Commission adopts meal, surplus and strict gift‑card policies with minor amendment

The Unified Government’s chief financial officer presented three administrative policies for approval — a meal and refreshment policy, a surplus‑property disposal policy and a gift‑card policy — and the committee approved all three with a single amendment to the meal policy to explicitly list nonalcoholic beverages.

Shelly Knievin told commissioners the policies fill gaps where the UG had inconsistent practices. The proposed meal and refreshment policy ties allowed reimbursements to federal per‑diem limits and standardizes how retirements and small recognition events are paid. The surplus policy creates a consistent public process for disposing of vehicles, equipment and other assets not real estate, including public auctions, transfer to other UG departments, or recycling as a last resort. The gift‑card policy places limits on when gift‑cards can be purchased with public funds, requires pre‑approval and strict documentation of recipients and is intended to reduce fraud risk.

Committee action Commissioner Townsend moved approval with an amendment to explicitly allow nonalcoholic drinks such as soft drinks and tea in the meal and refreshment policy; the committee approved the three policies as amended.

Why it matters The policies set uniform expectations across departments to reduce irregular spending and potential fraud, ensure transparent disposal or reuse of surplus property and set strict controls on gift cards — a common fraud vector. The surplus policy also clarifies proceeds routing and helps keep the UG’s fixed asset lists and insurance schedules consistent.

What next Staff will implement the three policies and incorporate them into department training and procurement/reimbursement procedures. The policies are administrative and apply to internal controls for the UG’s finance operations.

Speakers Shelly Knievin, chief financial officer, presented the policies and answered technical questions. Commissioners asked clarifying questions about allowable refreshments and disposal processes.

Why residents should care These policies aim to standardize how public funds are used for small hospitality expenditures, how old vehicles and equipment are retired or sold, and how gift cards (which the auditors often flag) may be used. The measures are designed to tighten controls and reduce the risk of improper spending.