2018-05-08 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA     8 MAY 2018




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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                          8 MAY 2018

   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
   accommodation subject to availability. Otherwise, suitable accommodation will be sought within a
   reasonable distance to the venue in which the Councillor is to attend.

   Overnight accommodation will be reimbursed when a Councillor is unexpectedly required to stay
   outside the Sunshine Coast Region and it is unreasonable to expect the Councillor to return home
   for the night (accommodation selected should be of a reasonable standard and appropriately
   priced).

   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.

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