412 CUSTOMER RELATIONS POLICY
CITY OF YELM
RESOLUTION NO. 412
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF YELM,
WASHINGTON ADOPTING THE CITY OF YELM MEETING AND
CUSTOMER RELATION EXPENSES POLICY.
WHEREAS, the City Council of the City of Yelm, Washington recognizes the need
to supply coffee and/or tea to the public during working hours as well as during late
evening meetings as a benefit of contribution to public process and for employees as a
benefit of employment; and
WHEREAS, there is a need to hold certain City meetings during normal meal
times; and
WHEREAS, the City sponsors a limited number of special events or programs
where the general public is invited and where serving light refreshments would be
appropriate; and
WHEREAS, the City may sponsor a limited number of special events or programs
where the general public is invited and where serving light refreshments would be
appropriate; and
WHEREAS, this proposed Meeting and Customer Relation Expense Policy would
allow payment of the necessary expenses for providing refreshments when approved by
the City Administrator or authorized designee.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City ofYelm,
Washi~gton adopts the City of Yelm Meeting and Customer Relation Expenses Policy.
ADOP'rED'A~D ~~VED by the Yelm City Council on this 11th day of July 2001.
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Ada n Rivas, Mayor
Attest:
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Agn~ P. Bennick, City Clerk
resol/2001/412 refreshment
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CHAPTER 20
MEETING AND CUSTOMER RELATION EXPENSES POLICY
20.10.010 POLICY PURPOSE
To establish a policy for providing coffee and light refreshments or meals,
which shall in no event include alcoholic beverages, at City government
conducted meetings and formal training sessions.
20.1 0.020 AUTHORIZATION
Approval for serving coffee and light refreshments or meals must be
specifically approved by the City Administrator or his/her authorized
designee.
All legally authorized boards and commissions may provide coffee and/or
light refreshments at their official public meetings, including executive
sessions.
The City is not required to provide coffee and/or light refreshments at
meetings.
City of Yelm Resolution No. 412, approved on July 11, 2001.
20.10.030 DEFINITIONS
A. COFFEE - Coffee encompasses any non-alcoholic beverage,
such as tea, soft drinks, juice, or milk.
B. LIGHT REFRESHMENT - An edible item that may be served
between meals, for example doughnuts, muffins, bagels, sweet
rolls, and pieces of fruit or cheese.
C. MEALS - edible items that are usually served at a like and
appropriate time of day matching the scheduled meeting time, for
example soup, sandwiches, salads, and pizza.
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D.
OFFICIAL CITY BUSINESS - Activities performed or authorized
by a City official or employee in order to accomplish City
programs or as required by the duties of his/her position or office.
20.10.040 PROCEDURES
A. The City Administrator or his/her authorized designee may
approve the serving of coffee and light refreshments in the
conduct of official City business at certain City-sponsored
meetings. 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 City Administrator or
authorized designee, where:
The purpose of the meeting is to conduct City business, provide
formal training sessions that benefit the City, or recognize City or
employee accomplishments, and
The meeting involves elective or appointive officials, City
employees, or others the City is legally authorized to reimburse,
and
The coffee and/or light refreshments are an integral part of the
meeting, and
The City obtains a receipt for the actual costs of the coffee and/or
light refreshments, and
The staff person responsible for the meeting receives approval for
the serving of coffee and lor light refreshments prior to the event.
B. The City Administrator or his/her authorized designee may
approve the serving of meals in the conduct of official City
business at certain City-sponsored meetings. 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 City Administrator or his/her authorized
designee, where:
The purpose of the meeting is to conduct City business, provide
formal training sessions that benefit the City, and
Meetings are scheduled at normal meal times so that City officials
and employees will be precluded from having meals on their own
time, and
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YE~~w._ City of Yelm
The meeting involves elective or appointive officials, City
employees, or others the agency is legally authorized to
reimburse, and
The meal is an integral part of the meeting, and
The City obtains a receipt for the actual costs of the meal, and
The staff person responsible for the meeting receives City
approval for the serving of the meal prior to the event
General Policies Section 2
Chapter 20
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