2023-02-01 Special Meeting Agenda

SPECIAL MEETING REPORT   1 FEBRUARY 2023




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SPECIAL MEETING REPORT                                                                       1 FEBRUARY 2023

           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
           e     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).
           5.2   Private use of Council Vehicles
           The use of Council vehicles for private use is only available in emergency situations and the cost of
           such usage shall be provided at the applicable ATO rate for the vehicle size.
           5.3   Fuel Costs
           All fuel used in a Council owned vehicle on official Council business will be provided or paid for by
           Council.

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