9170 Meals and Refreshments

(This policy replaces previously approved Board of Education Policy #8228)

The Board of Education recognizes that from time to time it may be appropriate to provide service of modest meals during a mealtime and/or refreshments at district meetings and/or events that are being held specifically for an educational purpose with parent and/or student involvement. If district meetings and/or events are exclusively for staff, only limited refreshments will be appropriate. Any expenditure made for such meals and/or refreshments must receive prior approval from the Superintendent of Schools, indicating the date, purpose of the meeting/event, and the group in attendance, all of which is to be appropriately documented with a quote, itemized whenever possible (within the federal per diem rates), and an attendance/sign-in sheet, all for submission to the District’s Business Office for the purposes of audit.

If an event charges admission or collects donations where food is served or sold, the cost of the food or the staff involved cannot be covered by general or cafeteria funds. If grant funds are being used, the grant must explicitly approve these expenses.

Examples of authorized categories of expenditures for modest meals and/or refreshments include, but are not limited to:

• Community/District meetings at which District business is conducted and there is parent and/or student attendance; and
• Receptions for parents/students/volunteers; and
• Other events that occur during a mealtime at which District business is conducted and parent/student/volunteer attendance is involved.

Examples of authorized categories of expenditures for limited refreshments only (i.e. coffee/water) include, but are not limited to:

• Staff on Teacher Orientation Day at the beginning of each year; and
• Staff on Superintendent’s Conference Day and professional development days; and
• Staff during assessment days when NYS assessments are being graded; and
• Other meetings that occur during a mealtime at which District business is conducted.

The Board of Education recognizes that each year there may be a limited number of instances where trustees and cabinet members are expected to represent the district at activities of a combined business and social nature.

These include, but are not limited to:

• District-wide events open to the school community, such as an annual PTA Recognition Dinner, where Board and Cabinet members will serve as representatives of the district to express the Board’s and Cabinet’s appreciation for the efforts of parent/guardian volunteers and other honorees; and
• Retirement dinners for retirees where the presence of Board and/or Cabinet members is essential to promote the goals of harmonious labor relations and to express the Board’s and Cabinet’s appreciation for past services by such retirees to the District and its students.

Where participation at these events is deemed by the Board of Education to be in the best interest of the District, the Board shall vote to approve those trustees and cabinet members wishing to attend these functions and receive reimbursements for out-of-pocket expenses (i.e. cost of attending the function) from the District. Requests from trustees and cabinet members to attend these functions and to be considered for reimbursement from the District shall be given to the District Clerk. The District Clerk shall forward the requests to the Superintendent to be placed on the agenda for the next Board of Education meeting. Reimbursement for out-of-pocket expenses shall follow the procedures outlined in the Meals and Reimbursement Regulation – #9170-R.

Approved by the Board of Education: 12/15/05

Revision approved by the Board of Education: 5/15/07

Revision approved by the Board of Education: 2/25/09

Revision approved by the Board of Education: 6/12/25

 

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