Policy 015: BOD Discretionary Spending
POLICY STATEMENT:
It is the policy of the LGMA to provide for the exchange of gifts with local government fraternal organizations in conjunction with visitations and attendance at the Annual Conference of the respective organizations.
The LGMA also recognizes the need for the President and Senior Staff of the Association to make expenditures for business entertainment purposes during the course of regular business activities.
POLICY BACKGROUND:
There have been several occasions in past years where the Board of Directors have exchanged gifts with visiting representatives of other local government organizations, who have been invited to participate in our Annual Conference.
Similarly, representatives of the LGMA, while attending out of Province meetings and Conference, have exchanged gifts with hosting organizations.
On all such occasions, the decision, on the nature of the gift and the value have been made as ad hoc decision of the Board.
POLICY GOAL:
It is the goal of this policy to provide guidance and direction to the members of the Board of Directors on Discretionary Expenditures, which may be required from time to time by the Association; and for expenditure of funds as Regular Business expenses by the President and Senior Staff of the LGMA.
POLICY OBJECTIVES:
- To allow the Board of Directors to recognize fraternal organizations in an appropriate and responsible manner.
- To eliminate the need for individual and ad hoc decisions and provide funding in the Annual Budget of the LGMA for the purposes of Discretionary Expenditures and Business Expenses.
- To instruct the Treasurer and the Executive Director to provide funding within the Annual Budget for Discretionary Expenditures and for the Business Expenses of the Executive and Senior Staff of LGMA.
- Following the approval of the Annual Budget, the President, Secretary-Treasurer and the Executive Director are authorized to expend or authorize the expenditure of funds for Business Entertainment, Special Gifts and other extraordinary expenditures in accordance with this Policy and the approved budget, subject to the following conditions:
- Expenditures shall not exceed the sum of $200.00 for each occurrence. Expenditures exceeding this level shall be subject to the Approval of the Board of Directors.
- Gifts to be exchanged with other fraternal local government organizations, in recognition of a special occasion or for exchange of gifts at Annual Conference of the Association, shall not exceed the sum of $50.00, without the Prior Approval of the Board of Directors.