2014-08-19 Planning & Organisation Committee Agenda - Pages 102-155

PLANNING & ORGANISATION COMMITTEE MEETING AGENDA   19 AUGUST 2014




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PLANNING & ORGANISATION COMMITTEE MEETING AGENDA                                              19 AUGUST 2014

           COUNCIL POLICY —- ENTERTAINMENT & HOSPITALITY EXPENDITURE

           Alcohol Provision and Consumption

           Alcohol may only be provided at an official Council function if it has been approved prior to the
           function by the Mayor, CEO or their nominee. Alcohol must not be provided during meetings or
           training courses provided by the Council, unless approved by the CEO or nominee.

           Alcoholic drinks may not be provided for officers except where the officer attends a function at
           which alcoholic drinks are provided for other persons under this policy.   As officers at such a
           function represent the Council they must consume alcohol in a responsible manner.

           Unreasonable and Inappropriate Expenditure

           Examples of expenditure which is generally considered not to be reasonable and appropriate and
           therefore to be treated as private expenditure include:

            e  Tips or gratuities;
            e  Alcoholic drinks;
            e  Stocking of bar fridges (unless otherwise approved by the Mayor or CEO);
            e  Mini bar expenses; and
            e  Morning or afternoon tea outside of Council premises (attended only by Council officers).

           ROLES AND RESPONSIBILITIES

           The following responsibilities apply to all Councillors and Council officers:
            e  Be aware of and comply with this Policy;
            e  Ensure the expenditure is appropriate and would pass the public accountability test;
            e  Report suspected breaches of policy in accordance with the Employee Code of Conduct;
            e  A tax invoice must be obtained for all costs, and fringe benefits tax declarations must be
               completed. Where a tax invoice cannot be provided, the Council officer incurring the expense
               must provide a detailed list of items of expenditure, together with a statutory declaration
               certifying that the expenditure was incurred for official purposes; and
            e  Ensure all expenditure for entertainment and hospitality is correctly recognised in the financial
               system to ensure reporting obligations are fulfilled.

           RELEVANT LEGISLATION

           Local Government Act 2009
           Local Government Regulation 2012

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            Version    Reason/ Trigger               Change (Y/N)  Endorsed/ Reviewed by    Date
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           Noosa Council                                                                         Page 3 of 3

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