2023-02-01 Special Meeting Agenda

SPECIAL MEETING REPORT   1 FEBRUARY 2023



                               Attachment 1




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SPECIAL MEETING REPORT                                                                           1 FEBRUARY 2023

                                                                                                            Attachment 1

                  E a                                                                     Council Policy
                  @       |   COUNCIL
                                                             COUNCILLORS’                        EXPENSES
                                                              REIMBURSEMENT                                AND
                                                              PROVISION OF FACILITIES
                  Corporate Plan Reference:                | Excellence as a Council
                  Endorsed by Council:                       18 August 2022

                  Policy Author:                             Director Executive Services

                  POLICY BACKGROUND
                 The purpose of this policy is to set the parameters to authorise payment of reasonable expenses
                  incurred, or to be incurred, by Councillors; and provide facilities including administrative support to
                 assist Councillors to discharge their duties and responsibilities having regard to local circumstances.
                 This policy aims to ensure accountability and transparency in the reimbursement of expenses
                  incurred by the Mayor and Councillors.
                 This policy is aligned to the principles underpinning the Local Government Act 2009 (the Act), that
                  is:
                 °     Transparent and effective processes and decision-making in the public interest;
                 °     Good governance of, and by, local government; and
                 °     Ethical and legal behaviour of Councillors and local government employees.
                 This Policy applies to the Mayor and Councillors and is made pursuant to section 250 of the Local
                  Government Regulation 2012.
                  Definitions
                 Council Business shall mean official business conducted on behalf of Council, where a Councillor
                  is required to undertake certain tasks to satisfy legislative requirements or achieve Council
                 objectives, for example, attend official Council meetings, Councillor forums and workshops, formal
                  professional development training relevant to Councillor responsibilities, Committees/Boards as
                  Council's official representative, and scheduled meetings relating to Council appointments.
                  Council Business should result in a benefit being achieved either for the local government and/or the
                  local community, for example, this includes but is not limited to:
                 °     Preparing, attending and participating in Council meetings, Committee meetings, workshops,
                       strategic briefings, deputations and inspections;
                  °    Investigating issues/complaints regarding Council services raised by residents/ ratepayers/
                       visitors to the Council area;
                  °    Undertaking approved professional development opportunities;
                  °    Attending civic functions or events;
                  °    Attending public/community meetings, presentation dinners, annual general meetings where
                       invited as a Councillor;
                  °    Attending a community event (e.g. school fete, community group awards and presentations,
                       fundraisers) where a formal invitation has been received.

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