(a) City funds may be utilized to offer hospitality consisting of food and non-alcoholic beverages as part of an employee's official duties and functions only under the following circumstances or occasions:
(1) To provide coffee, tea and hot chocolate on a daily basis for employees and invited visitors to City facilities with related accouterments, including cream and milk, powdered cream, sugar and artificial sweeteners, stirrers, cups and napkins.
(2) When an employee is conducting City business with persons or guests who are not employed by the City, such as representatives from other government agencies, private industry, or public interest groups.
(3) When the City sponsors conferences, seminars or training sessions that continue through meal times; provided that for such occasions the following information must be submitted to the Director of Finance:
A. Copy of the meeting agenda.
B. Length of meeting.
C. List of attendees.
D. Statement from a City Department Director certifying that food and non-alcoholic beverages furnished to employees and/or guests are an integral part of the meeting and why.
(4) When the City hosts employee recognition events, special events, or when other special circumstances arise as determined or designated by the Mayor.
(b) Such purchases of food and non-alcoholic beverages shall only be provided in relation to and during the normal course of City business and/or in conjunction with City functions, all as specified above; must be within approved City budgets; and in the case of subsections (a)(2), (3) and (4) they must be approved in advance and in writing by the Mayor and/or Director of Finance.