2016-08-09 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                   9 AUGUST 2016


3     Hospitality

Councillors may have occasion to incur hospitality expenses while conducting Council business,
apart from civic receptions organised by Council. The Mayor may particularly require additional
reimbursement when entertaining dignitaries outside of official events.

To allow for this expense, the following amounts can be claimed:
    Councillors up to $500 per annum
    Mayor up to $5,000 per annum

To claim, the Mayor or Councillor must provide a written statement of whom they entertained and
an indication of the costs. Receipts should be provided. All expenses relating to this category
must comply with Council’s Entertainment and Hospitality Expenditure Policy.


4     Private Vehicle Usage

The use of a Councillor’s private vehicle for Council business (as defined) will be reimbursed by
Council.

Councillors may elect one of two options regarding this reimbursement below:

Option 1

Councillors accept an annual payment of $5,000 as reimbursement for the use of their private
vehicles on Council business.

Option 2

Councillors may make a monthly claim for reimbursement of use of their private vehicles on
Council business by submitting the appropriate form detailing the relevant travel based on log
book details.

The amount reimbursed will be based on the published ATO business use of motor vehicle cents
per kilometre rate applicable at the time of travel.

Councillors will be provided with an appropriate log book to assist in this process.


5     Council Vehicles

      5.1   Use of Council provided vehicles on Council business

            Councillors will have access to a suitable Council vehicle for Council business if
            required. A Councillor wishing to use a Council vehicle for Council business must
            submit a request to the Chief Executive Officer at least two (2) days prior to use,
            except in exceptional circumstances as determined between the Councillor and
            Mayor or Chief Executive Officer. Access is subject to availability.

            This is for situations where a Councillor’s own vehicle isn’t immediately available and
            they have to travel on Council business over long distances (for example, a meeting
            in Brisbane).




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