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AGENDA ITEM - 3F <br />,!Tt <br />-ADEN HILLS <br />MEMORANDUM <br />DATE: March 9, 2026 <br />TO: Honorable Mayor and City Councilmembers <br />Jessica Jagoe, City Administrator <br />FROM: Julie Hanson, Assistant to the City Administrator/City Clerk <br />SUBJECT: Volunteer Recognition Policy Discussion <br />Budgeted Amount: Actual Amount: <br />N/A <br />Council Should Consider <br />N/A <br />Funding Source: <br />N/A <br />Council should review the attached Volunteer Recognition Policy draft and provide feedback. <br />Backiround <br />The City Council had previously given direction to bring this topic forward to the Personnel <br />Committee for discussion. At its meeting in April 2025, the Personnel Committee requested staff <br />provide a draft Volunteer Recognition Policy that sets forth guidelines for recognizing our <br />committee and commission members as well as others that donate their time by volunteering for <br />various projects. Staff had conducted a survey of other cities, asking for information regarding <br />their volunteer recognition policy/program and of the cities that replied, none have a formal <br />policy though some had an informal process that they generally follow. <br />An option that the Personnel Committee discussed was that in addition to the current practice of <br />sending a thank you letter from the City Administrator and a thank you card signed by the <br />Councilmembers, could the City purchase "thank you" gifts to show the City's gratitude and <br />appreciation for the time and effort our volunteers expend on behalf of the City. However, it was <br />also discussed that the City's public purchase policy states (expenditures must) "... serve a <br />public purpose when those expenditures are necessary for Arden Hills to ensure the efficient <br />operation of its programs/services, promote the availability and use of City resources, and <br />promote coordinated, cooperative planning activities among and between the public and the <br />private sectors." It should be noted the City Attorney's guidance was that thank you/recognition <br />gifts do not meet State statute nor the City's policy — and expenditures made by the City must be <br />for a public purpose, as indicated. <br />Page l of 2 <br />