This is the exact embedded text of the captured official document.
Snapshot 611769c9be61 · verified 2026-06-05 ·
original document ·
archived snapshot ·
unofficial consolidation, the official version is held by the municipal clerk.
Municipality of the County of Richmond - Hospitality Policy
Page 1 of 4
Title
Hospitality Policy
Approved by Council
Date: December 16, 2025
Policy Review Notification
Date: November 24, 2025
Policy Review
Date: December 2, 2025
I certify this to be a true copy of the Hospitality Policy as adopted by the Municipal
Council of Richmond County at a public meeting held on December 16, 2025.
________________________
Shelley David, Municipal Clerk
1.
Purpose
1.1 This policy outlines the process for pre-approving, approving, and reporting
hospitality expenses in accordance with the Municipal Government Act
(MGA) and the Municipal Financial Reporting and Accounting Manual
(FRAM).
2.
Scope
2.1 This policy applies to all reportable individuals and employees of the
Municipality of the County of Richmond (MOCR) who incur approved
expenses for hosting individuals from outside the Municipality for reasons of
diplomacy, protocol, recognition, business development, or promotional
advocacy. These activities may include providing hospitality for receptions,
ceremonies, conferences, or other group events. Allowable expenses may
include meals, beverages (non-alcoholic), or other approved items.
3.
Definitions
3.1 "reportable individuals" means members of Council, the Chief Administrative
Officer (CAO), and any employees delegated the responsibilities or powers of
the CAO under section 29(b) of the MGA.
3.2 "outside the Municipality" means anyone not listed on the organization chart
of MOCR.
-
TIJ£MUNJCIPAUIY
T.A MUNTCTPAT.TTF.
RfCHMOND
Municipality of the County of Richmond - Hospitality Policy
Page 2 of 4
3.3 "Signing Authority" means the authorizing personnel responsible for pre-
approving hospitality and approving the related expense claims. The table
below shows the Signing Authority for each position:
4.
Roles and Responsibilities
4.1 Municipal Council will be responsible for reviewing, amending, and adopting
the Hospitality Policy.
4.2 The CAO will be responsible for implementing and administering this Policy.
4.3 Signing Authorities will be responsible for pre-approving and approving
hospitality expenses in accordance with this Policy.
4.4 Finance Department will be responsible for providing advice and assistance to
Municipal Council and the CAO regarding the application of this Policy,
monitoring hospitality expenses for proper use and consistency with policy
directive, and processing hospitality expenses.
5.
Policy Guidelines
5.1 All hospitality shall be offered in a manner that reflects prudent stewardship
of public funds.
5.2 Hospitality may be offered under the following circumstances:
a) Engaging in official public matters with representatives from other
governments, business, industry, or labour leaders, or other community
leaders/groups;
b) Hosting conferences or committees;
c) Hosting ceremonies/recognition events; or
d) Other official functions.
Position
Signing Authority
Warden
CAO
Member of Municipal Council
Warden and CAO - preapproval
CAO - expense claim approval
CAO
Warden
Director
CAO
Municipal Employees
Their Supervisory Director or CAO
-
TIJ£MUNJCIPAUIY
T.A MUNTCTPAT.TTF.
RfCHMOND
Municipality of the County of Richmond - Hospitality Policy
Page 3 of 4
5.3 All hospitality requests must be pre-approved by the Signing Authority and be
within the current budget to be approved.
5.4 Municipal Council approval is required for hospitality expenditure requests
that exceed the current budget.
5.5 A Signing Authority is prohibited from pre-approving or approving hospitality
expenses on their own behalf.
5.6 Alcohol is not an eligible expense.
5.7 Token gifts for diplomacy, cultural significance, protocol, business
development, or promotional advocacy may be provided to individuals
outside the Municipality when preapproved by the Signing Authority.
6.
Preapproval
6.1 The Hospitality Expense Request Form, provided by the Municipality, must
be submitted to the Signing Authority, who may request additional
information or justification to assess the necessity and appropriateness of the
proposed hospitality.
7.
Submission/Approval Hospitality Expense Claims
7.1 Hospitality expense claims must be submitted to the Signing Authority for
approval and include the following:
a) A copy of the signed preapproved Hospitality Request Form;
b) The names and positions of the guests at the hospitality event;
c) The business objective for the expense; and
d) A detailed, itemized receipt for the expense.
8.
Reporting Requirements
8.1 Staff shall prepare and publish a quarterly summary of hospitality expenses
with supporting documentation on the MOCR website within 90 days of the
end of each fiscal quarter.
8.2 Municipal staff shall prepare an annual summary report of expenses for
reportable individuals and file it with the Minister by September 30th.
9.
Review Requirements
9.1 The Municipality Audit Committee shall review the Hospitality Expenses
Summary Report annually.
-
TIJ£MUNJCIPAUIY
T.A MUNTCTPAT.TTF.
RfCHMOND
Municipality of the County of Richmond - Hospitality Policy
Page 4 of 4
9.2 By January 31st, immediately following a regular election held under the
Municipal Elections Act, Council shall review this Policy and, following a
motion by Council, either re-adopt the Policy or amend the Policy and adopt
the Policy as amended.
10. Related Documents
-
Financial Reporting and Accounting Manual (FRAM), Nova Scotia Department
of Municipal Affairs
-
Nova Scotia Municipal Government Act (MGA)
11. Policy Review/Amendments
Date of Review
Approved/Amended by Council
December 2, November 24, 2025
December 16, 2025
January 14, 2025
January 28, 2025 (readopted)
March 26, 2018
April 23, 2018
-
TIJ£MUNJCIPAUIY
T.A MUNTCTPAT.TTF.
RfCHMOND