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CITY OF RAMSEY <br />Discretionary Expenditures Policy <br />The annual review of the Public Purpose Expenditures Policy shall be at a time no later than the <br />approval of the following year's budget. <br />The following items are deemed to meet the City Council definition of public purpose <br />expenditures. All other uses not mentioned herein are deemed inappropriate. <br />1. Meals and Refreshments: <br />a. Are allowed as part of a city business meeting in which the character of the <br />meeting would involve predominately non -city employees. <br />b. When they are part of a breakfast /lunch/dinner meeting for official city business <br />when it is the only practical time to meet and when it involves non -city employee <br />participants (i.e. business developers or business representatives). Only the <br />expenses incurred by city employee(s) may be reimbursed. The City <br />Administrator is allowed some discretion regarding expenditures for meals as per <br />the personnel policy. <br />c. When they are part of the structured agenda for an offsite conference, workshop, <br />seminar, training session, or meeting in which the City Administrator or a <br />department director has authorized the employee to attend for training and <br />development purposes (this does not include routine staff meetings). <br />d. All meetings shall be scheduled to minimize inclusion of meals. At meetings of a <br />minimum length of five hours consisting primarily of city employees when the <br />refreshment and /or meals are an integral part of the event and are necessary to <br />sustain the flow of the meeting, and if the meeting is one of the following: <br />1) A department -wide annual staff meeting for employees; or <br />2) A non - routine organization -wide staff meeting for all managers and /or <br />supervisors; or <br />e. During official meetings of the City Council <br />f A dinner meal for staff during performance of election - related duties on Election <br />Day. <br />2. Recognition Events/Purchases <br />a. The City Administrator may authorize modest expenditures for food and <br />refreshments for the following employee events, each of which shall not take <br />place more than once per year: <br />1) Annual Employee Breakfast <br />2) Annual Employee Luncheon <br />3) Volunteer Recognition Events <br />4) Other Recognition Events that may arise <br />3. Special Events <br />a. Such as Happy Days, National Night Out, and other events that involve or invite <br />participation by the general public. These events and any City expenditures for <br />them require prior specific approval by the City Council and also include City <br />