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Policy No. 79 "Hospitality Policy"
POLICY NO. 79
MUNICIPALITY OF THE DISTRICT OF BARRINGTON
HOSPITALITY POLICY
1.
The Municipality of the District of Barrington recognizes that hospitality-related
activities are, at times, necessary and legitimate expenses supporting the effective
conduct of government business. The offering of hospitality will be done in such a
manner so as to reflect the prudent stewardship of public funds.
The purpose of this Policy is to:
(a)
Provide direction and guidance to Council members and employees with
respect to the appropriate expensing of necessary hospitality expenses that
support the Municipality's objectives;
(b)
Ensure hospitality is offered in an accountable, economical and consistent
manner in the facilitation of government business and/or for reasons of
diplomacy, protocol, business development or promotional advocacy.
(c)
Ensure taxpayers' dollars are used prudently and responsibly with a focus
on accountability and transparency.
2.
This Policy applies to all Council members and employees of the Municipality who incur
hospitality expenses while conducting government business.
A hospitality event is a reception, ceremony, conference or other event that involves
hosting individuals from outside the Municipality.
(a)
Hospitality may be offered under the following circumstances:
- Hosting dignitaries;
- Engaging in official public matters with representatives from other
governments; business, industry/labour leaders; or other
community leaders
- Sponsoring conferences;
- Hosting prestigious ceremonies/recognition events; or,
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Policy No. 79 "Hospitality Policy"
- Other authorized official functions, as approved by the CAO, their
designate or Council.
3.
All hospitality events require prior authorization by the Chief Administrative Officer or
his/her designate.
Any request for prior authorization for hospitality events requires the following detail:
(a)
Rationale/purpose of the event;
(b)
Estimated numbers of attendees and their respective affiliations; and,
(c)
Estimated itemized costs including gratuities and supplementary expenses.
(d)
If alcohol is to be provided at the event, the reasons that the provision of
alcohol is appropriate and warranted in the circumstances.
4.
While the standard for hospitality is often the provision of non-alcoholic beverages, the
provision of alcohol in the context of hospitality for reasons of diplomacy, protocol,
business development or promotional advocacy is deemed acceptable in limited
circumstances.
Any request for approval to serve alcohol at a hospitality event must be approved in
advance of the event.
Hospitality events involving alcohol must: be appropriately licensed; be staffed with
professional servers; have appropriate drink limits in place; serve food; and offer
alternative transportation.
All employees and Council members are expected to act responsibly in the case and well-
being of themselves, other employees and their respective guests with respect to service
of alcohol.
5.
The Chief Administrative Officer will approve claims for hospitality-related expenses
and will ensure compliance and consistent application of this Policy.
The Municipal Council will approve claims for hospitality-related expenses submitted by
the Chief Administrative Officer or designate while ensuring compliance and consistent
application of this Policy.
The Manager of Finance will process approved hospitality-related requests for
reimbursement; will prepare a hospitality report within 90 days of the end of each fiscal
quarter to be posted on the Municipality's website; and file an annual summary report
with the Minister of Municipal Affairs by September 30th.
The Claimant will act in accordance with this Policy and will submit all necessary details
when seeking approval and reimbursement for hospitality-related expenses.
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Policy No. 79 "Hospitality Policy"
6.
For reasons, of diplomacy, protocol, business development or promotional advocacy, the
giving of token gifts to individuals outside of government (value not to exceed $50.00) is
sometimes appropriate. Any giving of gifts requires prior approval by either the CAO or
their designate, or Council.
February 25, 2019
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Policy No. 79 "Hospitality Policy"
Hospitality Request Form
Purpose for Hospitality:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Estimated number of attendees: _________
Actual number of attendees: ___________
Affiliations of attendees:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Itemized costs including gratuities and supplementary expenses:
Item
Estimated Cost (pre
event)
Actual Cost (post event)
Total
Claimant Name:
_______________________
Claimant Signature:
________________________ Date: ____________
Hospitality Pre-Authorizations:
________________________ Date: ____________
Reimbursement Approval:
________________________ Date: ____________
*Attach receipts to this completed form for reimbursement.