9170 Meals and Refreshments

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 during a mealtime for an educational purpose. Any expenditure made for such meals and/or refreshments should be appropriately documented with a receipt, itemized whenever possible, and submitted to the District’s Business Office for the purposes of audit and possible reimbursement.

Examples of authorized categories of expenditures include, but are not limited to refreshments for:

• Staff on Teacher Orientation Day at the beginning of each year and on Staff Recognition Day;


• Staff on a Superintendent’s Conference Day;


• Community/District meetings at which District business is conducted;


• Staff during assessment days when NYS assessments are being graded;


• Receptions for volunteers; 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 are expected to represent the entire Board of Education 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 members will serve as representatives of the Board of Education to express the Board’s appreciation for the efforts of parent/guardian volunteers and other honorees; and


• Retirement dinners for teacher retirees or administrative retirees where the presence of Board members is essential to promote the goals of harmonious labor relations and to express the Board’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 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 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.

PDF