Item 13.5 - Attachment 1 |
Policy on Civic Office Expenses and Facilities |
CODE OF CONDUCT
POLICY ON CIVIC OFFICE
EXPENSES AND FACILITIES
Originally Adopted by Council
(Minute 8099)
Policy 217
Amended
Re-endorsed without changes
Item 13.5 - Attachment 1 |
Policy on Civic Office Expenses and Facilities |
INDEX
1 |
INTRODUCTION |
2 |
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2 |
LEGISLATIVE PROVISIONS |
2 |
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3 |
OBJECTIVES |
3 |
4 |
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4 |
WHO DOES THIS POLICY APPLY TO |
4 |
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5 |
CONFERENCES & SEMINARS |
4 |
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6 |
OVERSEAS TRAVEL |
5 |
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7 |
TRAVEL EXPENSES |
5 |
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8 |
CARER’S EXPENSES |
9 |
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9 |
INSURANCE |
7 |
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10 |
LEGAL ASSISTANCE FOR COUNCILLORS |
7 |
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11 |
FACILITIES |
12 |
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12 |
RETENTION OF EQUIPMENT ISSUED TO COUNCILLORS |
18 |
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13 |
ACCOUNTABILITY |
18 |
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ANNEXURE 1 – CONFERENCES AND SEMINARS |
20 |
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ANNEXURE 2 - CABCHARGE USAGE POLICY |
21 |
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ANNEXURE 3 – COUNCILLOR RECONCILIATION CLAIMS FOR EXPENSES |
26 |
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ANNEXURE 4 – COUNCILLOR CLAIMS FOR SUSTENANCE AND/OR OUT-OF-POCKET
EXPENSES |
27 |
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 ‘what would an impartial observer think
of the action or occurrence’. It is
important that at all times you act in a manner that enhances community
confidence in our Council. The citizens of the
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.
(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 council’s
response to the submission and the reasons for the council’s
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 Department’s 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.
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
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.
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 would apply. 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 unauthorised use.
5.1 Attendance at Conferences, Seminars and Training
Council is committed
to ensuring that its elected representatives are up to date with current and
contemporary issues facing local government. In this regard, Council will set
aside an amount annually in its Management Plan to facilitate professional
development of elected representatives through attendance at conferences, seminars
and training.
(a) Councillors are eligible
to attend those conferences detailed in annexure 1 to this policy
(b) Councillors will be
informed of future conferences, seminars and training available on a regular
basis via the Councillor Information Folder.
(c) A Council report
recommending attendance of Councillors at each conference will be submitted to
a full Council meeting for approval. Each report will include information on
the benefits of attending the conference, a record of Councillors who have
already attended other conferences during the financial year and a balance of
the funds available.
(d) Details of the attendance
by Councillors and Council Officers at conferences, seminars and training and
the costs incurred will also be published in the Councillor Information Folder
on a monthly basis.
(e) After returning from
Conferences, a Councillor or member of staff accompanying the Councillor/s is
to provide a written report to Council via the Information Folder on the
aspects of the Conference relevant to Council business and /or the local
community.
5.2 Conference,
Seminar and Training Expenses
Under the Department of Local
Government Guidelines, Council may pay conference registration fees charged by
the conference organisers including the costs of related official lunches and
dinners, and associated tours where they are relevant to the business and
interests of Council. Council should
meet the reasonable cost of transportation and accommodation associated with attendance
at the conference, and meals when they are not included in the conference fees.
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 (for
flights under 2.5 hours), 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 – rate will be varied as the award varies).
(c) Council will pay reasonable sustenance and out-of-pocket expenses in
accordance with Section 5.3 of this policy.
(d) 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 Councillors’ 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
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.
5.3 Sustenance and Out-of-Pocket Expenses
The reimbursement of
sustenance and out-of-pocket expenses applies for sustenance (eg. breakfast, lunch,
dinner, morning and afternoon teas, etc) and/or out-of-pocket costs (e.g.
refreshments, taxi fares, laundry, dry cleaning, phone and facsimile calls,
Internet charges, photocopies, postage, newspapers, road tolls and car parking
fees) not provided for at the conference/seminar/training, or in the
accommodation package, or otherwise when away from home.
The maximum limits
on sustenance and out-of-pocket expenses to be reimbursed are as follows with
the limits to be adjusted to the CPI for
1.
Attendance at full day
conferences,
seminars or training $200.00 per day
2.
Attendance at conferences, seminars
or training which
are ½ day or less $ 100.00 per day
Councillors may
request payment in advance. Expenses should be reconciled using the form at
Annexure 3 within one (1) calendar month of the date of return from a
conference, seminar or training. Refunds
will need to be made where the actual expenses are less than the amount provided
in advance.
In the event that a
Councillor seeks reimbursement after the conference, seminar or training
session, they will be paid on completion of the claim form (Annexure 4), for
the actual expenses incurred up to the limits set in the policy.
For attendance at
conferences, seminars and training sessions outside the metropolitan area,
Councillors may also be paid for up to two (2) days at the rate of the Full Day
Expense to account for travel time to and from the venue, i.e. one day to the
venue and one day returning from the venue, provided they are travelling on
those days.
The definition of a
“day” for the purpose of calculating sustenance and out-of-pocket limits, is
registration day and each day on which official sessions of the
conference/seminar/training are held.
(a) The standard of travel for
all interstate or overseas travel is as provided in 5.2 (b), or for flights
over 2.5 hours the standard of travel will be Business Class or equivalent.
(b) Plans
for any such travel should be transparent to the community and have an
identifiable benefit to the local area through council activity.
(c) 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.
(d) 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.
(e) Interstate
and overseas travel will be reported through Council’s annual report.
(f) 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.
(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 Caltex Card
(b) Other
than that as provided in Part 7(c), Councillor reimbursement / use of the above
shall be limited to $3250 per annum, and a Lord Mayoral allowance of $6500 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)
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 Council’s Cabcharge Usage Policy and Procedures(
Annexure 2)
7.2 Use
of Private Vehicle
Councillors may use their private
vehicle for Council business within
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.
Council encourages
as wide participation and interest in civic office as possible. Accordingly, it
will ensure that all areas of the Council premises and associated facilities
relevant to a Councillor in the conduct of their civic duties and business of
council are accessible, including provision for sight or hearing impaired
Councillors and those with other disabilities. Transportation provisions as
outlined in this policy, such as access to cab charges, will also assist
Councillors who may be unable or unwilling to drive a vehicle.
In terms of carers,
Councillors who are the principal carer of a child or other elderly, disabled
and/or sick immediate family member will be entitled to re-imbursement of
carers expenses up to a maximum of $4,000 per annum for attendance at Council
and Committee Meetings and other official civic functions noted below, plus
reasonable travel from the principal place of residence. Child care expenses
may be claimed for children up until and including the age of 16 years.
Re-imbursement to be made after submission of receipts and tax invoices and
completion of a formal claim, with same to be lodged within one (1) calendar
month of being incurred. Official civic functions include:
• Attendance at
Ordinary and Extraordinary meetings of Council.
• Attendance at
Council Committee meetings of which the Councillor is a member.
• Attendance at
Ordinary, Committee and Sub-Committee Meetings of an organisation where the
Councillor has, by Council resolution, been duly elected as a Council delegate.
• Attendance at
inspections, within or outside the area as authorised by Council resolution or
by the Lord Mayor under delegated authority.
• Attendance at
official Council functions authorised as Council business by a resolution of
Council.
• Attendance at conferences,
seminars and training approved by Council resolution or by the Lord Mayor under
delegated authority.
• Attendance at
functions to which the Lord Mayor has been invited, which are attended at the
request of the Lord Mayor.
Councillors will need
to provide suitable evidence to the Chief Executive Officer that reimbursement
is applicable, such as advice from a medical practitioner in the event of
caring for an adult person.
Expenses and Facilities for Councillors with
Disabilities
In addition to the above
provisions, for any Councillor with a disability, Council may resolve to
provide reasonable additional facilities and expenses, in order to allow that
Councillor to perform their civic duties.
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 :-
9.1 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 is taken out at the direction of
Council. Also covering permanent
disablement, temporary total disability and temporary partial disability. The cover does not include medical expenses.
9.2 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 is taken out at the direction of
Council.
9.3 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.
In the event of:-
10.1 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
10.2 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.
10.3 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.
11.1 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 300
Council Christmas Cards per year.
(b) Secretarial
Assistance
Word processing and administrative
support provided by the Councillors’ 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
Council’s 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
equipment of an appropriate capacity, in
accordance with Council’s 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 1500 ordinary postage stamps per
annum.
Stamps
shall only be used in respect of the discharge of Councillor’s 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 $200.00 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
In
the event of Council’s 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 month’s 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 Council’s 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
(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 Councillor’s partner’s attendance, when
specifically invited as the Councillor’s partner, will be met by Council.
(q) Hat
A wide brimmed hat will be provided
upon request to each Councillor.
(r) Clothing
Each Councillor will
be provided with the following corporate clothing on request for personal use:
(i)
Blazer with embroidered the Council Coat of Arms/Council Logo - one blazer
during a term of office.
(ii)
Neck tie/scarf - a sufficient number of neck ties/scarves embroidered with the
Council Coat of Arms/Council Logo.
(iii) A
suitable quality sunhat.
(v)
Councillors will be provided annually, two (2) business shirts or blouses
embroidered with the Council Logo.
Additionally, each Councillor will be provided the following corporate
clothing on request for promotional events and occasions, subject to
availability; shirts; ties, scarves, pens, cufflinks, brooches, and tie pins.
11.2 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
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 Council’s 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.
11.3 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.
11.4 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.
11.5 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.
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.
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. Australian
Local Government Women's Association National Conference
ii. Australian
Local Government Association - National Local Government Assembly (Canberra)
iii. Local
Government Managers' Association National Congress (Canberra).
iv. Local
Government Managers' Association (NSW Division)
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 Women’s 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
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
(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:
2.1 The
Purpose of Cabcharge
2.2 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 Council’s 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 ‘tip’ 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 Council’s 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 Council’s 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 – 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 – 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
6.1 Cabcharge 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.
ATTACHMENT 3
COUNCILLORS
RECONCILIATION CLAIMS FOR
EXPENSES
IN ACCORDANCE WITH THE
CIVIC
OFFICE EXPENSES AND FACILITIES POLICY
COUNCILLOR:
__________________________________________________________
CONFERENCE/
SEMINAR/TRAINING:
__________________________________________________________
__________________________________________________________
__________________________________________________________
DATE: __________________________________________________________
VENUE: __________________________________________________________
COUNCIL
AUTHORISATION: MEETING DATE: ______________
FILE REFERENCE: __________________________________________________________
(NB. Allowance payable in
accordance with Council's Civic Office Expenses and Facilities Policy)
COMMENTS
MAXIMUM
AMOUNT
PAYABLE: _____________________________
$ ___________________
TOTAL EXPENSES
INCURRED: _____________________________
$ ___________________
(Receipts should be
attached where available)
REFUND DUE TO
COUNCIL: $
___________________
I declare that the information I have
supplied is correct and represents expenditure incurred by me in attending the
subject event, in accordance with Council's Civic Office Expenses and
Facilities Policy. I authorise Council to deduct (where appropriate) the total
refund due to Council from my next Councillor remuneration payment.
SIGNATURE:
_______________________________________ DATE:
________________
Note:
The claim should be completed and forwarded to the Service Manager, Council
Support within one (1) month of
returning from the Conference, Seminar or Training.
ATTACHMENT 4
COUNCILLORS
CLAIMS FOR SUSTENANCE AND/OR
OUT
OF POCKET EXPENSES IN ACCORDANCE WITH THE
CIVIC
OFFICE EXPENSES AND FACILITIES POLICY
COUNCILLOR:
__________________________________________________________
CONFERENCE/
SEMINAR/TRAINING:
__________________________________________________________
__________________________________________________________
DATE: __________________________________________________________
VENUE: __________________________________________________________
COUNCIL
AUTHORISATION: MEETING DATE: _______________
DETAILS
OF OUT OF POCKET EXPENSES
EXPENSES AMOUNT
(Receipts and tax invoices to be attached)
______________________________________________________ $
___________
______________________________________________________ $
___________
______________________________________________________ $
___________
______________________________________________________ $
___________
______________________________________________________ $
___________
______________________________________________________ $
___________
___________
TOTAL AMOUNT CLAIMED $ ___________
I declare that the information I have
supplied is correct and represents expenditure incurred by me in attending the
subject event, in accordance with Council's Civic Office and Expenses Policy.
Accordingly, I seek reimbursement for the total amount claimed above.
SIGNATURE:
____________________________________ DATE:
__________________
Note:
The claim should be completed and forwarded to the Service Manager, Council
Support within one (1) month of
returning from the Conference, Seminar or Training.