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MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Hospitality Policy
H-068-17
Effective Date:
January 22, 2025
Hospitality Policy H-068-17 Page 1
Part 1 Purpose
The Municipality of Yarmouth 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, recognition, business development or promotional
advocacy. The offering of hospitality will be done in such a manner so as to reflect the prudent
stewardship of public funds.
Part 2 Hospitality
2.1
"Hospitality" means expenses incurred while hosting individuals from outside of
municipal government and for municipal recognition purposes including
receptions, ceremonies, conferences, business meetings, performances, or other
group events. Allowable expenses may include meals, beverages or other
approved items.
Part 3 Policy Objective
3.1
To provide direction and guidance to Council and Chief Administrative Officer
(CAO) with respect to the appropriate expensing of necessary hospitality
expenses that support government's objectives.
3.2
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, recognition, business development or promotional
advocacy.
3.3
To ensure taxpayers' dollars are used prudently and responsibly with a focus on
accountability and transparency.
Part 4 Application
4.1
This policy applies to Councillors and employees who incur approved hospitality
expenses while conducting government business.
Part 5 Policy Directives
5.1
Hospitality may be offered under the following circumstances:
5.1.1 hosting dignitaries;
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Hospitality Policy
H-068-17
Effective Date:
January 22, 2025
Hospitality Policy H-068-17 Page 2
5.1.2 engaging in official public matters with representatives from other
governments, business, industry/labour leaders, or other community
leaders;
5.1.3 sponsoring conferences;
5.1.4 hosting prestigious ceremonies/recognition events; or
5.1.5 other official functions, as approved by the Council or the CAO.
Part 6 Authorization
6.1
All hospitality events require prior authorization. Council shall review, and may
approve, requests from individual Councillors, the Warden and CAO. The CAO
shall review, and may approve, requests from staff. The "Request and Approval
to Incur Hospitality Event Expenses" Form (Appendix A) must be submitted to the
CAO's office, for approval in the case of staff, for adding to Council agenda in the
case of Councillors.
6.2
Information contained on this form includes but is not limited to:
6.2.1 rationale/purpose of the event;
6.2.2 estimated numbers of attendees and their respective affiliations; and
6.2.3 estimated itemized costs including gratuities and supplementation
expense where possible.
Part 7 Business Meetings
7.1
Under this policy, the Warden and CAO will have the authority to expense
business expenses in a municipally beneficial prudent manner. From time to
time Department Heads, Deputy Warden or other Councillors may also be
approved by the CAO or Council. The claim for reimbursement or payment must
be accompanied by itemized receipts.
Part 8 Serving of Alcohol Products
8.1
While the standard for hospitality is the provision of non-alcoholic beverages, the
provision of alcoholic beverages only in the context of hospitality for reasons of
diplomacy, protocol, recognition, business development or promotional advocacy
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Hospitality Policy
H-068-17
Effective Date:
January 22, 2025
Hospitality Policy H-068-17 Page 3
is deemed an acceptable expense in limited circumstances. Any request for
approval to serve alcohol at a hospitality event or business meeting must have
approval by Council or CAO. Employees 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.
Authorized officials will demonstrate good judgment in the reasonableness of the
quantity and expense of alcoholic beverages offered to guests, and food must be
served. Preferences will be given to alcoholic beverages produced in the
Municipality of Yarmouth and/or Nova Scotia.
8.2
When a situation arises and discretion needs to be exercised, the CAO or
designate should consider whether the request is:
8.2.1 Able to stand up to scrutiny by auditors and members of the public;
8.2.2 properly explained and documented,
8.2.3 fair and equitable,
8.2.4 reasonable, and
8.2.5 appropriate.
Part 9 Policy Review
9.1
No later than January 31st following an election year, Council shall formally
review this policy by way of motion, to ensure that the contents of the policy are
in accordance with provincial legislation and best practices.
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Hospitality Policy
H-068-17
Effective Date:
January 22, 2025
Hospitality Policy H-068-17 Page 4
Chief Administrative Officer's Annotation for Official Policy Book
Date of Notice to Council members of Intent to Consider (7
days Min)
January 14, 2025
Date of Passage of current Policy
January 22, 2025
I certify that this Hospitality Policy H-068-17 was adopted by Council as indicated
above.
___________________________________
January 22, 2025
Chief Administrative Officer
Date
Date last reviewed by Council: January 22, 2025
Date last amended: January 13, 2022
Amendment Log
Date
Amendment Description
January 13, 2022
Part 6 updated to reflect that request from Council is reviewed for approval by
the Warden and request from staff is reviewed for approval by the CAO.
January 22, 2025
No amendments.
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Hospitality Policy
H-068-17
Effective Date:
January 22, 2025
Hospitality Policy H-068-17 Page 5
Appendix "A"
Request and Approval to Incur Hospitality Expenses
All hospitality-related expenses require prior authorization whenever possible. All hospitality
expenses incurred must be supported by itemized receipts. Refer to the Hospitality Policy for
further information.
Event description
Employee/Councillor requesting expense
Type of event
Location
Date of event
Purpose of event
Estimated Hospitality Expense Details
Estimated number of attendees
Meals and non-alcoholic beverages
(including gratuities)
Alcoholic beverages
Meeting space
Gift costs
Other expenses (provide details)
________________________________
Employee/Councilor signature
__________________________________
Date
__________________________________
Approved By
__________________________________
Date