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POLICY WEST HANTS REGIONAL MUNICIPALITY
RCOFN-001.00
HOSPITALITY POLICY
West Hants Regional Municipality
Page 1 of 5
Hospitality Policy, RCOFN-001.00
1. PURPOSE
The West Hants Regional Municipality recognizes that hospitality-related
activities are, at times, necessary and legitimate expenses supporting the
effective conduct of Municipal business and necessary for diplomacy, protocol,
business development, or promotional advocacy. The offering of hospitality will
be done in such a manner as to reflect the prudent stewardship of public funds.
The purpose of this Policy is to:
-
Provide direction and guidance to councillors and employees with respect
to the appropriate expensing of necessary hospitality expenses that
support the Municipality's objectives.
-
Ensure hospitality is offered in an accountable, economic, and consistent
manner in the facilitation of Municipal business and/or for diplomacy,
protocol, business development, or promotional advocacy.
-
Ensure taxpayers' dollars are used prudently and responsibly with a focus
on accountability and transparency.
2. DEFINITIONS
For the purposes of this Policy, the following definitions are provided:
a. "Audit Committee" refers to a committee of Council, which is responsible
for assisting Council in meeting its oversight responsibilities by ensuring
the adequacy and effectiveness of financial reporting, risk management,
and internal controls.
b. "CAO" refers to the Chief Administrative Officer of the Municipality.
c. "Council" refers to the Council of the Municipality.
d. "Councillor" refers to a Council member and includes the Mayor and
Deputy Mayor unless the context indicates otherwise.
e. "Designate" refers to an individual acting in someone's stead.
f. "Employee" refers to any person directly employed by the Municipality.
g. "Hospitality" refers to expenses incurred with hosting individuals from
outside of the corporation of the West Hants Regional Municipality, for
reasons outlined above, including receptions, ceremonies, conferences,
performances, or other group events. Allowable expense may include
meals, beverages (non-alcoholic), or other approved items. Note: 'outside'
POLICY WEST HANTS REGIONAL MUNICIPALITY
RCOFN-001.00
HOSPITALITY POLICY
West Hants Regional Municipality
Page 2 of 5
Hospitality Policy, RCOFN-001.00
of the corporation means the corporate entity and is not a reference to
geographic boundaries.
h. "MGA" refers to the Municipal Government Act.
i. "Municipality" refers to the West Hants Regional Municipality.
3. APPLICATION
This Policy applies to all councillors and employees of the Municipality who incur
hospitality expenses while conducting Municipal business.
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
-
Other authorized official functions, as approved by Council or the CAO.
All hospitality events require the Hospitality Request Form be submitted to the
CAO for prior authorization. The request form will include the following details:
-
Rationale/purpose of the event,
-
Estimated numbers of attendees and their respective affiliations, and
-
Estimated itemized costs including gratuities and supplementary
expenses.
In accordance with the MGA, hospitality expenditures include anything
pertaining to a Hospitality Event, including:
-
Meals
-
Beverages
-
Room Rental
-
Professional Serving Staff
-
Gifts
POLICY WEST HANTS REGIONAL MUNICIPALITY
RCOFN-001.00
HOSPITALITY POLICY
West Hants Regional Municipality
Page 3 of 5
Hospitality Policy, RCOFN-001.00
The giving of token gifts to individuals outside of the Municipality (value not to
exceed $40.00) is sometimes appropriate. Any giving of gifts must have prior
approval, using the Hospitality Request Form.
The MGA deems the provision of alcohol in the context of hospitality for
reasons of diplomacy, protocol, business development or promotional advocacy
acceptable in limited circumstances. The guidelines below will be followed for
alcohol provision:
-
Alcohol served at hospitality events will not be paid for or
reimbursed by the Municipality but may be offered to individual
attendees for purchase.
-
Any request for approval to serve alcohol at a hospitality event must
be approved in advance of the event.
-
Hospitality events involving alcohol must:
o
Be appropriately licensed,
o
Be staffed with servers,
o
Have drink limits in place,
o
Serve food,
o
Have alternative transportation available (public transit,
designated drivers, taxi, etc.).
-
All employees and councillors will act responsibly in the care and well-
being of themselves, other employees, and their respective guests
with respect to service of alcohol.
In accordance with the MGA, the Municipality will prepare a hospitality expense
report within 90 days of the end of each fiscal quarter. This report will be
posted on the Municipal website for public viewing. A yearly report will be
submitted to the Department of Municipal Affairs and Housing.
To ensure timely reporting:
-
All Hospitality Request Forms, with final costs added and copies of
invoices and/or receipts must be submitted to the CAO within one (1)
month of the event.
-
Original hospitality expense receipts must be submitted to the
Accounts Payable Coordinator within one (1) month of the event for
payment or reimbursement.
4. ACCOUNTABILITIES
Mayor is responsible for:
-
Reviewing hospitality-related expenses for the CAO and approving these
hospitality events.
POLICY WEST HANTS REGIONAL MUNICIPALITY
RCOFN-001.00
HOSPITALITY POLICY
West Hants Regional Municipality
Page 4 of 5
Hospitality Policy, RCOFN-001.00
Audit Committee is responsible for:
-
Ensuring compliance with the requirements established by this Policy with
respect to hospitality expenses.
CAO is responsible for:
-
Using discretion to make decisions and choices with some degree of
flexibility, while maintaining compliance and consistent application of this
Policy. When a situation arises, and discretion needs to be exercised, the
CAO should consider whether the request is:
o
Able to stand up to scrutiny by auditors and members of the public,
o
Properly explained and documented,
o
Fair and equitable,
o
Reasonable, and
o
Appropriate.
Employees are responsible for:
-
Acting in accordance with this Policy.
-
Submitting completed hospitality request forms before and after the event
to the CAO, as outlined in Section 3 of this Policy.
-
Submitting original hospitality expense receipts to the Accounts Payable
Coordinator for payment.
The Financial Services Department is responsible for:
-
Providing advice and assistance to the CAO regarding the application of
this Policy.
-
Monitoring hospitality expenses for appropriate usage and consistency
with Policy directives.
-
Processing hospitality-related expenses.
-
Monitoring the effectiveness and consistent application of this Policy
including coordinating periodic reviews of hospitality expenses to ensure
compliance with this policy.
-
Preparing quarterly and yearly reporting requirements.
POLICY WEST HANTS REGIONAL MUNICIPALITY
RCOFN-001.00
HOSPITALITY POLICY
West Hants Regional Municipality
Page 5 of 5
Hospitality Policy, RCOFN-001.00
5. REVIEW
In accordance with MGA, Section 23(7) by the January 31st immediately
following a regular election held under the Municipal Elections Act, Council will
review the Hospitality Policy and, following a motion by Council, either re-adopt
the Policy or amend the Policy and adopt as amended.
6. REPEAL
The Hospitality Policy, COFN-008.00, dated December 11, 2018 of the former
Municipality of the District of West Hants and the Hospitality Policy and Request
Form dated June 25, 2019 of the former Town of Windsor are hereby repealed.
I, Rhonda Brown, Municipal Clerk of the West Hants Regional Municipality,
the Province of Nova Scotia, do hereby certify that this is a true copy of
the Policy as adopted by the Council of the West Hants Regional
Municipality at a meeting duly called and held on the 26th day of May,
2020.
_______________________________________________________________________________________________________
R.N. Brown
Municipal Clerk
Adoption
Notice to Council:
May 12, 2020
Approval:
May 26, 2020
Description: Initial approval of Hospitality Policy, RCOFN-001.00.
WEST HANTS REGIONAL MUNICIPALITY
HOSPITALITY REQUEST FORM
Page 1 of 2
Purpose for hospitality:
Estimated number
of attendees:
Actual number
of attendees:
Affiliations of attendees:
Itemized costs including gratuities and supplementary expenses:
Examples: Meals, Beverages (non-alcoholic), room rentals, serving staff, gifts
Item
Estimated Cost
(pre-event)
Actual Cost
(post event)
TOTAL
WEST HANTS REGIONAL MUNICIPALITY
HOSPITALITY REQUEST FORM
Page 2 of 2
Alcoholic Beverage Approval
* Please note, that even once approved, Alcoholic beverages are not reimbursed,
however the expense of professional serving staff is reimbursed.
Purpose for needing Alcoholic Beverages:
Checklist for Approval:
Appropriate License Obtained
Professional Serving Staff
Appropriate Drink Limits
Event will include Food Service
Alternative Transportation Provided
Claimant Name
Claimant Signature
Date:
Hospitality Pre-
Authorization
Date:
Reimbursement
Approval
Date:
*Attach receipt copies to this completed form for hospitality approval.