2018-10-09 Services & Organisation Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA   9 OCTOBER 2018




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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                               9 OCTOBER 2018

                 Council will reimburse expenses e.g. flights, motor vehicle, parking costs, accommodation,
                 meals and associated registration fees, deemed reasonable and necessary to achieve the
                 business of Council where:
                 e     A Councillor is an official representative of Council; and
                 °     The activity/event and travel has been endorsed by resolution of Council, or by the Mayor
                       for Councillors other than the Mayor, and by the CEO for the Mayor.
                 2.2.  Discretionary Professional Development & Representation
                 Each Councillor can attend, at their discretion, meetings, workshops, courses, seminars and
                 conferences that improve their skills or which are relevant to the role of Councillor. This will
                 generally be limited to $1,500 per year for the quadrennial term of office. However, any amount
                 underspent below the $1,500 per year budget within a particular financial year will be budgeted
                 for use during the next financial year in addition to the annual $1,500 limit. There is no transfer
                 permitted between Councillors and no carry forward option beyond one year.
                 There is no requirement for a Council resolution to approve these attendances. Council will pay
                 for or reimburse expenses e.g. transport costs (such as flights, taxis, vehicle hire, and parking),
                 accommodation, meals and associated registration fees, deemed reasonable and necessary.
                 For reimbursement, the Councillor must submit details to the Chief Executive Officer prior to
                 attending and provide all relevant documentation within 14 days, of attending the event to
                 ensure reimbursement of expenses.
            Details/Conditions for travel under Section 2
            Travel
           Approval for such travel as noted above is subject to the following conditions:
            °    Where possible all travel by Councillors will be booked and paid for by Council in advance;
            °    Travel is to be undertaken, by the most direct route;
            e    Travel tickets are not transferrable;
            e    Requests for travelh.should be made in sufficient time to take advantage of discounts and gain
                 access to the widest range of flights;
            °    Economy,.class travel is the standard, unless otherwise approved;
            °    Any-fine issued whilst undertaking Council business is the responsibility of the Councillor
                 incurring the fine;
            °    Travehinsurance is provided for all,Councillors on Council business.
            Meals when travelling for Council.business
            The reimbursement.of meal costs of Councillors when travelling on Council business may be made
            using one of the two methods below:
            Method 1 - Council will reimburse the reasonable cost of meals where a Councillor:
            °    Incurs the cost personally; and
            e    Is not provided with a meal within the registration costs of the approved activity/event; and
            .    Produces a valid tax invoice.
            Method 2 - If a Councillor is unable to produce a tax invoice and seeks reimbursement for meals
           while attending official Council business, he/she may claim up to the maximum meal allowance in
            accordance the Australian Tax Office (ATO) standards.
            Expenses relating to the consumption of alcohol will not be reimbursed.
           Accommodation
            Councillors may need to stay away from home overnight while attending to Council business. All
            accommodation associated with Council business will be booked and paid for by Council.
            When attending conferences, Councillors should try to take advantage of the package provided by
            conference organisers (if offered and applicable) and therefore stay in the recommended
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