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 AND RELATED SUPPLIES                 FOR EMPLOYEES.

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 with the 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:
PROCEDURES:
            a)    meals covered by Council Policy 1-1 (Travel);
            b)    coffee, 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;
            c)    coffee and related supplies for official meetings of the City Council;
            d)    drinks, refreshments that are related to programs that:
                1) the City officially sponsors (i.e. "Leadership Lawton")
                2) to support and promote grant programs, and which are paid for from grant funds
            e)    refreshments for meetings conducted by the Mayor as the official representative of the City;
            f)    the cost of in-town luncheon expenses for City representatives (luncheons at Fort-Sill,                     Chamber of Commerce, etc.);
            g)    any 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 Financial                 Services Division.

            Unauthorized purchases:

            a)    coffee, refreshments or related supplies normaly daily business of employees;
            b)    coffee, snacks, and refreshments for departmental or division meetings;
            c)    any alcoholic beverage of any kind (including beer);
            d)    any purchase not included in the foregoing "authorized purchase" section.

REFERENCES:    Council Policy 1-1.

RECISSION:        This policy will remain in effect until rescinded.



_______________________________
BILL BAKER
CITY MANAGER


(1-8, Added, 05/14/2001)