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MUNICIPALITY OF THE COUNTY OF ANNAPOLIS
POLICY AND ADMINISTRATION MANUAL
Policy 131
Subject
Hospitality
Policy 131 Hospitality
Page 1 of 2
Purpose / Policy Statement
1. The County of Annapolis recognizes that hospitality-related activities are, at times,
necessary and legitimate expenses supporting the effective conduct of government
business and for reasons of diplomacy, protocol, business development or
promotional advocacy.
2. The offering of hospitality will be done in such a manner so as to reflect the prudent
stewardship of public funds. This policy safeguards the appropriate use of public funds
through the establishment of uniform standards and procedures respecting Council
member, Chief Administrative Officer ("CAO") and employee hospitality claims.
Authority
3. This policy is enacted pursuant to Sections 23 and 65, Municipal Government Act, as
amended.
Definitions
4. Unless otherwise defined herein, terms used in this policy shall have the same
meanings as those defined in the Municipal Government Act, or as their context
applies according to a dictionary of the Canadian language.
Hospitality Events
5. A hospitality event is a reception, ceremony, or other event that involves hosting
individuals from outside the Municipality of the County of Annapolis where alcohol is
to be served free of charge. Hospitality may be offered under the following
circumstances in accordance with this policy:
(a) Hosting foreign dignitaries;
(b) Engaging in official public matters with representatives from other governments,
business, industry or labour leaders, or other community leaders; and
(c) Other official functions, as approved by the CAO, their designate or Municipal
Council.
Serving of Alcohol
6. While the standard for hospitality is the provision of alcoholic beverages, the provision
of alcohol in the context of hospitality for reasons of diplomacy, protocol, business
development or promotional advocacy is deemed an acceptable expense in limited
circumstances. Any request for approval to serve alcohol at a hospitality event must
have prior approval by either the CAO or designate, or Municipal Council.
7. The Municipality, its employees and members of Municipal Council are expected to
act responsibly in the use of public funds and in the care and well-being of themselves,
other employees and their respective guests with respect to the serving of alcohol.
MUNICIPALITY OF THE COUNTY OF ANNAPOLIS
POLICY AND ADMINISTRATION MANUAL
Policy 131
Subject
Hospitality
Policy 131 Hospitality
Page 2 of 2
8. The Municipality will demonstrate good judgment in the reasonableness of the quantity
and expense of alcoholic beverages offered to guests.
9. If alcohol is provided at a hospitality event, food must be served.
Gifts
10. For reasons of diplomacy, protocol, business development or promotional advocacy,
the giving of token gifts to individuals (value not to exceed $400.00) is sometimes
appropriate. Any giving of gifts up to two hundred dollars ($200) requires prior
approval by either the CAO or designate; and any giving of gifts over two hundred
dollars requires prior approval by Council.
Reporting Requirements
11. Pursuant to s. 65A of the Municipal Government Act, the CAO shall ensure that the
Municipality does the following:
(a) Within ninety (90) days of the end of each fiscal quarter, prepares and posts a
hospitality expense report on the Municipal website that describes all of the
hospitality expenses incurred by the Municipality, including purchases of alcohol,
during the quarter;
(b) By September 30th of each year, prepares and files with the Minister of Municipal
Affairs an annual summary report that summarizes the hospitality expense reports
for the preceding fiscal year, which is compliant with the requirements of the
Department of Municipal Affairs and the requirements set out in the Financial
Reporting and Accounting Manual.
Review Requirements
12. The Municipality's Audit Committee shall review the hospitality annual summary report
by October 31st of each year.
13. By the January 31st immediately following a regular election held under the Municipal
Elections Act, Municipal Council shall review this policy and, following a motion by
Municipal Council, either re-adopt the policy or amend the policy and adopt the policy
as amended.
Repeal
14. AM-1.8.2 Hospitality Policy, approved on December 15, 2020, is hereby repealed.
Municipal Clerk's Annotation for Official Policy Book
I certify that this policy was adopted by Municipal Council as indicated below:
Seven (7) Day Notice ....................................................................... December 10, 2024
Council Approval ............................................................................. December 17, 2024
Chris McNeill December 17, 2024
Chief Administrative Officer
Date
At Annapolis Royal Nova Scotia