRAM While the HRA purchases employee time from the City of Richfield, it is appropriate for the HRA to indicate its support for the recognition given by the City for the hard work and service performed by City employees through an Employee Recognition Program. The HRA believes the benefits of attractive retaining and motivating employees through such a program impacts cooperation and productivity as well. Such outcomes provide excellent public and customer service to better serve the interests of the citizens of the community. Program elements may include: 1. Years of service awards 2. Volunteer Recognition dinner 3. Annual Holiday Party and summer picnic 4. Events that are planned and paid for by employees 5. Recognition plaques for employees, volunteers and appointed officials. Cost incurred by the HRA related to this program are included in the annual budget. Emplovee Wellness and Safety Proqram. The HRA recognizes the importance of employee fitness and health as it relates to the overall work and life satisfaction of the employee and the overall impact on the City's health insurance program. As such, the HRA supports an Employee Wellness Program, which has been designed to educate employees on fitness/health issues. The Employee Safety Program is funded by the City's Self-Insurance Fund. The HRA supports the programs created by the Human Resources Division and the Safety Committee to promote and retain a safe work environment. Safety incentive programs such as Richfield's Safety Bingo, which provide the opportunity for cash prizes for accident/injury-free work days, is an example of such programs. Exhibit 1 Page 3 of 4 Meetinq Food/Meals The HRA recognizes that situations in which business needs to be discussed can and do occur during meal hours (Le. 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 work force. The following items are deemed to meet the HRA's definition of public purpose expenditures in regards to food and meals. 1. Meals and refreshments are allowed at HRA meetings and events that have a purpose of discussing HRA issues. These meetings would normally have a pre- planned agenda. 2. Meals and refreshments are allowed at employee meetings and events that have a purpose of discussing HRA issues. These meetings would also normally have a pre-planned agenda. This does not include routine staff meetings. 3. Meals and refreshments are allowed when they are part of a breakfast/lunch/dinner meeting for official HRA business when it is the only practical time to meet. Usually these meals involve meeting with HRA members, business or civic organizations. Payment for fees relating to a special event, such as a Chamber of Commerce event, may also be allowed when approved b the Executive Director and when attendance is deemed to meet the public purpose guidelines for community or customer outreach and marketing of the City. 4. Meals and refreshment may be provided during official meetings of the HRA and taskforces that have purpose of discussing HRA business. These meetings would normally have a pre-planned agenda. 5. Travel expenses for employees as outlined in the Richfield Travel Reimbursement Policy. 6. Meals and refreshments are allowed where employees or volunteers are participating in a HRA sponsored special event, participating in an outside event as an official representative of the HRA, or working additional hours and where the Department Director deems appropriate as recognition of efforts above those normally required. Because emergency personnel are often called to perform for extended periods of time and duties where refreshments are important to duty performance, emergency response personnel may be provided refreshments or food when it is deemed appropriate by the Executive Director or Department director to assure the delivery of quality emergency response service. 7. No purchase of alcoholic beverages is allowed at any time. The cost of these meals or fees is included in the departments' travel/conferences line- item in the HRA's Annual Budget. These items are approved annually by the HRA as a part of the overall budget approval process. Exhibit 1 Page 4 of 4 Membership. Dues. and Donations The HRA has determined that the HRA will fund memberships and dues (individual or organization) in professional organizations and HRA social and community organizations when the purpose is to promote, advertise, improve or develop the resources and relationship and not personal interest or gain. The cost of membership/dues is included in the departments' dues and subscriptions line-item in the HRA Annual Budget. These items are approved annually by the HRA as a part of the overall budget approval process. All donations much be approved by the HRA during the annual budget process and/or by HRA resolution. Donations provided by the HRA must be for programs that serve our citizens and are deemed to meet the public purpose guidelines. Clothinq and Other Sundrv Items Employees may receive T-shirts, and other sundry items of nominal value ($10.00) when these items; are made available to the general'public or if thew items are determined by the Executive Director to be important to the successful involvement of employees in special sponsored or HRA supported events. CONCLUSION The HRA has determined that the above expenditures are valid and serve a public purpose. Approved: Executive Director