Item 14.5 - Attachment 2

Policy On Civic Office Expenses And Facilities

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


CODE OF CONDUCT

 

 

 

 

 

 

 

 

 

 

POLICY ON CIVIC OFFICE EXPENSES AND FACILITIES

 

 

Originally Adopted by Council 26th September 2005

(Minute 8099)

 

Policy 217

 

Amended May 22 2006 Minute # 8455

Re-endorsed without changes 24 September 2007 Minute #9465

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Item 14.5 - Attachment 2

Policy On Civic Office Expenses And Facilities

 

 

INDEX

 

 

 

 

1

INTRODUCTION

2

 

 

 

2

LEGISLATIVE PROVISIONS

2

 

 

 

3

OBJECTIVES

3

 

 

 

4

WHO DOES THIS POLICY APPLY TO

4

 

 

 

5

CONFERENCES & SEMINARS

4

 

 

 

6

OVERSEAS TRAVEL

5

 

 

 

7

TRAVEL EXPENSES

5

 

 

 

8

INSURANCE

7

 

 

 

9

LEGAL ASSISTANCE FOR COUNCILLORS

7

 

 

 

10

FACILITIES

9

 

 

 

11

RETENTION OF EQUIPMENT ISSUED TO COUNCILLORS

15

 

 

 

12

ACCOUNTABILITY

15

 

 

 

 

ANNEXURE 1 Ė CONFERENCES AND SEMINARS

16

 

 

 

 

ANNEXURE 2 - CABCHARGE USAGE POLICY

19


1. INTRODUCTION

 

††††††††††† In accordance with the Local Government Act 1993 the Council is required to adopt a policy concerning the payment of expenses incurred by and the provision of facilities to the Lord Mayor, Deputy Lord Mayor and other Councillors in relation to their roles as elected persons and members of the governing body of the Council.The provision of such facilities and expenses assist Councillors in carrying out their civic duties.Furthermore it provides reasonable recompense for expenses incurred whilst they remain a Councillor of Parramatta City Council.

 

 

††††††††††† The Code of Conduct provides that you must use Council property, facilities and equipment ethically, efficiently, economically and carefully and not use them for private purposes.Further you must not allow others to abuse these resources.

 

††††††††††† A simple test when these issues arise is to ask yourself the question Ďwhat would an impartial observer think of the action or occurrenceí.It is important that at all times you act in a manner that enhances community confidence in our Council. The citizens of the Parramatta local government area expect you to set a good example and display the highest ethical standards.

 

 

2. LEGISLATIVE PROVISIONS

 

 

††††††††††† The Local Government Act 1993 provides:-

 

252 ††† Payment of expenses and provision of facilities

1) Within 5 months after the end of each year, a council must adopt a policy concerning the payment of expenses incurred or to be incurred by, and the provision of facilities to, the mayor, the deputy mayor (if there is one) and the other councillors in relation to discharging the functions of civic office.

 

(2) The policy may provide for fees payable under this Division to be reduced by an amount representing the private benefit to the mayor or a councillor of a facility provided by the council to the mayor or councillor.

 

(3) A council must not pay any expenses incurred or to be incurred by, or provide any facilities to, the mayor, the deputy mayor (if there is one) or a councillor otherwise than in accordance with a policy under this section.

 

(4) A council may from time to time amend a policy under this section.

 

(5) A policy under this section must comply with the provisions of this Act, the regulations and any relevant guidelines issued under section 23A.

 

 

253††† Requirements before policy concerning expenses and facilities can be adopted or amended

(1) A council must give public notice of its intention to adopt or amend a policy for the payment of expenses or provision of facilities allowing at least 28 days for the making of public submissions.

 

(2) Before adopting or amending the policy, the council must consider any submissions made within the time allowed for submissions and make any appropriate changes to the draft policy or amendment.

 

(3) Despite subsections (1) and (2), a council need not give public notice of a proposed amendment to its policy for the payment of expenses or provision of facilities if the council is of the opinion that the proposed amendment is not substantial.

 

(4) Within 28 days after adopting a policy or making an amendment to a policy for which public notice is required to be given under this section, a council is to forward to the Director-General:

(a) a copy of the policy or amendment together with details of all submissions received in accordance with subsection (1), and

(b) a statement setting out, for each submission, the councilís response to the submission and the reasons for the councilís response, and

(c) a copy of the notice given under subsection (1).

 

(5) A council must comply with this section when proposing to adopt a policy each year in accordance with section 252 (1) even if the council proposes to adopt a policy that is the same as its existing policy.

 

††††††††††† Department of Local Government Guidelines

 

In accordance with the Departmentís Guidelines dated May 2007, a copy of this policy is to be provided to the Director-General of the Department of Local Government by 30 November each year.

 

 

Restrictions On Private Use

 

††††††††††† The Code of Conduct states that Council's equipment and resources must not be used for private business and in particular for political purposes namely Council Elections and the like, other than as provided in this Code.

 

 

3. OBJECTIVES

 

††††††††††† In applying the provisions of the legislation, Parramatta City Council has adopted certain objectives.They are:-

 

1.†††††††† To ensure that the Lord Mayor, as the first citizen of the City of Parramatta, as the leader of the governing body of the Council and as the principal spokesperson on Council policy and attitude is reimbursed for expenses reasonably incurred in performing the role of Lord Mayor and is provided with a standard and range of facilities appropriate to the importance of the office.

 

2.†††††††† To ensure that the Councillors of the City of Parramatta in their dual roles as members of the governing body of the Council and as elected persons are reimbursed for expenses reasonably incurred in the performance of the role and are provided with a standard and range of facilities to assist in discharging the functions of civic office.

 

††††††††††† In adopting these objectives, Council recognizes that it values family friendly principles. Council will assist its Councillors in the performance of their duties in accordance with these principles.

 

 

4. WHO DOES THE POLICY APPLY TO?

 

††††††††††† This policy applies to all current Councillors of Parramatta City Council.The facilities provided to the position of the Lord Mayor and Deputy Lord Mayor only apply whilst a Councillor holds either of these positions.

 

††††††††††† This means that upon ceasing to hold civic office in either capacity, then the standard facilities provided to Councillors wouldapply.Furthermore, once a Councillor fails to be re-elected, the person ceases to have access to any Council resources and facilities and must return to Council immediately all resources and equipment (except as provided in the Clause - Retention of Equipment issued to Councillors).

 

††††††††††† Benefits such as a security access card will be invalidated to prevent unauthoriseduse.

 

 

5. CONFERENCES AND SEMINARS

 

For attendance at authorised Conferences, seminars and the like, Council will organise and pay:-

 

(a) ††††† Registration and associated conference costs including official lunches, dinners and tours as well as travel and accommodation costs.

 

(b)†††††† The standard of travel to be paid by the Council is to be economy class air, hire car, rail, taxi or where a private vehicle is used, then at the award rate per kilometre (as set in Local Government State Award 2004 Ė rate will be varied as the award varies).

 

(c)††††††† Council will reimburse expenses incurred while at authorised conferences, seminars, training and official functions to a limit of the allowance applicable in the NSW Government Public Service Allowance standard travel and allowances scale. This will cover Councillorsí out of pocket expenses that are not able to be prepaid by Council and in the conference fee eg. some meals, phone calls etc.A claim for such expenses must be made.Councillors may request payment in advance in anticipation of such costs but must substantiate the expenses with a claim for payment with receipts and must reimburse any funds not expended on expenses.

 

(d)††††† Council will not pay for the travelling, accommodation or sustenance expenses of spouses subject to any variation where special circumstances exist and as approved by the Lord Mayor or General Manager in accordance with the provisions of the Local Government Act 1993.

 

(e)†††††† A member who is elected as an office bearer of a relevant Industry Association or not-for-profit boards such as the Institute for Public/Private partnerships with Council's endorsement is entitled to be reimbursed in accordance with this Policy for travel, accommodation and sustenance expenses within Australia not met by the Industry Association concerned.

 

Note In the event that a councilor arranges own travel, then Council will reimburse the actual cost of the travel paid for by the Councillor in accordance with this policy.

 

 

6. OVERSEAS AND INTERSTATE TRAVEL

 

††††††††††† Plans for any such travel should be transparent to the community and have an identifiable benefit to the local area through council activity.

 

††††††††††† Any proposal for overseas travel related to the functions of Council shall be presented to Council for determination prior to the travel being undertaken.

 

††††††††††† In the event that the issue is urgent and arises between meetings or whilst Council is in recess, the Lord Mayor shall determine the matter and report to Council as soon as practicable.

 

††††††††††† Interstate and overseas travel will be reported through Councilís Annual Report.

 

(a)†††††† Plans for any such travel should be transparent to the community and have an identifiable benefit to the local area through council activity.

 

(b)†††††† Any proposal for overseas or interstate travel related to the functions of Council shall be presented to Council for determination prior to the travel being undertaken.Where time permits, travel proposals should be included in the Council business paper.

 

(c)††††††† In the event that the issue is urgent and arises between meetings or whilst Council is in recess, the Lord Mayor shall determine the matter and report to Council as soon as is practicable.

 

(d)†††††† Interstate and overseas travel will be reported through Councilís annual report.

 

(e)†††††† After returning from overseas travel, Councillors or an accompanying member of Council staff are to provide a written report to Council on those aspects of the travel that are relevant to Council business and / or the local community.Councillors should report back on the findings of their travel to the next available Council meeting.

 

7. TRAVEL EXPENSES

 

(a)†††††† The cost of official Council travel will only be paid once by Council.Possible options for payment of local travel include-

1.†† Payment by cabcharge

2.†† Payment of bus/ train / ferry fares through petty cash

3.†† Payment of mileage allowance for the use of private vehicle

4.†† Use of Council car using Shell Card

(b)†††††† Other than that as provided in Part 7(c), Councillor reimbursement / use of the above shall be limited to $3000 per annum, and a Lord Mayoral allowance of $6000 per annum for cabcharge expenditure.

(c)††††††† Should special circumstances require that a Councillor exceed the limit set in above in (b) in order to participate in civic duties and business of Council, an alternative limit may be established.

1.†† Where the alternative limit is able to be funded through the Councillor accepting a reduction in the permitted expenditure of another facility, this alternative limit is approved by the Lord Mayor, in conjunction with the General Manager.

2.†† Where the Councillor is unable to off-set the alternative amount through savings elsewhere, this alternate limit is to be set by Council resolution.

3.†† Where the special circumstances arise as a result of personal hardship, health, or legal reasons, consideration of the matter by Council is to be subject to the provisions of s10(2)(b),(f) and (g)

 

 

The cost of official Council travel will only be paid once by Council. Possible options for payment of local travel include:-

††††††††††† Payment by cabcharge

††††††††††† Payment of bus/ train/ ferry fares through petty cash

††††††††††† Payment of mileage allowance for the use of private vehicle

††††††††††† Use of Council car using Shell card

 

††††††††††† 7.1†††††† Use of Cabcharge

 

††††††††††† Cabcharge be made available to all elected members who request same, for use when travelling on business which in the opinion of the Councillor concerned, is bona fide Council business under the following conditions:-

 

††††††††††† (a)†††††† Cabcharge Cards may be used by Members when travelling:-

 

†††††† to and from meetings of the Council or its Committees.

†††††† to and from Sydney Airport when attending Conferences as approved by Council

†††††† On inspections within the Council's area, in association with the business of the Council or in exercising civic duties, or in accordance with resolutions of the Council.

†††††† In association with attendance at meetings, conferences or seminars in accordance with resolutions of the Council.

†††††† For Community consultation in relation to Council activities .

 

(b)†††††† Council will only be responsible for those travel costs incurred which are associated with the business of the Council.Cardholders will be required to meet costs related to private travel, such costs to be paid by Councillors direct to Council or the amount deducted from their allowance, whichever agreement is reached between the Councillor and the General Manager.

 

Note:-Cabcharge accounts will be checked, upon receipt, to ensure that the cabcharge was used on authorised activities only.

 

††††††††††† See Councilís Cabcharge Usage Policy and Procedures( Annexure 2)

 

7.2†††††† Use of Private Vehicle

Councillors may use their private vehicle for Council business within New South Wales. A Councillor who uses his/her private vehicle in the discharge of his/her civic office shall be entitled to be reimbursed for such use at the rate of 0.60Ę per kilometre (as set in Local Government State Award 2004 Ė rate will be varied as the award varies). Evidence of a current comprehensive insurance policy will be required to enable claim payment.

 

Note:†† Reimbursement for the use of a private vehicle on official Council business covers all costs associated with that use.Such costs include tyres, engine repairs, petrol, oil, insurance and associated incidental costs.

8. INSURANCE

 

Councillors are to receive the benefit of insurance cover whilst in or on any activity directly or indirectly connected with or on behalf of Council including whilst travelling to and/or from such activity.Such injury being bodily injury caused by violent, accidental, external and visible means and including death, permanent disablement, temporary total disablement, bed care benefit and non medical expenses but not including medical expenses, subject to the conditions and limitations of Council's personal accident insurance policy current at the time of occurrence of the injury as follows :-

 

8.1††††† Personal Injury

 

††††††††††† Whilst ever on Council authorised business, worldwide, covering bodily injury caused by accidental, violent, external and visible means up to a sublimit for death and capital limits of $350,000 BUT subject to any limitation or conditions set out in the policy of insurance which istaken out at the direction of Council.Also covering permanent disablement, temporary total disability and temporary partial disability.The cover does not include medical expenses.

 

8.2††††† Professional Indemnity

 

††††††††††† For matters arising out of Councillors' performance of civic duties or exercise of their functions as Councillors provided the performance or exercise of the relevant civic duty or function is in the opinion of Council bona fide and/or proper and is carried out in good faith, as required under Section 731 of the Local Government Act, BUT subject to any limitation or conditions set out in the policy of insurance which istaken out at the direction of Council.

 

8.3††††† Public Liability

 

††††††††††† For matters arising out of Councillors' performance of civic duties or exercise of their functions as Councillors, carried out in good faith BUT subject to any limitations or conditions set out in the policy of insurance which is, at the direction of Council, taken out.

 

 

 

9. LEGAL ASSISTANCE FOR COUNCILLORS

 

In the event of:-

 

9.1††††† An inquiry, investigation or hearing by any of:-

†††††† The Independent Commission Against Corruption

†††††† The Office of the Ombudsman

†††††† The Department of Local Government and Co-operatives

†††††† The Police

†††††† The Director of Public Prosecutions

†††††† The Local Government Pecuniary Interest Tribunal

†††††† The Council into the conduct of a Councillor; or

 

9.2††††† Legal Proceedings being taken by or against a Councillor, arising out of or in connection with the Councillors' performance of his or her civic duties or exercise of his or her functions as a Councillor:-

 

Council shall reimburse such Councillor, after the conclusion of the inquiry, investigation, hearing or proceeding, for all legal expenses properly and reasonably incurred, given the nature of the inquiry, investigation, hearing or proceeding, on a solicitor/client basis,

 

PROVIDED THAT

 

(i)†††††††† The amount of such reimbursement shall be reduced by the amount of any monies that may be or are recouped by the Councillor on any basis.

 

(ii)††††††† The Councillors' performance or exercise of the civic duty or function was in the opinion of Council bona fide and/or proper.

 

(iii)†††††† The amount of such reimbursement in respect of solicitors fees be limited to the extent that only fees charged at a rate equivalent to the hourly rate then being charged by Council's solicitor will be paid, i.e. any portion of the expenses representing any hourly charge rate higher than the then hourly charge rate of Council's solicitor will not be reimbursed.Where Counsel is used reimbursement is to be submitted to Council for approval.

 

(iv)†††††† The finding of any inquiry, investigation, hearing or proceeding is substantially favourable to the Councillor.

 

9.3††††† Defamation Proceedings

 

††††††††††† In the event that defamation proceedings are taken or threatened to be taken against a Councillor arising out of comments or actions of that Councillor in a Council meeting or on Council related business eg on-site meetings and the like and providing that Council is satisfied that such comments were made during the consideration of Council business, in good faith and without malice, Council shall consider and if it feels appropriate, resolve to indemnify or reimburse such Councillor, , all legal expenses properly and reasonably incurred, given the nature of the inquiry, investigation, hearing or proceedings on a solicitor/client basis PROVIDED THAT

 

(i)†††††††† The amount of such reimbursement shall be reduced by the amount of any monies that may be or are recouped by the Councillor on any basis.

 

(ii)††††††† The amount of such reimbursement in respect of solicitors' fees be limited to the extent that only fees charged at a rate equivalent to the hourly rate than being charged by Council's solicitor will be paid i.e., any portion of the expenses representing any hourly charge rate higher than the then hourly charge rate of Council's solicitor will not be reimbursed.

 

(iii) Any reimbursement shall not include any damages awarded against the Councillor.

 

(iv)Any reimbursement shall not include any action by one Councillor against another Councillor.

 

 

10. FACILITIES

 

10.1††† Councillors

 

††††††††††† Councillors are provided with the following resources and facilities only to be used in the exercising of their Civic Duties:-

 

(a)†††††† Stationery

 

-††††††††† Use of personalised letter head and business cards.

-††††††††† Supply of up to 150 Council Christmas Cards per year.

 

(b)††††††† Secretarial Assistance

 

††††††††††† Word processing and administrative support provided by the Councillorsí Support Officers. This support includes typing and photocopying of information to residents relating to such matters as precinct meetings, Council decisions relating directly to their area and follow up work which can be expected from Council. At no time is such assistance to be connected in any way with campaign type brochures.

 

(c)††††††† Computers

 

††††††††††† Supply of a suitable notebook computer, scanner and printer for use in connection with civic duties, including Electronic Business Paper.In addition, a Councillor may use the computer and printer for private purposes, subject to the following conditions:-

 

(i)†††††††† Council's Information Technology division arranging installation of any software as well as any configuration of notebooks considered necessary for protection of Council applications.

 

(ii)†† Any licensing requirements relating to the software are met.

 

(iii) Use of the equipment is in accordance with Councilís Code of Conduct.

 

Note:†† This supply includes the provision of suitable data and power connections.

 

The standard of equipment supplied will be that which is presently under contract to Council.

 

(d)†††††† Meetings Meals and Refreshments

 

††††††††††† Provisions of meals and refreshments associated with Council meetings, workshops and Council related business

 

 

(e)†††††† Councillors' Offices

 

††††††††††† Will be made available at the Council Chamber Building and Granville Town Hall for use by Councillors, they will be equipped with a telephone, photocopier, stationery and appropriate refreshments.

 

(f)††††††† Attache Case/Pilot Case and Executive Portfolio (with Calculator)

†††††††††††

††††††††††† Will be issued, on loan, on request.

 

(g)†††††† Electronic Equipment

†††††††††††

††††††††††† Electronic equipmentof an appropriate capacity, in accordance with Councilís current supply contract, will be issued, on loan, for use in the conduct of Council business. This equipment will include items such as Palm pilots, Blackberry devices and the like.

 

(h)†††††† Presentation Items

 

††††††††††† Suitable reasonable presentation items will be made available for issue to visiting delegates or in recognition of community services or as a promotion of the city.

 

(i)††††††† Facsimile Machines - Facsimile Equipment

 

(i)††††††† Council will provide at the residence of a Councillor, an appropriate facsimile machine to facilitate the transmission of information relating to a Councillor's duties of office.Council will arrange for the installation of the necessary telephone line and associated equipment and provide the necessary maintenance and consumable products required for the operation of the equipment.This equipment will remain at all times at the residence of the Councillor during his/her term of office.Council will only be responsible for those transmissions associated with Council business.

(ii)††††††† Where Councillors have a facsimile machine already installed in their home, Council will be responsible for the payment of rental of the line and any transmissions associated with Council business.

 

 

(j)†††††††† Financial Year/Calendar - Year Diaries

†††††††††††

Will be issued, on request.

 

(k)††††††† Hand Held Dictaphones

 

††††††††††† Will be issued, on loan, on request, for use in connection with Council business.

 

(l)†††††††† Postage Stamps

 

††††††††††† Supply of up to 1000 ordinary postage stamps per annum.

 

††††††††††† Stamps shall only be used in respect of the discharge of Councillorís civic duties ie Council business.The use of stamps is not to be for private or political purposes namely Council Elections and the like. Councillors mail will only be posted using the stamps provided.

 

(m)††††† Filing Cabinet

 

††††††††††† A filing cabinet of an appropriate capacity will be issued, on loan to each Councillor who requests it, for storage of documents and equipment associated with the functions of civic office.

 

(n)††††††† Mobile Telephone & Appropriate Hands Free Car Kit

 

††††††††††† A mobile telephone and appropriate hands free car kit is to be issued on loan to each Councillor who requests one.The terms of use of the mobile telephone are based on up to the first $175.00 of monthly operational costs being met by Council, with any additional cost above this amount to be the Councillor's responsibility. The above operational cost will be indexed to the inflation rate annually as at 1 July (commencing 1 July 2006) for the subsequent period until the end of the Council term.

 

In the event of Councilís monthly allocation of $175.00 to each Councillor not being fully expended, the excess amount to roll over at the end of each month and be credited to the next monthís account, but in doing so, the accumulated credit be only allowed to each a maximum amount of $750.00 throughout the 4 year term of Council.

 

††††††††††† For Councillors who elect to have their mobile phone system linked to Councilís Paging System, Council will pay the cost of the diversion call to the paging system in the event of the mobile phone being engaged, out of range or switched off.

 

(o)†††††† Councillor Parking

 

††††††††††† A car parking space be provided for each Councillor at the Council Chamber Building to assist with the carrying out of their civic duties.

 

(p)†††††† Formal Attire

 

††††††††††† Where Councillors are required to officially represent Council at a function requiring special attire (e.g. formal wear), Council will reimburse the reasonable cost of hire of such attire on request.

 

(q)Charitable and Community Functions

 

††††††††††† Where Councillors accept an invitation to attend charitable and community functions in the role of Councillor, Council will meet reasonable costs associated with such attendance. The costs associated with a Councillorís partnerís attendance, when specifically invited as the Councillorís partner, will be met by Council.

 

(q)†††††† Hat

 

††††††††††† A wide brimmed hat will be provided upon request to each Councillor.

 

 

 

10.2††† Lord Mayor

 

In addition to those facilities provided to Councillors, the Lord Mayor is to receive the benefit of:-

 

(a)†††††† Lord Mayoral Suite

†††††††††††

††††††††††† For office purposes and the discharge of civic responsibilities generally.

 

(b)†††††† Secretarial Services

†††††††††††

††††††††††† Word processing and administrative support provided by the Lord Mayor's Personal Assistant.

 

(c)††††††† Administrative and Policy Support

 

††††††††††† Assistance with the organisation of functions, meetings and the like including research, policy and media support.

 

(d)†††††† Office Refreshments

 

††††††††††† As provided in the Lord Mayoral Suite for entertainment purposes

 

(e)†††††† Stationery

 

-††††††††† Lord Mayoral letterhead, envelopes, business cards and stationery generally.

-††††††††† No restriction on the number of Christmas Cards issued annually.

 

 

(f)†††††††† Presentation Items

 

††††††††††† No limitation on the supply of presentation items for use by the Lord Mayor for presentation to visiting dignitaries and or other appropriate occasions.

 

(g)†††††† Council Vehicle

 

††††††††††† May be provided for use by the Lord Mayor, if desired.Use of a driver as required for official purposes.The vehicle is to be used at the discretion of the Lord Mayor for Lord Mayoral, Councillor or Council purposes.

 

††††††††††† The Council recognises that the Lord Mayoral vehicle may be used incidentally for private purposes and accepts that use without charge.Given Council's standing within the Greater Metropolitan Area, such private use is accepted within the area bounded by Newcastle, Wollongong and Bathurst.

 

††††††††††† The Lord Mayoral vehicle shall be at a maximum standard of an 8 cylinder Holden Caprice or Ford LTD or similar, choice of which shall be in accordance with Councilís Fleet Policy.

†††††††††††

(h)††††††† Mobile Telephone & Appropriate Hands Free Car Kit

†††††††††††

††††††††††† A mobile telephone and appropriate hands free car kit is to be issued, on loan, to the Lord Mayor.The terms of use of the mobile telephone are based on all monthly operational costs being borne by Council.

 

(i)†††††††† Corporate Credit Card

 

A corporate credit card is to be issued to the Lord Mayor for the period of the Lord Mayoral term, subject to those terms and conditions outlined in the Corporate Credit Cards Policy and Procedures Manual.

 

(j)†††††††† Formal Attire

 

††††††††††† Where the Lord Mayor is required to officially represent Council at functions requiring formal attire, Council will reimburse the cost of purchase of such attire for that purpose up to a value of $500 per twelve month term.

 

10.3††† Deputy Lord Mayor

 

In addition to those facilities provided to Councillors, the Deputy Lord Mayor is to receive the benefits of the Lord Mayor when acting in the Office of the Lord Mayor, excluding the use of the Lord Mayoral vehicle and credit card. The Lord Mayoral vehicle and credit card will be provided to the Deputy Lord Mayor when acting in the Office of the Lord Mayor for a continuous period in excess of three months.

 

10.4††† Other Equipment & Facilities

 

Councillors requiring the use of other equipment not specifically covered in this policy shall seek the approval of the Lord Mayor or General Manager before using such equipment.

 

 

 

10.5††† Loss of or Damage to Council's Equipment

 

In the event that any of council's equipment such as computer, fax machine, mobile telephone are damaged, lost or stolen, the Councillor concerned must advise the Councillor Support Officer, immediately, to report the incident.The Councillor Support Officer will make the necessary arrangements with the relevant staff to rectify the situation.

 

 

 

11. RETENTION OF EQUIPMENT ISSUED TO COUNCILLORS

 

 

Immediate former Councillors may purchase for their own use, equipment, such as computer, printer, electronic organiser, facsimile machine, dictaphone and the like, previously issued to them in their role as a Councillor, in accordance with the following conditions:-

 

(a)†††††† The equipment purchased is no longer required within the organisation and/or is surplus to Council's requirements.

 

(b)†††††† The value of the equipment to the organisation and consequently the appropriate purchase cost, shall be determined by the General Manager or Group Manager Corporate in line with relevant commercial prices for similar equipment.

 

 

12. ACCOUNTABILITY

 

Section 428(2)(f) of the Local Government Act provides that Council's Annual Report must contain a statement of:-

 

††††††††††† "the total amount of money expended during the year on Mayoral fees and Councillor fees, the Council's policy on the provision of facilities for use by Councillors and the payment of Councillors' expenses, together with a statement of the total amount of money expended during that year on the provision of such facilities and the payment of such expenses."

 


Annexure 1

 

CONFERENCE CATEGORIES

 

Category A†††††††††††††† Major National or State Conference.

 

(i)†††††††† Local Government Association - NSW

(ii)††††††† Australian Local Government Women's Association State Conference

 

Category A - Conditions

 

(i)†††††††† Attendance at the Local Government Association (NSW Conference) should be limited to five (5) Councillors and three (3) to five (5) Councillors for any other Category A conference i.e. the Lord Mayor (or nominee) plus any other nominated Councillors.

(ii)††††††† All reasonable costs will be paid.

 

Category B†††††††††††††† Other National or State Conferences

 

i.†††† (i)Australian Local Government Women's Association National Conference

ii.††† (ii) Australian Local Government Association - National Local Government Assembly (Canberra)

iii.†† (iii)††††††††††† Local Government Managers' Association National Congress (Canberra).

iv.†† (iv)††††††††††† Local Government Managers' Association (NSW Division)

v.††† (v) Local Government Aboriginal Network Conference (NSW)

vi.†† International River Management Symposium Improved Collaborative Indigenous Policy Development Conference

 

 

Category B - Conditions

 

(i)†††††††† Attendance of not more than three (3) Councillors i.e. the Lord Mayor (or nominee) plus two (2) other Councillors.

(ii)††††††† All reasonable costs will be paid.

 

Category C†††††††††††††† All other Conferences/Seminars not elsewhere included.

 

i.Australian Sister Cities Association

ii.†††† Royal Australian Institute of Parks & Recreation Annual General Conference

iii.†† The Australian ICOMOS Conference

iv.†† Australian Local Government Womenís Association National Biennial Conference

v.†††† Annual Floodplain Management Conference

vi.†† State of Australian Cities National Conference

vii. Local Government Financial Awareness Conference

viii.†††††††††† International Local Government Conference

ix.†† Environment and Planning Law Association (NSW) Inc Conference

x.†††† Parks and Leisure Australia Conference

xi.†† National General Assembly of Australian Local Government

xii. Local Government Symposium

xiii.†††††††††† Property Council of Australia Cities Summit

xiv.††††††††††† National Mainstreet Conference

xv.EcoEdge Conference

xvi.††††††††††† Risk Management Institute Australasia (RMIA) National Conference

xvii.††††††††† Australian Sister Cities Association National Conference

-International River Management Symposium Improved Collaborative Indigenous Policy Development Conference

xviii.††††††††† Parks and Leisure Australia World Leisure Congress

xix. Local Government Managers Association (LGMA) National Congress and Expo

xx. International Cities Town Centres and Communities Conference

xxi.†††††††††† UDIA National Congress

xxii.†††††††† ICLEI New South Wales Local Government Action Forum

 

Category C - Conditions

 

(i)†††††††† Conferences will be considered to fall into this category if they involve major policy changes which have significant affect on Parramatta.

(ii)††††††† Attendance limited to one (1) Councillor or appointed delegates only.

(iii)†††††† All reasonable costs will be paid.

 

Provided always that Council may by resolution allow extra Councillors to attend a Conference in any category where a case can be made in support of that additional attendance.

 

In determining attendance every effort should be made to ensure that all Councillors have an opportunity to attend at least one conference annually for their own professional development.

 


Annexure 2

†††††††††††††††††††††††††††††††††††††††††††††† Cabcharge Usage Policy

 

1.††† Background

This policy has been developed to regulate and provide guidelines for the use and administration of Cabcharge Cards and Taxi Dockets.

 

 

 

2.††† Objectives

To establish:

The Purpose of Cabcharge

Procedures for Cabcharge Management

 

 

 

3.Scope

This policy applies to the use of Cabcharge by Parramatta City Council Councillors.

 

 

 

4.Relationship to Legislation

This policy operates in accordance with the Local Government Act.

 

 

 

5. Related Strategies, Plans and Policies

This policy operates within the Civic Office Expenses and Facilities Policy, under the scope of the Councilís Code of Conduct, and is related to the Petty Cash Guidelines.

 

 

6.†† Purpose Statement

The Cabcharge service is provided to facilitate business related travel.

 

Cabcharge Cards are available to all Councillors for the term of their elected office. Accountability for card use will lay with Cardholders.

 

Taxi dockets are issued to Councillors on request for business related travel in line with Civic Office Expenses & Facilities Policy ( 7.1 )

Accountability for docket use will lay with the individual in whose name the docket is issued.

 

Cabcharge Cards and dockets must not be used without first having read and acknowledged these terms.

 

 

 

7. Gratuity/ Tipping

Passengers wishing to Ďtipí their drivers are to do so at their own expense. Cabcharge Cards and taxi Dockets are not to be used to provide gratuity to drivers.

 

 

 

 

 

8. Breaches

A breach of this policy constitutes a breach of the Councilís Code of conduct.

 

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - -- - - - - - - - - - - - - - -- - - - - - - - - - - - - - -- - -

9. Acknowledgement

 

 

I, __________________________have read and agree to these conditions for Cabcharge Use.

 

 

 

______________________††††††††† _____________

†††††††† Signed†††††††††††††††††††††††††††††††††††† Date

 

 

††††††††††††††††††††††††††††† Cabcharge Procedures

 

1.1. Cabcharge Card Issue

At the time of Card issue, card and user details will be recorded in the Cabcharge Taxi Management System (CTMS) database by the Councillor Support Officer. These details will include:

Name of Cardholder

Card Number

Card Expiry Date

Reason for Card Issue i.e. Councillor, Snr Management etc.

Date of Issue

Date of Cancellation

Prior to the issue of Cabcharge Cards, cardholders will be required to read and formally acknowledge the Cabcharge Usage Policy.

 

2.1 Cabcharge Cards-Terms for Use

Cabcharge Cards may be used only by the cardholder, as named on the Cabcharge Card. Cabcharge Cards may be used when travelling:

To and from meetings of the Council or its Committees.

On inspections within the Councilís area, in association with the business of the council in accordance with the resolutions of the Council.

In association with attendance at meetings, conferences or seminars in accordance with resolutions of the Council.

For Council Business related activities.

As outlined in the Civic Offices Expenses and Facilities Policy, Use of Cabcharge. Cardholders will be required to meet costs related to private travel, such costs to be paid by Councillors direct to Council or the amount deducted from their allowance, whichever agreement is reached between the Councillor and the General Manager.

Cabcharge Cards should not be used:

 

By anyone but the registered cardholder.

In any way other than in accordance with this policy.

Without the cardholder first reading and formally acknowledging the terms and conditions contained herein.

 

Administration of the Cabcharge System

Information about Cabcharge Cardholders and their account details, and all taxi docket records will be stored on the CTMS (Cabcharge Taxi Management System) Database, provided by Cabcharge. Taxi Docket records will also be stored here.

 

3.1 Procedures for Cabcharge Cards

At the end of each month, Cardholders will be provided with the following:

Invoice of Card Usage for that Month

Card Use Confirmation Form Ė This must be signed and returned, verifying that all travel listed on the invoice is correct, and was consistent with that allowed under S2.1 of this policy

Business Purposes Form Ė This must be filled out clearly and returned along with all receipts accrued for that month. Here the reason for each instance of travel must be provided. Usage that is not identified as business usage will be assumed to be private usage and subject to reimbursement in accordance with this policy.

The Councillor Support Officer will ensure that relevant documents are issued to cardholders. Cardholders are to return all required documentation within 14 days.

It is the responsibility of the Cardholder to retain all receipts of taxi travel issued, and return them with the above documentation. Failure to return the above documents may lead to cancellation of the cabcharge and/or deduction of outstanding charges from the cardholders payments.

 

Payment of the Cabcharge Account

Monthly Cabcharge Bills will be paid on or before the due date.

It is the responsibility of the relevant Cabcharge administrators to advise Accounts Payable to pay the monthly bill/s.

 

Storage of Records

All paperwork relevant to Cabcharge is to be kept in a secure cabinet and access restricted. The same restriction is to apply to the CTMS database. Access is to be restricted to the relevant administrators (i.e. the Councillor Support Officer, Governance Unit) and the Internal Auditor.

 

 

Lost or Stolen Cards and Dockets

6.1Cabcharge Cards

It is the responsibility of the Cardholder to immediately report the theft/loss to Cabcharge on 02 9867 9903, and then to the Councillor Support Officer.

A written notification will then be sent to Cabcharge by the Councillor Support Officer.

 

Termination of Employment/ Term

At the termination of employment, or the close of ones term in civic office, Cabcharge Cards must be returned to the Councillor Support Officer. It is the responsibility of the Councillor Support Officer to ensure that cards are cancelled and issued to incoming staff/councillors.

 

 

Return of Cards/ Unused Dockets

8.1 Cabcharge Cards

Unwanted Cards are to be returned to the Councillor Support Officer. The Councillor Support officer will cancel the card, and issue a Card Return Receipt to the Cardholder.

 

Audits and Reviews

Internal Audit will undertake a yearly review of the processes and usage of Cabcharge and related accounts.