2023-02-01 Special Meeting Agenda

SPECIAL MEETING REPORT   1 FEBRUARY 2023




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SPECIAL MEETING REPORT                                                                        1 FEBRUARY 2023

           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
           e     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 $2,500 per year for the quadrennial term of office. However, any amount underspent
           below the $2,500 per year budget within a particular financial year will be budgeted for use during
           the next financial year in addition to the annual $2,500 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:
           e     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;
           °     Travel tickets are not transferrable;
           e     Requests for travel should be made in sufficient time to take advantage of discounts and gain
                 access to the widest range of flights;
           e     Economy class travel is the standard, unless otherwise approved;
           e     Any fine issued whilst undertaking Council business is the responsibility of the Councillor
                 incurring the fine;
           °     Travel insurance 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
           e     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.

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