Resolution 04-004 Adopting Meeting & Customer Relation Policy •
CITY OF SPOKANE VALLEY
SPOKANE COUNTY, WASHINGTON
RESOLUTION NO. 04-004
A RESOLUTION OF THE.CITY COUNCIL OF THE CITY OF SPOKANE VALLEY,
WASHINGTON ADOPTING THE CITY OF SPOKANE VALLEY MEETING AND
CUSTOMER RELATION POLICY.
WHEREAS, the City Council of the City of Spokane Valley, Washington recognizes the need to
supply coffee, refreshments and occasional meals to the public, staff and elected officials during working
hours as well as during evening meetings as a contribution to the public process and for employees and
council members as a benefit of employment; and
WHEREAS, there is a need to hold certain City meetings during normal meal times;and
WHEREAS, the City sponsors a number of special events or programs where serving
refreshments would be appropriate; and
WHEREAS, this proposed Meeting and Customer Relation Policy would allow payment of the
necessary expenses for providing refreshments when approved by the City Manager or authorized
designee.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Spokane Valley,
Washington adopts the City of Spokane Valley Meeting and Customer Relation Policy attached hereto as
Exhibit 1.
ADOPTED this 246 day of February 2004.
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Mike DeVleming, Mayor
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Christine Bainbridge, City Clerk
Resolution 04-004 Refreshment Policy
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EXHIBIT 1
MEETING AND CUSTOMER RELATION POLICY
The purpose of this policy is to authorize the provision of coffee and light refreshments or meals
at City government sponsored meetings, social gatherings and training sessions
Approval for serving coffee and light refreshments or meals must be specifically approved by the
City Manager or his/her authorized designee.
All legally authorized boards and commissions may provide coffee, meals and/or light
refreshments at their official public meetings, including executive sessions.
The City is not required to provide coffee, meals and/or light refreshments at meetings.
DEFINITIONS
A. COFFEE-Coffee encompasses any non-alcoholic beverage, such as tea, water, soft drinks,juice,
or milk.
B. LIGHT REFRESHMENT-An edible item that may be served between meals, including but not
limited to doughnuts, muffins, bagels, sweet rolls, fruits, vegetables, meat or cheese.
C. MEALS-edible items that are usually served at a like and appropriate time of clay matching the
scheduled meeting time, including but not limited to soup, sandwiches, salads, and pizza.
D. OFFICIAL CITY BUSINESS -Activities performed or authorized by a City official or employee
in order to accomplish City programs.
PROCEDURES
I. The City Manager or his/her authorized designee may approve the serving of coffee, meals and
light refreshments in the conduct of City business at certain City-sponsored meetings. This
authority is not intended for use with the normal daily business of employees or officials, but
rather for special situations or occasions, as determined by the City Manager or authorized
designee, where:
2. The purpose of the meeting is to conduct City business, prepare for meetings or provide training
sessions that benefit the City, recognize City or employee accomplishments and/or discuss City
issues, and
3. The meeting involves elective or appointive officials, City employees, or others the City is legally
authorized to reimburse,and
4. The City obtains a receipt for the actual costs of the coffee, meals and/or light refreshments, and
5. The staff person responsible for the meeting receives approval for the serving of coffee, meals
and/or light refreshments, and
6. If a meal is served, the meeting is scheduled at normal meal times so that City officials and
employees are precluded from having meals on their own time.
Resolution 04-004 Refreshment Policy