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c. When they are part of the structured agenda for an offsite conference, workshop, seminar, <br />training session, or meeting in which the city administrator or a department director has <br />authorized the employee to attend for training and development purposes (this does not <br />include routine staff meetings). <br />d. All meetings shall be scheduled to minimized inclusion of meals. At meetings of a minimum <br />length of five hours consisting primarily of city employees when the refreshment and/or <br />meals are an integral part of the event and are necessary to sustain the flow of the meeting, <br />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 supervisors. <br />e. During official meetings of the city council. <br />f. A dinner meal for staff during performance of election -related duties on election day. <br />(2) Recognition events/purchases. <br />a. The city administrator may authorize modest expenditures for food and refreshments for the <br />following employee events, each of which shall not take place more than once per year: <br />1. Annual employee breakfast. <br />2. Annual employee luncheon. <br />3. Other recognition events that may arise. <br />Special events. Special events such as Happy Days, National Night Out, the Volunteer <br />Recognition event and other events that involve or invite participation by the general public. These <br />events and any city expenditures for them require prior specific approval by the city council and <br />also include city expenditures for participation fees, donated gifts, door prizes, etc. <br />(4) Community and business relations. The city recognizes the importance of establishing and <br />maintaining a positive image with the business and civic community. Participation in certain <br />periodic or annual events is a necessity to maintain a positive image. Annual dinners or galas, or <br />golf tournaments that are sponsored by an organization that the city has a business or community <br />relationship with are examples of business and civic community events (i.e. chambers of <br />commerce and other community partners). <br />a. The city administrator will coordinate participation at such events to ensure representation <br />and ensure that duplication is avoided for purposes of cost containment. <br />b. The city administrator will review on an annual or semi-annual basis upcoming events to <br />discuss attendance and representation at business and community events. <br />c. The city council will annually establish a maximum amount of community and business <br />relation expenses by an affirmative approval. <br />(5) Alcoholic beverages. The purchase of alcoholic beverages is not allowed. <br />(6) Clothing and other sundry items. Employees may receive T-shirts, and other sundry items of <br />nominal value ($5.00) when these items are made available to the general public or if these items <br />are determined by the city administrator to be important to the successful involvement of <br />employees in special city -sponsored or city -supported sponsored events (i.e. National Nite Out, <br />Happy Days, etc.). Employees may be supplied with uniforms, clothing, boots and other gear <br />necessary for the performance of their job as per the City of Ramsey Personnel Policy or <br />applicable labor agreements. <br />(3) <br />(Ord. No. 16-12, § 42, 11-7-2016) <br />Sec. 2-276. - Payment. <br />Page 7 <br />