Section 1 General Administration
Policy 1-8 USE OF CITY FUNDS TO PURCHASE FOOD, BEVERAGES AND RELATED SUPPLIES FOR EMPLOYEES.
DISTRIBUTION: All Departments
DATE: May 14, 2001
SUBJECT: USE OF CITY FUNDS TO PURCHASE FOOD, BEVERAGES
RELATED SUPPLIES FOR
PURPOSE: To establish policies and procedures
for the use of City funds for the purchase
of food, beverages and related
supplies for employees.
BACKGROUND: Circumstances exist when the use of City funds in connection
conducting of official business of
the City is justified. It is recognized that clear
guidelines need to be established defining the types of purchases
that are allowed.
POLICY/ Authorized purchases: The
use of City funds are authorized for the following
types of purchases:
covered by Council Policy 1-1 (Travel);
soft drinks and related supplies (i.e. cups) in conjunction with formal,
organized City- wide
training sessions may be authorized if funds are budgeted for this
purpose and upon prior approval
by the City Manager;
and related supplies for official meetings of the City Council;
refreshments that are related to programs that:
City officially sponsors (i.e. "Leadership Lawton")
support and promote grant programs, and which are paid for from grant funds
for meetings conducted by the Mayor as the official representative of
cost of in-town luncheon expenses for City representatives (luncheons at Fort-Sill, Chamber
of Commerce, etc.);
other expenditure for coffee, refreshments, or related supplies that the City
Manager has issued
prior approval in writing.
Appropriate documentation shall
accompany any purchase requisition submitted to the
refreshments or related supplies normaly daily business of employees;
snacks, and refreshments for departmental or division meetings;
alcoholic beverage of any kind (including beer);
purchase not included in the foregoing "authorized purchase" section.
REFERENCES: Council Policy 1-1.
RECISSION: This policy will remain in effect until
(1-8, Added, 05/14/2001)