Chapter 2.35
PERSONNEL
Sections:
2.35.020 Meals and refreshments at District meetings.
2.35.010 Personnel Manual.
The District has organized all personnel-related policies into one volume, called the “Personnel Policies and Procedures Manual.” This manual is available on the District’s website, or upon request.
2.35.020 Meals and refreshments at District meetings.
(1) Reasonable and Necessary Meals and Refreshments. The District will pay for business meal expenses, when all of the following requirements are met:
(A) The purpose of the session is to conduct official District business or to provide training to District staff or officials; and
(B) The session is an occasion outside the normal daily operations of the District and meals are necessary for the efficient use of staff and/or the Board’s time; and
(C) The amount paid for each individual meal, including tax and gratuity, does not exceed the per diem meal allowance as provided for in the District’s Personnel Policies and Procedures Manual; and
(D) The expense is documented on an itemized receipt or invoice and approved by the appropriate department head or General Manager.
(2) Meal Expenses. Reasonable and necessary expenses incurred by the Board and employees conducting District-related business shall be reimbursed or paid by the District as provided herein:
(A) Meal or meal reimbursement for an employee, who is a member of a labor union and is required to work overtime, will be pursuant to the provisions of the applicable labor agreement.
(B) Recruitment meetings with candidates for District positions.
(C) Meals or refreshments associated with Board of Commissioner meetings and work sessions.
(D) In-house training sessions where an adequate meal break is not included in the schedule.
(E) The District’s annual employee appreciation luncheon.
(F) Management retreats and similar meetings that span a normal meal break period.
(G) Lunch or breakfast meetings, including those with outside vendors or consultants, staff or elected officials from other jurisdictions, scheduled through meal breaks in order to accommodate schedules or other time constraints.
(H) Meals of employees and volunteers working through meal times during an emergency situation.
(I) Reasonable gratuity (15 percent to 18 percent) as part of a reimbursable meal expense.
(3) Light Refreshments. Reasonable and necessary expenses incurred by Commissioners and employees conducting District-related business shall be reimbursed or paid by the District as provided herein:
(A) It is appropriate to provide coffee and tea for business meetings.
(B) For longer group work sessions, refreshments including soda or other drinks and snacks such as or similar to crackers and cheese, fruit, pastries and cookies may be served.
(C) Light refreshments, as described above, and including cake or similar refreshments are appropriate for public events, receptions (including retirement or going-away parties for long-term employees) and other celebrations of the District.
(4) Claims for Reimbursement. Expenses submitted for reimbursement must be submitted on a District-approved claim form and contain a signed certification that includes the following language:
I hereby certify under penalty of perjury that this is a true and correct claim for necessary expenses incurred by me and that no payment has been received by me on account thereof.
(5) Ineligible Expenses. Payment for or reimbursement of any of the following meal- or refreshment-associated expenses is prohibited:
(A) Alcoholic beverages or tobacco.
(B) Regular or routine staff meetings that do not otherwise meet the requirements in this chapter.
(C) Staff lunches which are either social in nature or that could be conducted during normal work hours.
(D) Birthday parties.
(E) Meals paid for by any other organization or included in the cost of event registration. [Amended during 2016 codification; Res. 2587 §§ 1 – 5, 2012].