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

           Entertainment and hospitality expenditure must be pre-authorised.    Council officers must not
           authorise their own entertainment and hospitality expenditure. Expenditure by the Chief Executive
           Officer (CEO) must be authorised by the Mayor. Expenditure by a Director or the Executive
           Manager must be authorised by the CEO or nominee. Expenditure by a Manager or officer must be
           authorised by the CEO, relevant Director / Executive Manager or Manager respectively.
           Officers incurring and authorising the expenditure must demonstrate that the expenditure will
           benefit Council and has been authorised for official purposes.
           Expenditure deemed by this Policy to be inappropriate or unreasonable must be repaid to Council
           within 21 days (3 weeks) of being notified.
           Entertainment and hospitality expenditure must be properly documented and accounted for so as
           to satisfy audit, legislative and reporting requirements.
           Entertainment and Hospitality Expenditure
           Entertainment and hospitality expenditure includes entertaining visitors (where the Council has an
           interest in, or a specific obligation towards, facilitating the visit) such as intrastate, interstate and
           overseas delegates, representatives of business, industry, recognised community organisations,
           and other levels of Government. Such entertainment and hospitality should not be a substitute for
           meetings as part of normal Council business. Attendees must ensure that there is no conflict of
           interest or breach of the Employees’ Code of Conduct by their attendance or participation.
           Council will meet the cost of food and drinks provided to Council officers but generally only in the
           following circumstances:
            e  A light meal may be provided for officers who are required to work during a meal time and an
               alternative meal break is not available. This includes committee and working group meetings,
               conferences, seminars and training sessions where the cost is met by the Council;
            e  If an officer is required to attend a meeting or other function attended by external persons
               where food and drink may be provided for all attendees, provided it is in accordance with this
               policy.

           Other types of expenses considered reasonable as official expenditure include:
           1.    Tea / coffee or similar for official visitors;
          2.     Breakfast / lunch / dinner for official visitors;
          3.     Light refreshments for internal meetings, conferences, workshops, seminars and other
                 business purposes approved by relevant Director / CEO;
          4.     Charges for attendance at official functions;
           5.    Employer reward and recognition presentations, such as recognition of Council officers for
                 above and beyond achievement;
           6.    Visits by overseas delegates;
          7.    Annual Christmas celebrations;
           8.    Other specific celebrations authorised by the CEO (including social club events); and
           9.    Civic Functions and receptions.

           The number of staff attending official functions should be kept to a minimum and should only
           include those who will be able to advance Council business by their attendance. Expenditure
           should not be incurred for attendance of partners except when the prior approval of the Mayor in
           the case of Councillors and the CEO in relation to officers has been obtained.

           Noosa Council                                                                        Page 2 of 3

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