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## POLICY PURPOSE
- 28.1 It shall be the policy of the Municipality of the District of Shelburne to provide direction and guidance with respect to the appropriate expensing of necessary hospitality expenses that support government's objectives.
- 28.2 To 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.
- 28.3 To ensure taxpayers' dollars are used prudently and responsibly with a focus on accountability and transparency.
## POLICY AUTHORITY
- 28.4 Pursuant to the Municipal Government Act of Nova Scotia, each municipality shall adopt a hospitality policy.
## POLICY DETAILS
## 28.5 Expense Authorization:
- a) All hospitality events require prior authorization on the Municipality's Hospitality Expense Authorization form.
- b) A request for prior authorization for hospitality events requires the following information:
- i. rationale/purpose of the event;
- ii. estimated numbers of attendees and their respective affiliations;
- iii. if alcohol isto be provided at the event, the reasons that the provision of alcohol is appropriate and warranted in the circumstances;
- iv. estimated itemized costs including gratuities and supplementary expenses, broken down into categories of meals, gifts, meeting space and other.
7. Requests for hospitality events shall be reviewed by either the CAO or their designate, or Council, who shall consider the value and benefit of the proposed event in relation to its cost in deciding whether to approve the hospitality event. No person shall authorize their own expense.
- d) In instances where a hospitality event has been held without prior approval, claims for reimbursement must provide the details outlined above and also include an explanation outlining the reasons prior approval was not possible.
- e) Prior to reimbursement of hospitality expenses the Hospitality Expense form must be completed with final figures including supporting itemized receipts, and shall be signed by either the CAO or their designate, or Council.
- f) Every attempt will be made for hospitality expenses to be invoiced directly to the Municipality or be paid with the Municipal credit card; however, in instances where an individual is required to incur a hospitality expense, the individual will submit a separate expense claim form for reimbursement. An individual can not be reimbursed for alcohol purchases.
## 28.6 Policy Directives:
- a) This policy shall apply to all members of Council and employees of the Municipality;
- b) A hospitality event is a reception, ceremony, conference, or other event that involves hosting individuals from outside the Municipality. Hospitality may be offered under the following circumstances in accordance with this policy:
- i. Hosting foreign dignitaries, ministers, other municipal units, etc;
4. її. Engaging in official public matters with representatives from other governments, business, industry or labour leaders, or other community leaders;
- ili. Sponsoring or hosting conferences;
- iv. Hosting ceremonies/ recognition events; and
- V. Other official functions, as approved by the CAO, their designate or Council.
- c) Approved expenditures may include:
- i. Meals;
- ii. Gifts;
- iii. Meeting Space;
- iv. Other expenses as approved by the Chief Administrative Officer, their designate or Council.
- d) While the standard for hospitality is 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 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 their designate, or Council.
- i. The Municipality, its employees and members of Council are expected to act responsibly in the use of public funds and in the care and wellbeing of themselves, other employees and their respective guests with respect to the serving of alcohol.
- ii. The Municipality will demonstrate good judgment in the reasonableness of the quantity and expense of alcoholic beverages offered to guests.
- ili. If alcohol is provided at a hospitality event, food must be served.
## 28.7 Reporting Requirements:
- a) The Municipality must prepare a hospitality expense report at the end of each fiscal quarter;
- b) The Municipality must post the quarterly hospitality expense reports on the Municipal website within 90 days of the end of each fiscal quarter; and
- c) The Municipality must prepare an annual summary schedule to be filed with the Minister, which complies with their financial reporting requirements, by September 30th of each year.
| Financial Information Return (FIR) Statement of Hospitality Expenses Schedule | Financial Information Return (FIR) Statement of Hospitality Expenses Schedule | Financial Information Return (FIR) Statement of Hospitality Expenses Schedule |
|---------------------------------------------------------------------------------|---------------------------------------------------------------------------------|---------------------------------------------------------------------------------|
| Hospitality Event | Quarter | Expenses |
| Meals and Beverage Expenses | | |
| Gifts | | |
| Meeting Space | | |
| Other | | |
| Quarter Total | | |
## 28.8 Review Requirements:
- a) Annually, the Municipality's Audit Committee must review the Annual Summary Schedule; and
- b) By January 31st, immediately following a regular election, Council shall review the hospitality policy; either re-adopt or adopt an amended policy.
THIS IS TO CERTIFY that the Council of the Municipality of the District of Shelburne duly passed the policy respecting Hospitality on the 22nd day ofJanuary, 2018.
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Signed this
3rd day of Junvary → 2025
min
WARDEN/
W. Machod
CHIEF ADMINISTRATIVE OFFICER
Approved by Council: January 22, 2018
Effective Date: January 22, 2018
Amended Date: May 27, 2019 (Amended to reflect new legislation requirements)
Amended Date: January 22, 2025 (S. 28.8 Amended to reflect name change of Audit Committee)
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## PART 1: EVENT DETAILS
Purpose of Event: Please check the description that applies.
- [ ] Hosting foreign dignitaries, ministers, other municipal units, etc.
- [ ] Engaging in official public matters with representatives from other governments, business, industry or labour leaders, or other community leaders
- [ ] Sponsoring or hosting conferences
- [ ] - Other official functions, as approved by the CAO, their designate or Council
- [ ] Hosting ceremonies/recognition events
Name of Event:
Date of Event:
Affiliation of Attendees:
Estimated Number of Attendees:
Is alcohol being requested? Yes
- [ ] No C
If Yes, food must be served with alcohol.
Reason for alcohol:
Authorized Signatures:
Director
/Date
CAO/Date
## PART 2: ESTIMATED COSTS
Meals and Beverages
$
Gifts
$
Meeting Space
$
Other (provide details)
$
ESTIMATED TOTAL EVENT COSTS:
$
Details:
Authorized Signatures:
Director
/Date
CAO/Date
## HOSPITALITY EXPENSE AUTHORIZATION FORM
## PART 3: FINAL COSTS
Please attach itemized receipts.
Meals and Beverages
$
Gifts
Meeting Space
$
$
Other (provide details)
$
FINAL TOTAL EVENT COSTS:
Details:\_
Authorized Signatures:
Director
/Date
CAO/Date
*Please refer to the Municipality of Shelburne's Hospitality Policy for full details.