2016-08-09 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                   9 AUGUST 2016


6                        COUNCILLORS' EXPENSE REIMBURSEMENT POLICY UPDATE
DOCUMENT INFORM AT ION




Author                           Governance Advisor, Paul Bright
                                 Executive Office

Index                            ECM/Council Policies

Attachments                      1.   Councillors’ Expenses Reimbursement Policy


EXECUTIVE SUMMARY
Not applicable.

RECOMMENDATION
That Council note the report by the Governance Advisor to the Services & Organisation
Committee Meeting dated 9 August 2016 and adopt the updated Councillors’ Expenses and
Reimbursement Policy provided at Attachment 1.


REPORT
Policy update

It is fair and appropriate that Councillors are reimbursed for all reasonable expenses incurred
whilst undertaking Council business.

The policy provided at Attachment 1 is an updated version of the Councillors’ Expenses and
Reimbursement Policy adopted by Council on 5 April 2016.

The updates made to the policy expand the scope of the professional development entitlement
category to include ‘representation’. Representation is defined in the policy as attendance by a
Councillor at various community and special interest representative group meetings and events
relevant to the role of Councillor.

Whilst the overall budget limits of the policy have not changed, by expanding the professional
development category to include representation, the type of events which Councillors can seek
reimbursement for is more clearly defined and provides certainty with respect to payment of
attendance fees for meetings and events that may not be considered formal professional
development events but are still relevant to Council business.

Councillors must ensure that all claims under the policy align with community expectations.

Previous Council Consideration

At the Post Election Meeting dated 5 April 2016, Council adopted the current Councillors’
Expenses and Reimbursement Policy.

Finance & Risk

Failing to have a clear mechanism in place for Councillors to claim reimbursement for reasonable
costs incurred for attending events relevant to Council business increases the risk of Councillors
not attending such events on financial grounds.




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