Proposed Amendment to Civic Office Expenses and Facilities Policy

Item 14.5 - Attachment 1

Proposed Amendment to Civic Office Expenses and Facilities Policy

ATTACHMENT 1

Review of Policy on Civic Office Expenses and Facilities 2009

PART 1 - SUMMARY OF CURRENT POLICY AND PROPOSED PROVISIONS

The following tables summarises Council’s current facilities and expenses together with items indicated in the analysis by Findlay and Associates as proposed. Proposed changes to the Policy Provisions are shown highlighted in italicised. The table should be read in conjunction with Council’s Policy.

Facility/Expense	Current Policy		Proposed Policy		Comments/Limits
	Councillor	Lord Mayor	Councillor	Lord Mayor
Conferences, Seminars & Training
Registration	Yes	Yes	Yes	Yes	As per Annexure 1 to Policy and Resolution
Spouse/Partner Registration	Yes	Yes	Yes	Yes	Registration and Conference dinner
Accommodation	Yes	Yes	Yes	Yes
Travel	Yes	Yes	Yes	Yes
Taxis	Yes	Yes	Yes	Yes
Rental Cars	Yes	Yes	Yes	Yes	Out-of-Pocket Expenses
Parking Fees	Yes	Yes	Yes	Yes	Out-of-Pocket Expenses
Sustenance and Out-of-Pocket Expenses	Yes – NSW PS Allowance	Yes – NSW PS Allowance	*$200/day with receipts*	*$200/day with receipts*	*Reimbursement on claim where not provided in Conference Payments*

Carer’s Expenses	No	No	*$4000p.a.*	*$4000p.a.*	*Reimbursement on basis of claim*

Travel Expenses
Cabcharge Card	$3000p.a.	$6000p.a.	*$3250p.a.*	*$6500p.a.*	*Including travel to, from and at conferences.*
Bus/Train/Ferry	Yes	Yes	Yes	Yes	Reimbursement on basis of claim
Private Vehicle Allowance	LGA State Award Rate	LGA State Award Rate	LGA State Award Rate	LGA State Award Rate	Reimbursement on basis of claim
Airfares - Domestic	Economy	Economy	*Economy* */Option*	*Economy* */Option*	*Optional Business over 2.5 hours*
Airfares - International	Economy	Economy	*Economy* */Option*	*Economy* */Option*	*Optional Business over 2.5 hours*
Council Vehicle	No	Yes	No	Yes	As per Policy

Facilities
Office with Facilities	Yes	Yes	Yes	Yes
Lord Mayoral Suite	No	Yes	No	Yes
Meetings Meals & Refreshments	Yes	Yes	Yes	Yes
Office Refreshments	Yes	Yes	Yes	Yes
Parking	Yes	Yes	Yes	Yes	Council Chamber Building
Secretarial Support	Yes	Yes	Yes	Yes
Administrative & Policy Support	No	Yes	No	Yes
Filing Cabinet	Yes	Yes	Yes	Yes	On request
Stationery Letterheads, Business Cards	Yes	Yes	Yes	Yes
Christmas Cards	150	Unlim.	*300*	Unlim.
Postage	1000	Unlim.	*1500*	Unlim.
Calendars/Diaries	Yes	Yes	Yes	Yes
Attache/Pilot Case	Yes	Yes	Yes	Yes	On request
Executive Portfolio	Yes	Yes	Yes	Yes	On request
Notebook Computer	Yes	Yes	Yes	Yes
Printer	Yes	Yes	Yes	Yes
Scanner	Yes	Yes	Yes	Yes
Palm Pilot / Blackberry	Yes	Yes	Yes	Yes	On request
Facsimile Equipment	Yes	Yes	Yes	Yes
Hand Held Dictaphone	Yes	Yes	Yes	Yes	On request
Mobile Phone and Hands Free Car Kit	Yes	Yes	Yes	Yes	On request
Mobile Phone Costs	$175 per month	$175 per month	*$200 per month*	Unlim	*Move to capped plan without accumulation*
Internet Access	Yes	Yes	Yes	Yes	As per Policy
Corporate Credit Card	No	Yes	No	Yes	As per Policy
Council Blazer	No	No	1	1	*On request*
Council Business Shirt/Blouse	No	No	*2 p.a.*	*2 p.a.*	*On request*
Council Neck Tie/Scarf	No	No	*Yes*	*Yes*	*On request*
Formal Attire	Hire Costs	$500 p.a.	Hire Costs	*$517 p.a.*	When required to officially represent Council
Charitable and Community Functions	Reasonable expenses	Reasonable expenses	Reasonable expenses	Reasonable expenses	Including spouse, subject to Policy
Presentation and special event items and attire	Yes	Yes	Yes	Yes	On request

Insurance
Personal Injury	Yes	Yes	Yes	Yes	As per Policy
Professional Indemnity	Yes	Yes	Yes	Yes	As per Policy
Public Liability	Yes	Yes	Yes	Yes	As per Policy

Legal Assistance	Yes	Yes	Yes	Yes	As per Policy

PART 2 - ADMINISTRATION OF POLICY CHANGE

Exhibition

Section 253 of the Local Government Act, 1993 requires that public notice of the Policy and any amendments proposed to it must be given prior to its adoption, and a period of not less than 28 days permitted for the making of submissions. In the event that the above proposals, or similar, are accepted by Council, the proposed policy will be advertised and submissions included in a final report to Council.

Expenditure Capping and Limits

The proposed changes are aimed at addressing the analysis provided by Findlay and Associates and the DLG Guidelines requiring that monetary limits must be set on all expense provisions of the policy and that the provision of facilities and equipment must not be open ended.

PART 3 – SCHEDULE OF PROPOSED AMENDMENTS

Amendments to Part 5 – Conferences and Seminars

(Replace the existing Part 5 with the following)

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.

Discussion: this aims to clarify the commitment to providing development for councillors whilst providing for defined limits in accordance with the Department of Local Government Guidelines

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 airfares (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).

(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.

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 Sydney at 1 July each year:

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.

Discussion: included to reflect proposal shown in analysis by Findlay and Associates. Proposal provides for definitions and simplifies allowance through a maximum daily rate. Simplified reconciliation and claim forms included.

Amendments to Part 6 – Overseas and Interstate Travel

(Insert a new Paragraph at (a) and re-number subsequent paragraphs).

(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.

Discussion: this reflects the option to choose other than Economy class for long flights and is consistent with State Government and other Councils’ provisions.

Amendments to Part 7 – Travel Expenses

(Amend paragraphs 7(a) and 7(b) )

(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..

Discussion: increased limit on Cabcharge is aimed at covering the additional cost of taxis for conference, seminar and training attendance.

Insertion of New Part 8 (and re-number subsequent paragraphs)

8 CARER’S EXPENSES

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.

Discussion: included to reflect proposal shown in analysis by Findlay and Associates. A maximum of $4000 per calendar year is proposed consistent with the maximum set at a number of other councils.

(NOTE:- Within the current budget year, no revenue source is available to fund the inclusion of this part. As such, any adoption of this part would not become ‘active’ until such a source had been identified through the Management Plan process.)

Amendment to Part 10.1(a)

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.

Discussion: increased limit reflects proposal shown in analysis by Findlay and Associates.

Amendment to Part 10.1(l)

(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 i.e 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.

Amendment to Part 10.1(n)

(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 on the basis of a capped plan, with any additional costs 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 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.

Discussion: migrating to provider capped plan significantly reduces administration and costs.

Insertion of a New Part 10.1(r)

(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.

Discussion: the inclusion of Council clothing reflects analysis by Findlay and Associates and is consistent with a number of other councils.

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.