HomeMy WebLinkAbout040 96STATE OF WASHINGTON
County of Jefferson
In the Matter of Establishing a }
Policy Establishing Criteria for the }
Expenditure of Public Funds for }
Eating and Drinking }
RESOLUTION NO. 40-96
WHEREAS, Jefferson County employees are authorized to claim
reimbursement for their necessary expenses, including food and beverages expenses,
in connection with travel on official business, by RCW 42.24.090 and by the Jefferson
County Personnel Policy; and,
tVHEREAS, situations arise where it may be appropriate for food and
beverages to be provided, at public expense, for employees, "quasi-employees," or
volunteers who are on official business regardless of travel status; and,
IVHEREAS, local governments can allow such expenditures if properly
authorized by local policy; and,
NO IV, THEREFORE, BE IT RESO£ VED, by the Board of Jefferson
County Commissioners that expenditures of public funds for food and beverages,
under specific circumstances, and consistent with a clearly defined policy, are
allowed; and,
BE IT FURTHER RESOLVED, that the policy provided for in
Attachment "A" of this document is hereby adopted.
BE IT FURTHER RESOLVED, that no County Elected Official or
Department Head is required to expend public funds for eating and drinking expenses
for events, conferences, meetings, etc. hosted by the County.
BE IT FINALI. YRESOL VED, that all Elected Officials and Department
Heads shall comply with the requirements Attachment "A" when submitting requests
for purchase of food and beverages in situations other than those reimbursable due to
travel on official business.
APPROVED this ~ ~ day o __~ 1996.
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SEAL: ~?~ ,...:.,,~, ~ . ~
TEST:~'~O~./)'~¢._~/.I~~ . . .- ~
Clerk of the Board Glen Hunt~fo~rd,,~c'mCe~
ATTACHMENT "A"
(To Resolution No. 40-96)
Section 1 - Subject
Policy Governing the Expenditure of Public Funds for Food and Beverages by County
Departments for employees and quasi-employees (not on travel status), volunteers, and
citizens.
Section 2 - Purpose
Jefferson County recognizes that situations arise where it may be appropriate for County
Departments to expend public funds on food and/or beverages for employees and quasi-
employees, regardless of travel status, and/or for volunteers and citizens. This policy is to
provide guidance to assure that these purchases are an appropriate way to carry out the
legal or policy objectives of the County and are therefore considered a proper expenditure
of public funds.
Section 3 - Affected Parties
All County departments, including elected or appointed department heads, employees,
quasi-employees (i.e. Election workers, Jurors, Board of Equalization members -- persons
who receive some form of remuneration from the County for the service they perform),
advisory boards, commissions, volunteers and the general public.
Section 4- References
1)
2)
3)
RCW 42.24.090
Attorney General's Memorandum dated May 14, 1987 (Subject Eating and Drinking
at public expense.)
Jefferson County Personnel Policy and Travel Policy, adopted by Resolution No.
133-92 and Resolution 20-93.
Page 1
Attachment A -- Re~olution No. 40-96
Policy Governin~ the Exloenditure of Public Funds For Food and Beverages
Section 5 - Definitions
Advantageous: Direct non-financial, work related benefits accruing to the County.
]lm~ag~ All non-alcoholic beverages including coffee (all forms), tea, soft drinks, juices,
bottled water, milk, etc.
Employee: Employee means an officer, employee or servant of the public entity (Jefferson
County), who has been elected or appointed, but does not include an independent contractor.
Employees traveling on official business: All full time and part time County employees,
and quasi-employees, who are on travel status. (See provisions of the Jefferson County
Travel Policy).
Hosting Event: Includes those activities that are intended either to lobby a legislator or
governmental officials, non-employees for trade promotion purposes, or are to be a social
rather than governmental business event.
Integral Part of the Meeting:
the meeting.
A meeting activity that is essential to the completeness of
Light Refreshments (Snack): A light ret~eshment is an edible item that may be served
between meals (e.g., muffins, coffee cake, donuts, pretzels, vegetables, cheese or fruit
pieces, chips, ice cream, cake)
Major Event: Those ceremony and celebration activities such as: dedication of a new or
remodeled County facility, park, playground, etc. or a celebration commemorating the
anniversary of the County or the completion of the County Courthouse.
Meal: Any food served in a manner and at a time that would indicate to the person served
that it was to serve as that meal (e.g., buffet of sliced meats, cheeses and bread with
condiments for sandwich making served at lunch or dinner time; pizza served with a
beverage at lunch or dinner time)
VOl_ ~ ~r;:91~ Page2
Attachment A -- Reaolution No. 40-96
Polie~ Governin~ the Exl0enditure of Public Funds For Food and Beverages
Normal Daily Business: Duties of an employee or official of the County as required by
the job description, RCW, Ordinance, or resolution.
Official County_ Business: Those activities performed by an official, employee or quasi-
employee of the County, or authorized volunteer as directed by the County through his/her
supervisor in order to accomplish County programs or as required by the duties of his/her
position or office.
Official Work Station: The city, town, community or other location where the employee's
office is located or their work is performed on a permanent basis. For the purposes of this
policy, facilities which house County employees in eastem Jefferson County (i.e. City of
Port Townsend -- Courthouse, Permit Center, Federal Building, Port Townsend
Community Center; Memorial Field, the Animal Shelter, the Landfill; Port Hadlock --
Sheriff's Office, Road Shop, Cooperative Extension Office, the Drop Box site; and
Quilcene -- Road Shop, the Drop Box site) are considered to be the same official work
station.
Quasi-employees: Persons working for or under the direction of a County depamnent on
an advisory board, committee, jury, election, project or event, who are eligible to receive
some form of remuneration from the County for that service (i.e. per diem for their
presence, travel reimbursement, mileage, etc.)
Three Hour Rule: Employees are on travel status when they are on official County
business and the number of travel hours before and/or after the employee's regular
scheduled working hours of any one day, total three or more (WAC 82.28.040.)
Travel Status: The official status of an employee when the employee is away from both
their official residence and their official work station (exclusive of commuting between the
employee's official work station and official residence) on County related business.
Volunteer~; Non-employees who are working under the direction and guidance of a
County employee, an Elected Official, Department Head, or Division Manager on a
specific County project or event, who receive no remuneration for their services.
Page 3
Attachment A -- Resolution No. 40-96
Polic~ Govemin~ the Ex~oenditure of Public Funds For Food and Beverages
Section 6 - Policies
1) County employees and quasi-employees who are on travel status will be reimbursed
for their subsistence expenses (meals and lodging) as provided in the Jefferson
County Travel Policy,
2)
In compliance with the Jefferson Count, Alcohol and Drug Free Workplace Policy,
the purchase of alcoholic beverages is not an appropriate expenditure of public
funds, under any circumstances or conditions.
3)
Expenditure of public funds for food and beverages for volunteer groups working
directly for a Department on a County project or event are authorized subject to the
provisions established.
4)
Meals, beverages, and light refreshments at meetings and training sessions are an
allowable expenditure of public funds only as provided for in this policy.
MEALS WITH MEETINGS
1) A Department Head, Elected Official, Division Manager, or Office Supervisor may
authorize reimbursement for the allowable cost of meals for employees of Jefferson
County at meetings and training sessions when the meetings or training sessions are
away from the employee's Official Work Station (see Definitions, Section 5)
regardless of travel status and without regard to the Three Hour Rule (See Jefferson
Count. Travel Policy). Reimbursement for allowable costs for meals for quasi
employees and/or volunteers may be made without regard to Official Work Station.
This authority is intended for use when the County requires an employee to attend a
meeting, conference, convention or training session where meals are served when:
a) The purpose of the meeting is to conduct official County business or to
provide training to County employees and Officials; and,
b) The meals are an integral part of the meeting, conference, convention, or
training session; and
Attachment A -- Re~olution No. 40-96
Polic~ Governing; the Expenditure of Public Funds For Food and Beverages
c)
The Elected Official, Department Head, or Office Supervisor, approves
payment for the meals in advance of the meeting, convention, conference, or
training session because it is advantageous to the County.
2)
Approvals for meals with meetings as described above are to be in writing. One
time approvals for recurring meetings can be made at the time of the initial request.
Approvals for recurring meetings will be maintained by the Department. Approvals
for single meetings are to be filed with the appropriate expense reimbursement form
or voucher.
3)
Expenditures for meals for anniversaries of Departments, Boards or Commissions,
individual employment anniversaries, receptions for new, existing, and/or retiring
employees or officials, election celebrations, hosting events, etc. are PROHIBITED
trader these regulations.
4)
All expenditures for meals must be made within the budget limitations of the
Department requesting the meal(s).
BEVERAGES AND LIGHT REFRESHMENTS (SNACKS)
1) The serving of beverages and/or light refreshments at County sponsored meetings,
conferences, conventions or training sessions, when the meetings or training
sessions are away from an employee's Official Work Station (see Defmitions,
Section 5), are authorized subject to the provisions of this policy, regardless of
travel status and without regard to the Three Hour Rule (See de~fferson Count.
Travel Policy). Reimbursement for allowable costs for beverages and light
refreshments for quasi employees and/or volunteers may be made without regard to
work station. No Department is required to provide beverages and/or light
refreshments.
This authority is NOT intended for use with the normal daily business of
employees or officials, but rather for special situations or occasions, as
determined by the Elected Official, Department Head, Division Manager, or
Office Supervisor, where:
^tt~chment ^ -- Resolution No. 40-96
Polic~, Governin~ the Expenditure of Public Funds For Food and Beverages
b)
c)
The purpose of the meeting, conference, convention or training session
is to conduct official County business or to provide formal training to
County employees and Officials and is advantageous to the County;
and,
The beverages and/or light refreshments are an integral part of the
meeting, conference, convention, or training session; and
The Department obtains a receipt for the actual costs of the beverages
and/or light refreshments.
2)
Requests for purchase of beverages and/or light refreshments are to be submitted in
writing (See attached Food and Beverage Purchase Request Form,) and approved
by the Board of County Commissioners BEFORE the purchase is made. The
following information MUST be provided in the justification for the expenditure:
a)
b)
c)
d)
Name of department/organization/persons attending meeting.
The public purpose and/or accomplishments for the meeting.
The type of food and/or beverage to be served.
The total estimated cost of the food and/or beverage.
3)
Expenditures for beverage and/or light refreshments for anniversaries of
Departments, Boards or Commissions, individual employment anniversaries,
receptions for new, existing, and/or retiring employees or officials, election
celebrations, hosting events, etc. are PROHIBITED under these regulations.
4)
Half of the per diem rate for the main meal preceding the offering of beverage/light
refreshments as set forth in the Jefferson County Travel Policy shall be used as a
guide for determining a reasonable, allowable, expenditure.
5)
All expenditures for beverages and light refreshments (snacks) must be made within
the budget limitations of the Department requesting them.
CEREMONIES AND CELEBRATIONS
1) Expenditures for beverages (non-alcoholic only), and/or light refreshments are an
allowable expenditure of public fimds when the public is invited to a major event
such as:
· Dedication of a new or remodeled County facility, park, playground, etc.
Page 6
Attachment A -- Re~olution No. 40-96
Polie}~ Governin} the Exl~enditure of Public Funds For Food and Beverages
Commemoration celebration for the anniversary of the formation of the
County.
Commemoration celebration for the anniversary of the completion of the
County Courthouse.
Other -- Explain, in detail, the public benefit of this activity.
2)
Requests for purchase of beverages and/or light ret~eshments for such an event are
to be submitted in writing (See attached Food and Beverage Purchase Request
Form,) and approved by the Board of County Commissioners BEFORE the
purchase is made. The following information MUST be provided in the justification
for the expenditure:
a) Who will consume this food and drink? Estimate of number of public
b)
c)
d)
employees? the general public? Federal, State and County Officials?
The public purpose of the event.
The type of food and/or beverages to be served.
The total estimated cost of the food and/or beverage.
3)
Receipts for the actual costs of the beverages and/or light refreshments are
submitted for payment to the appropriate Department Head/Elected Official.
4)
The serving of beverages and/or light refreshments at a County commemoration or
dedication is authorized, however, it is not required.
5)
Half of the per diem rate for the main meal preceding the offering of beverage/light
refreshments, as set forth in the Jefferson Count. Travel Policy shall be used as a
guide for determining a reasonable, allowable, expenditure.
6)
All expenditures for food and beverages at ceremonies and celebrations must be made
within the budget limitations of the Department requesting them.
Purpose: (Description of meeting, training, seminar, public purpose of the ceremony or celebration etc. where
food/beverage will be served).
County Department:
Location of Event
Employee(s) Attending:
Type of food/beverage to be served:
Estimated total cost of food and beverage:
(Expenditure Guide -- Half of the previous main meal Per Diem rate~ Breakfast $3.50/person; Lunch $4.00 per person.)
Who will provide the food of beverage?
(i.e. Safeway, Name of other Caterer, Department employees.)
~9
WIIO IS tO consume tills lOOCl ann oeverage:
General Public Employees County/ County Quasi Employees
Public (not on Travel State/ or Volunteers working on
Enter Amounts in Colunms that apply Status) Federal Officials County Program and/or Service
Estimated total number of
people
Why is food and beverage to be offered?
REMINDER - Exp~ndt~r~ for food ~nd bevera;~ for anniv~, of Departments or inaMauat ~mptoymont;
The purpose of the meeting is to conduct official County business or to provide training to
County employees and Officials.
The meals are an integral part of the meeting, conference, convention, or training session.
This is a recurring meeting? (If recurring this form only needs to be approved 1 time.)
APPROVED this day of ,1996
JEFFERSON COUNTY BOARD OF COMMISSIONERS
Chairman Member Member
22