60 of 1979 - A resolution concerning the expenditure of public monies for food, beverages or entertainment and th ROLL CALL
VOTING Aye Ell Salt Lake City,Utah, August 28 ,19 79
Mr.Chairman
Agraz I move that the Resolution be adopted.
FPIN
Emma
Greener am
0 ��767 _
Phillips .
RESOLUTION
Result
Ii CONCERNING THE EXPENDITURE OF
PUBLIC MONIES FOR FOOD, BEVERAGES
OR ENTERTAINMENT AND THE DISBURSE-
MENT FROM PETTY CASH ACCOUNTS
WHEREAS, certain disputes have arisen within City departments
concerning the use of City funds for the purpose of buying entertain-
ment, refreshments and miscellaneous items from petty cash or
contingency funds, by City departments; and
WHEREAS, State and City law prohibits the expenditure of any
funds which are not for a direct authorized public purpose; and
WHEREAS, it is acknowledged that certain expenditures for
refreshments, meals and entertainment may be in the furtherance of
a legitimate public purpose; and
WHEREAS, it is the desire of the City Auditor and the Board of
Salt Lake City Commissioners to outline the appropriate procedure
and criterian for any such approved expenditures;
NOW, THEREFORE, BE IT RESOLVED by the Board of Salt Lake City
Commissioners that:
1. No expenditure of public funds is approved or authorized,
(except as may hereinafter specifically be approved in writing by
the Board of Salt Lake City Commissioners for good cause shown) ,
which would purchase beverages, meals or other refreshments for
staff meetings or other departmental or subdepartmental meetings;
2. There shall be no expenditure of public funds for the
purchase of alcoholic beverages, except those purchases which are
for police undercover or other appropriately-approved police
investigative purposes, or unless prior Commission approval has
been first had and obtained, after good cause shown;
3. It is recognized and acknowledged that on occasion lunches,
meals or other purchases of refreshments may be appropriate and in
furtherance of an important public purpose. In such circumstances,
-2-
a department head may approve the expenditure of public funds
from the treasury through appropriate vouchering processes approved
by the City Auditor or by utilizing the petty cash fund, if one
has been approved by the Commission and the Auditor. All said
expenditures shall be documented and approved under appropriate
procedures established by the Auditor as hereinafter outlined;
provided, however, that it shall be the duty and obligation of the
department-head, approving such expenditures, to verify that they
are for a legitimate public purpose and that a direct benefit will
result to Salt Lake City Corporation. However, merely establishing
"good will" is not a public purpose. Any such expenditure must
contribute or provide for the safety, preserve the health, promote
the prosperity, or improve the morals, peace, order, comfort or
convenience of the inhabitants of the City.
4. It is hereby declared to be the policy of the City that such
expenditures and meetings should be conducted, so far as possible
and practicable, within normal working hours and avoid the
expenditure of public funds for purchasing food, beverages or
entertainment. However, when such expenditures are in the public
interest and for direct public purpose, they may be approved and
shall be reimbursed or paid for by the City with appropriate docu-
mentation and verification is required by the Salt Lake City
Auditor on the form substantially similar to Exhibit "A", attached
hereto and by this reference made a part hereof.
5. Under no circumstances shall any reimbursement, advance or
expense be allowed which exceeds the sum of $25, without prior
written approval, first had and obtained, from the Board of Salt
Lake City Commissioners.
Passed by the Board of Commissioners of Salt Lake City, Utah,
this 28th day of August , 1979
MAYOR
COMMISSIONER \ �OMMI SIiNER / , ,'
IAN:..eel
COMMISSIONER 1 CO :"NER
EXHIBIT "A" Transaction #
Date
I, , hereby certify I have received
Petty Cash Contingency Funds from the , in the
amount of $
Said funds were or shall be expended for the following:
Approval Signature/IBM #
ENTERTAINMENT EXPENSE
Entertained: Relationship to City:
City Business Discussed:
Establishment:
RECAP
Purchased:
Actual $
Meals
Advance
Beverages
Additional
Tax and Tip Returned $
Total: $
Signed
POLICY STATEMENT
No reimbursement, advance or expense shall be allowed for
any purchase which does not contribute to or provide for the
safety, preserve the health, promote the prosperity and improve
the morals, peace, order, comfort and conveninece of the inhabi-
tants of the City. No reimbursement, advance or expense shall
be allowed for food or drink for City employees attending staff
or other City meetings. No reimbursement, advance or expense
shall be allowed in excess of $25.00 for any authorized item or
service, without the written approval of the Board of City
Commissioners.
Iry
REMARKS 60
Resolution No.
By David C. Campbell
Commissioner
Concerning the expenditure of public
monies for food, beverages or enter-
tainment and the disbursement from
petty cash accounts.
Presented to t'hf Road of CtIm oissietler$
AND PASSED
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