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12 | Page <br />approval by the City Council and also include City expenditures for participation fees, donated <br />gifts, door prizes, etc. <br />Documentation <br />All expenses allowed above must be fully documented. The expected documentation will include <br />date and time of the event, business reason for the event (agenda from a meeting is sufficient), <br />staff and non-city representatives in attendance, and a receipt for the actual purchase. Supervisor <br />approval and written documentation is required for use of City assets. <br />Any expenditure for meals or refreshments that exceeds $250 for one event must have prior, <br />written authorization by the Department Head, before the purchase is made. Any expenditure for <br />meals or refreshments that exceeds $500 for one event must have prior, written authorization by <br />the City Manager, before the purchase is made. Failure to obtain the necessary authorization may <br />result in denial of the claim. <br />Special Requests <br />From time to time, there may be an event that is a proper public expenditure, but that is not <br />contemplated by the policy above. Departments may submit to the City Manager, or the City <br />Manager’s designee, a request for such a public expenditure in writing. This request must show <br />how the expenditure is related to a public purpose as stated in the Purpose section above. Only <br />expenditures that meet all of the findings in the Purpose section above may be approved. <br />Periodic Review <br />This Public Purpose Policy shall be reviewed at least once every year by the City Council.