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HomeMy WebLinkAboutN-208 - Membership in Professional and Civic OrganizationsCITY OF PASCO ADMINISTRATIVE ORDERS Administrative Order No. 208 Personnel Policies & Procedures Subject: Membership in Professional and Civic Organizations Revised Approved I. PURPOSE: Initial Effective Date: October 17 , 2016 To establish policies and procedures for City payment of expenses associated with employee participation in professional organizations and civic or service organizations. II . DEPARTMENTS AFFECTED: All III. ATTACHMENTS: Washington State Auditor's GAAP Manual (Cities, Counties, and Special Purpose Districts, Accounting), 3.8.13 : "Accounting -Miscellaneous-Memberships in Civic and Service Organizations." IV. POLICY: The City recognizes that in certain cases, membership in professional organizations and/or in local civic or service organizations may benefit the City. The C ity Manager shall establish procedures addressing conditions under which the City will pay for employee membership in professional organizations. V. PROCEDURE: A. Professional Organizations 1. Department Directors may approve payment for employee membership in professional organizations if, in the Department Director's opinion, said membership will benefit the City. Reimbursement for professional organization memberships should be made in the name of the City, rather than the individual employee, unless an individual membership is required for certification, ha s a specific, job-related professional development benefit to the employee, or cost considerations for an individual membership. B. Civic and Service Organiz ations 1. Employees are encouraged to seek membership in community clubs and civic organizations where membership will promote the City's business interes ts and enhance its image in the community. However, employees who participate in clubs or community organizations may not allow their activities to interfere with job performance or harm or conflict with the City's interests. 2. The City Manager (or his/her designee) may identify certain community organizations in which the City deems representation to be in its interest and then designate the employee(s) that it will sponsor for membership in them . Employees who are designated for membership act as City representatives in the organization and are expected to promote the City's interests . 3. Employee participation in club and civic organization activities is not considered as hours worked for pay purposes unless it is at the City's request or under its direction and control. 4. The City Manager will normally consider the following factors when selecting organizations for representation and designating employees to sponsor for membership: a) The nature and purpose of the club or organization; b) The potential benefit to the City, including the enhancement of the employee's leadership and organizational skills; c) The cost to the City; d) The extent to which the City is already represented m the club or organization; and e) The employee's job responsibilities, length of service, and overall qualifications for membership. The City Manager will review periodically the City's representation in community organizations and its sponsorship of employees for membership and will make changes as appropriate. 5. Employees who are designated for membership in community clubs and civic organizations are eligible for reimbursement for dues only. A claims reimbursement form must be completed to claim reimbursement. 6. Employees who are not designated for membership in community organi zations are responsible for their own expenses. Administrative Order No. 208 Page2 3. 3.8 3.8.13 3.8.13.10 3.8.13.20 ACCOUNTING Expenditures Memberships in Civic and Service Organizations There has been a dramatic shift in business, social, and governmental cultures which has impacted the way the legal community views implied powers of municipal corporations. Included in this contemporary analysis is recognition that membership in a local civic or servi.ce organization may; indeed, benefit a municipal corporation. The AGO and SAO has concluded that the intent of membership payments by a municipal corporation should be considered. However, payments of memberships to fraternal organizations, or community/s ocial organizations such as golf and country clubs, should continue to be questioned. While municipal corporations have no obligation to pay for employee and officer memberships, should they choose to do so, a formal policy should be adopted to include : I. The legislative body's intent that officers and employees be active participants in service and civic organizations. 2. Those services and civic organizations to which membership fees will be paid on behalf of officers and employees. 3. The limit on the number of individuals for whom membership payment will be made to any on organization, and a delineation of criteria for multiple memberships. 4. The benefit, which the municipal corporation will derive from the membership in an organization and the authorized activity to which such benefit, is related. 5. Those municipal corporation positions for which membership fees will be paid. 6 . Ancillary costs of membership which the municipal corporation will or will not pay , or provide reimbursement (i.e. meal costs incurred during meeting, costs incuJTed traveling to and from meetings, costs incurred as a result of the employees membership such as, time required to attend meetings or for committee participation and time required to perform duties of appointed/volunteer/elected positions) or time and expenses incurred as a res ult of attendance at related meetings such as regional, state, or national conventions. 7. Approval authority for payment of expenses incurred as a result of membership in civic or service organizations, or for deviation from established policy. 8. Limitations on the dollar amount that will be paid to a single organization or on behalf of an individual. 9. A prohibition of employee or officers, whose civic or service organization dues are paid in whole or in part by the municipal corporation: a . Exerting influence on other employees or officers to provide financial contributions or other support to the civic or service organization. b. Using the civic or service organizations as a forum for lobbying in s upport of or opposition to political or legislative actions, or the promotion of endeavors in which the officer or employee may have a direct or indirect financial interest or may acquire a personal benefit or gain.