Doc. No.

: SERBIZ-GA-AC-001
< Meal Provision Policy Effective Date: April 01, 2022

for B.O.D Meeting > Revision No. :

Page:
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1 of 4

1.0 OBJECTIVES

1.1 With properly authorized prior approval Board of Member may be reimbursed for the cost
of meals at meetings. When the meetings are away from the employee’s regular work place,
without regard to the three-hour threshold rule. This is intended for special situations only, such
as meetings with guests and is not intended for normal business meetings.

2.0 DEFINITION OF TERMS

2.1 Quorum - Consists of those who attend the meeting. A quorum is a majority of the members

of the board or committee. Quorum in this Cooperative is 75% of the total number of

Members of the Board.

2.2 . Convention - a meeting or formal assembly for discussion of and action on particular

matters of common concern

2.3 Board Meeting - A regular formal gathering of a Board of Directors in order to discuss

strategic matters of a cooperative.

2.4 Special Meeting – A gathering of a Board of Directors to discuss urgent matters.

2.5 Minutes of the Meeting –The Official Record of what decisions were made, who was in

attendance and all other consequential events that occurred during board meeting.

3.0 RESPONSIBILITY AND AUTHORITY

Prepared By: Reviewed By: Approved By:

< Name of Committee Vice < Name of Committee Chairperson /

<Frederick B. Campus, Chair or Name of Department Cooperative Chairperson /
Chairperson B.O.D Member Supervisor/Manager> Department Manager>
> <Position of Reviewer, < Committee Chairperson /
Department or Committee> Cooperative Chairperson /
Department Manager>
 Doc. No. : SERBIZ-GA-AC-001
< Meal Provision Policy Effective Date: April 01, 2022

for B.O.D Meeting > Revision No. :

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2 of 4

3.1 Chairperson – Set and prepare the agenda for Board Meetings in coordination with the other

members of the Board of Directors

3.1 Vice-Chairperson – Perform all the duties and responsibilities of the Chairperson in the

absence of the latter.

3.2 Other Members of the Board – conduct study and provide insights about the agenda

presented to come up with a sound decision and plans accordingly.

3.3 Treasurer- Handles the cash collection and oversee the finances of the Cooperative,

essential in selected decision making of the Board of Directors.

3.4 Secretary- Responsible for documenting the Board’s meetings, record keeping, providing the

Board Members with information and minutes.

3.5 General Manager- Oversee the overall day to day business operation of the Cooperative by

providing direction, supervision, management and administrative control overall the

operating departments, subject to such limitations as may be set forth by the Board of

Directors or the General/Representative Assembly.

4.0 Limitations and Requirements

Prepared By: Reviewed By: Approved By:

< Name of Committee Vice < Name of Committee Chairperson /

<Frederick B. Campus, Chair or Name of Department Cooperative Chairperson /
Chairperson B.O.D Member Supervisor/Manager> Department Manager>
> <Position of Reviewer, < Committee Chairperson /
Department or Committee> Cooperative Chairperson /
Department Manager>
 Doc. No. : SERBIZ-GA-AC-001
< Meal Provision Policy Effective Date: April 01, 2022

for B.O.D Meeting > Revision No. :

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3 of 4

4.1 The purpose of the meeting is to conduct official state business or to provide formal training
to state employees or state officials; and

4.2 The meals or coffee/light refreshments are an integral part of the meeting or training
session; and

4.3 Expenses for alcoholic beverages are not allowable.

4.4 Any hosting activity is prohibited.

5.0 Meal, Coffee, and Light Refreshments

5.1 For state purposes, coffee encompasses any non-alcoholic beverage, such as tea, soft drinks,
juice, or milk. A light refreshment is an edible item that may be served between meals; such as,
doughnuts, sweet rolls, pieces of fruit, or cheese.

5.2 The Approval to Serve Coffee and/or Light Refreshments form must be completed and
properly authorized in advance.

5.3 The documentation authorizing the expense must indicate the purpose of the meeting, the
names of persons attending, and the total cost of refreshments served.

5.4 Receipts must accompany all requests for payment for coffee and/or light refreshments

5.5 The total amount expended for the meals, including the coffee and/or light refreshments is
limited to the monetary level which is currently Php. 150 per head.

Prepared By: Reviewed By: Approved By:

< Name of Committee Vice < Name of Committee Chairperson /

<Frederick B. Campus, Chair or Name of Department Cooperative Chairperson /
Chairperson B.O.D Member Supervisor/Manager> Department Manager>
> <Position of Reviewer, < Committee Chairperson /
Department or Committee> Cooperative Chairperson /
Department Manager>
 Doc. No. : SERBIZ-GA-AC-001
< Meal Provision Policy Effective Date: April 01, 2022

for B.O.D Meeting > Revision No. :

Page:
Ø
4 of 4

Prepared By: Reviewed By: Approved By:

< Name of Committee Vice < Name of Committee Chairperson /

<Frederick B. Campus, Chair or Name of Department Cooperative Chairperson /
Chairperson B.O.D Member Supervisor/Manager> Department Manager>
> <Position of Reviewer, < Committee Chairperson /
Department or Committee> Cooperative Chairperson /
Department Manager>