D002308� �
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City of Saint Paul
Office of the Mayor
ADMIl�iISTRATIVE ORDER
T,�Daa3b �
GS No: -
Date: 619l03
1 WaE�as, The Relocation Reunbursement for City Employees policy located in Chapter 40 of the Saint
2 Paul Administrative allows for the City of Saint Paul to reimburse (or pay) up to $10,000.00 of
relocation costs for certain employees.
4
5 Wa�xxEE�,s, The new Fire Chief, Douglas Holton, will relocate to Saint Paul from Milwaukee, WI.
6 Relocation expenses aze to be reimbursed or paid as per agreement between City of Saint Paul and
7 Douglas Holton, not to exceed a totai of $10,000.00.
9 RESOLVEn, In accordance with this policy and the relocadon agreement, that the proper city officials aze
10 authorized to approve payment not to exceed $10,000.00 from funding source 001 (General Fund) and
11 activity number �5001 (Administration).
12
13 �
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APPROVED AS TO FORM
�
City Attorney
�Date: � ��
Financial Services Director
� Green Sheet Green Sheet
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Green Sheet Green Sheet Green Sheet Green Sheet
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DepartrnertUoffice/councii: Date Initiated:
Hu -x�,�,� 0���3 Green Sheet NO: 3001260
ContaG Person 8 Phone: ���e� Seert 7o Person InitiaUDate
Mgie Nalenzy / Lisa McK � 0 nmaa R urces �
266-6515 p�y� 1 amaaRaources De a entDi'ectar
Must Be on Council Agenda by (Daie): Number z e
For
Routing 3 ioancial Services Office Fioanciat Servi
p�� 4 Clerk
Totai # of Signature Pages _(Clip All Locations for Signature)
Action Requested:
Per the Relocation Policy, attached for review aze an Administrative Order and Reimbursement/Payment of Expenses Ageement
regazding relocation costs for pouglas Holton, newly appointed Fire Cluef. The amount of relocarion expenses paid will not exceed
$10,000.00.
Recommendations: Approve (A) or Reject (R): Personal Service Contracts Must Answer the Foliowing Questions:
Planning Commission 1. Has this personffirtn ever warked under a contract for this department?
CIB Committee Yes No
Civil Service Commission 2. Has this person/firtn ever been a city employee?
Yes No
3. Does this person/firm possess a skill not normally possessed by any
current city employee9
Yes No
F�cplain alI yes answers on separete sNeet and attach to green sheet
Inidating Problem, lssaes, Opportunify iWho, What, When, Where, Why):
Mayor Randy Kelly has appointed Douglas Holton to be the new Fire Chief. Douglas Holton will incur additional e;cpense for travel,
packing and moving eacpenses, etc. Per the Relocarion Policy, Fire and Safety Services has agreed to reimburse expenses not to exceed
$10,000.
Advantages If Approved:
Providing for relocation expenses will allow the posirion to be filled promptly.
JUN I 1 20�3
Disadvantaaes If Approved: 6�,� T/'1T�� (l � E�
None.
Disadvardages If Not Approved:
The City would eacperience a delay in filling the posirion and increased difficulty in maintaming the current level of service.
Total Amount of 10000 Cost)Revenue Budgeted: y
Transaetion:
Funain� source: 001 (General Fund) Acf;vitv Numeer. 05001 (Administration)
FinanciallMOrtnation: �
(E�cplain)
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between City of Saint Pauf
and Douglas Holton, Fire Chief
Background: Mayor Randy Kelly has appointed Douglas Holton to be the new Fire Chief. Douglas
hfolton will incur additional expense for travel, packing and moving expenses, etc. According to the
Retocation Poficy, Fire and Safiety Services wiil reimburse or provide payment of expenses not to
exceed $10,000.
Approved expenses, up to a total of $10,000.00.:
Reimbursement of Reloc�tion Ex{�enses Agreement
Travel expenses of employee for up to two (2) house hunting visits rf the move is greater than
two hundred (200) miles one way. If travel is by privately owned vehicle, the reimbursement
rate wi4� be at the current federa� allowable mileage rate. Travel expenses include flight costs or
mileage, meals and hotel accommodations.
2.
3_
4.
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Travel expenses of employee to the new location to include flight costs or mileage, meals, and
hotel accommodations.
The cost of packing and moving household goods and personal effects.
Temporary living expenses not to exceed ninety (90) days.
_T�r�ry storage not to exceed n+nety (90) days.
' The costs for alcoholic beverages are not reimbursab4e.
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41
t have read and understand the Reloca#+on Po4icy. ! agree that tfie City of Saint Paui will pay o�
reimburse my relocation costs from the categories tisted above for up to a total of $10,000.00.
rector
Mayor Randy Kelly (ordesignee)
6-5-03
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G:\SharetllTesting\WPFILE51Exams2003\E003003 Fire Chiefladm ortlers. resolutions. ordinancesVHOCatlon.agreementadm.gmstwptl
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Chapter 40 of the Administrative Code
RELOCATION POLICY (effective January 1992)
General
�Dooa 30�
•An appointing officer, with approvai &om the Human Resources Director, may enter into an agreement with the
appointee or employee for relocation expenses if the appointee%mployee incurs a move of over 200 miles as a result in
the change of employment.
Pre Agreement
Prior to the relocation, the appointing officer and the employee will execute a written agreement describing the specific
expenses and limitations which will be eligible for reimbwsement. The section below regazding reimbursable expenses
will be used as a guideline for developing this written agreement. Expenses not covered by this guideline will need to be
approved by the Human Resources D'uector prior to the execurion of the written agreement. The appointee or employee
must agree to remain in city employment for twelve months mmless terminated by the employer and to live in the city of
Saint Paul for the duration of employment with the city.
Authorization
The pre-agreement will be prepazed based on an administrative order authorized by the Human Resources Director for the
payment of relocation expenses. The Human Resources Director and the appointing officer will consider existing
guidelines and the individual circumstances in determining reasonable amounts and categories of reimbur�ement. The
amount of reimbursement may not exceed $10,000, unless the City Council approves additional amounts due to special
circumstances. All amounts of reimbursement must be included in the budget of the office or department affected.
Reimbursable Expenses
Reimbursement for an unclassified appointed employee may include, but is not limited to the following:
• • Travel expenses of employee for up to tcvo house hunting visits if the move is greater than 200 miles one way. If
travel is by privately owned vehicle the reimbursement rate will be at the cuzrent federal allowable mileage rate.
• Travel expenses of employee to new location.
• Expenses for alcoholic beverages aze not reimbursable.
• The cost of packing and moving household goods and personal affects.
• Temporary storage not to exceed 90 days.
• Temporary living expenses not to exceed 90 days.
Advances
Advances for moving expenses aze available after the pre-agreement has been executed and not less than ten days before
eligible expenses aze incurred. Advances aze to be reconciled with actual expenses with a balance either refunded by or
paid to the employee within 30 days of payment. In the event there is a failure of the employee to reconoilP the advance,
the Office of Financial Services Accounting Section, is authorized to recover the advance with payroll adjustments.
Receipts Required
Original copies of the following receipts are to be submitted:
Airline tickets, hoteUmotel receipts, moving and packing invoices, temporary storage receipts. In general, receipts are
required for all reimbursable items except meals during the relocation.
Tax Implications
�IRS regulations require certain reimbursement to be included on individual taxable earnings. It will be the Office of
Financial Services Accounting Section's responsibiliTy to include these items as appropriate on employee's W-2 taxable
earnings.
G:\Shazed\Testing\WPFII,ES�Exams2003�E003003 F'ue Chiefladm orders. resolutions. ordinances�relocation.agreement.adm.gmst.wpd