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2016-04-05 Post Election Meeting Agenda
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AGENDA
Post Election Meeting
Tuesday, 5 April 2016
commencing at 11am
Council Chambers, 9 Pelican Street, Tewantin
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Section 2
POST ELECTION MEETING AGENDA 5 APRIL 2016
TABLE OF CONTENTS
ITEM PAGE
ATTENDANCE & APOLOGIES -
POST ELECTION MEETING REPORTS 3
1 APPOINTMENT OF DEPUTY MAYOR 3
2 ESTABLISHMENT OF COUNCIL STANDING COMMITTEES AND ADOPTION OF
COUNCIL MEETING TIMETABLE 5
3 COUNCILLORS' EXPENSES AND REIMBURSEMENT POLICY 10
MEETING CLOSURE -
Page 2 of 18
Section 3
POST ELECTION MEETING AGENDA 5 APRIL 2016
POST ELECTION MEETING REPORTS
1 APPOINTMENT OF DEPUTY MAYOR
DOCUMENT INFORM AT ION
Author Chief Executive Officer, Brett de Chastel
CEO’s Office
Index ECM/ Subject/ Councillors / Mayor – Governance and Administration
Attachments Nil
EXECUTIVE SUMMARY
Nil.
RECOMMENDATION
That Council note the report by the Chief Executive Officer to the Post Election Meeting dated 5
April 2016 and appoint Councillor _________________ as Deputy Mayor in accordance with
Section 175 of the Local Government Act 2009.
REPORT
Section 175 of the Local Government Act 2009 (the Act) requires that Council resolve to appoint
a Deputy Mayor from its Councillors at the Post Election meeting.
Other than the requirement for such an appointment, the Act and Local Government Regulation
2012 are silent with regard to the process.
It is proposed that the process for the appointment of the Deputy Mayor commence with the
Mayor calling for nominations. Should there be only a single nomination the Mayor would call for
a motion proposing the election of the nominated individual and the motion would then be
considered.
In the event of more than one nomination it is proposed that the preferred nominee be selected
by means of an exhaustive secret ballot, with the Chief Executive Officer and PA to the CEO
acting as Returning Officers. Once the preferred nominee has been identified, the Chief
Executive Officer will inform the Council of the successful nominee’s name and the ballot papers
destroyed. The Mayor would then call for a motion proposing the appointment of the identified
individual and the motion be put.
Previous Council Consideration
Nil.
Finance & Risk
The remuneration for the Deputy Mayor position is already factored into Council’s budget.
Page 3 of 18
Section 4
POST ELECTION MEETING AGENDA 5 APRIL 2016
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Nil.
Departments/Sections Consulted:
x Chief Executive Officer Community Services Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 4 of 18
Section 5
POST ELECTION MEETING AGENDA 5 APRIL 2016
2 ESTABLISHMENT OF COUNCIL STANDING COMMITTEES AND ADOPTION OF
COUNCIL MEETING TIMETABLE
DOCUMENT INFORM AT ION
Author Chief Executive Officer, Brett de Chastel
CEO’s Office
Index ECM/ Subject/ Councillors/ Mayor – Governance & Administration
Attachments 1. Council Meeting Calendar 2016
EXECUTIVE SUMMARY
Nil.
RECOMMENDATION
That Council note the report by the Chief Executive Officer to the Post Election meeting dated
5 April 2016 regarding the establishment of Standing Committees and the adoption of the Council
meeting timetable for the remainder of 2016 and:
1. Approve the establishment of the Planning and Environment Committee, the Services and
Organisation Committee, and the General Committee as Standing Committees under
section 264 of the Local Government Regulation 2012, with the relevant roles and
responsibilities identified in the Chief Executive Officer’s report;
2. Appoint the following Councillors to each of the Committees:
Planning and Environment Committee
Councillor Wellington
Councillor __________
Councillor __________
Councillor __________
Services and Organisation Committee
Councillor Wellington
Councillor __________
Councillor __________
Councillor __________
General Committee
The Mayor and all Councillors
3. Note that pursuant to section 267 of the Local Government Regulation 2012, each
Committee will appoint its own chairperson; and
4. Adopt the times and dates of future meetings of the Council and Committees in accordance
with the Meeting Calendar 2016 shown at Attachment 1 to the report, with all meetings to
be held at the Council Chambers at Tewantin other than the Ordinary Meeting on 20
October 2016 which will be held offsite at Cooroy.
Page 5 of 18
Section 6
POST ELECTION MEETING AGENDA 5 APRIL 2016
REPORT
The purpose of this report is for Council to consider the establishment of standing committees as
part of its decision making process, membership of those committees and the adoption of a
meeting timetable for the remainder of 2016.
The Local Government Regulation 2012 provides that a council may appoint from its Councillors,
standing committees or special committees to assist it to deal with matters.
It is proposed that the Council’s decision making process be based on a similar system to that
used by the Noosa Council for the last few years. This structure is made up of two Standing
Committees each comprising the Mayor and three Councillors (Committees), a Standing
Committee comprising all Councillors (General Committee) and the Ordinary Meeting.
Pursuant to Section 264 of the Local Government Regulation 2012, it is proposed that the
following Standing Committees be established:
Planning and Environment Committee comprising the Mayor and three Councillors;
Services and Organisation Committee comprising the Mayor and three Councillors; and
General Committee comprising the Mayor and all Councillors.
The roles of the Planning and Environment Committee, the Services and Organisation
Committee, and the General Committee are:
1. To make recommendations to Council on:
The formulation of program policies, objectives, priorities and levels of service and
the course of action for specific issues and matters presented to the relevant
Committee for determination;
Issues arising from the monitoring and review of the operation and performance of
the Council’s programs.
2. To provide oversight and guidance to staff on policies and issues relating to the programs
under their Department’s jurisdiction.
Areas of responsibility of the Planning and Environment Committee include the responsibilities
associated with the functions of:
Development Assessment Planning;
Building and Plumbing;
Strategic Land Use Planning; and
Environment (including Sustainability and Natural Areas).
Areas of responsibility of the Services and Organisation Committee include the responsibilities
associated with the functions of:
Community Services (including Community Facilities, Libraries and Galleries, Waste
Management, Environmental Health, Local Laws and Community Development);
Infrastructure Services (including Infrastructure Planning and Design, Civil Works and
Maintenance and Parks);
Corporate Services (including Finance, ICT, Revenue Services, Procurement and Fleet and
Property and Facilities);
Executive Office (including Governance, Customer Service, HR, Community Engagement
and Economic Development); and
CEO’s office.
Page 6 of 18
Section 7
POST ELECTION MEETING AGENDA 5 APRIL 2016
The General Committee has the responsibility to deal with matters not dealt with at the Planning
and Environment Committee and the Services and Organisation Committee.
As a matter of protocol, matters are referred to the General Committee for consideration when a
Councillor does not agree with the staff recommendation or when the matter is so significant that
it should be considered by all Councillors. Our protocol requires a Councillor to request a matter
be referred to the General Committee with such a request being made to the relevant
Chairperson of the Committee or via the CEO, generally prior to the Committee meeting.
The rules for the conduct of Standing Committees are dictated by the Local Government Act
2009 the Local Government Regulation 2012 and Council’s Standing Orders.
Standing Committees can only deal with the subject matters for which they are formally
established, they have no statutory powers and can only recommend a course of action to the
Council unless formal delegation of power by the Local Authority has been given. It is not
proposed to have Standing Committees with decision making powers.
Like the Ordinary Meeting, Standing Committees are open to the public unless a meeting is
closed pursuant to section 275 of the Local Government Regulation 2012. Noosa Council has
always had a tradition of not closing meetings to the public unless there is a clear legal
requirement or need to do so. Items for Council consideration are placed on the agenda of the
appropriate Committee by the CEO.
In relation to the conduct of Standing Committees, section 267 of the Local Government
Regulation 2012, states that a local government may appoint a chairperson of each Committee
or alternatively, the Committee may appoint a chairperson if the Council does not make such an
appointment. The proposal is that each Committee can appoint their own chairperson. This
enables more flexibility in the future if we wish to provide other Councillors with the opportunity to
gain experience in chairing Committee meetings.
It is also proposed that the meetings of the Committees occur in the Tewantin office generally on
a monthly cycle during the remainder of 2016 as follows:
Planning and Environment Committee, on the Tuesday morning prior to the week of the
General Committee Meeting and the Ordinary Meeting, commencing at 9.30am.
The first meeting of the Planning and Environment Committee is scheduled for 19 April
2016.
Services and Organisation Committee, on the Tuesday afternoon prior to the week of
the General Committee Meeting and the Ordinary Meeting, commencing at 1.30pm.
The first meeting of the Services and Organisation Committee is scheduled for 19 April
2016.
General Committee, on the Monday prior to the Ordinary Meeting, commencing at 10am.
The first meeting of the General Committee is scheduled for Tuesday 26 April 2016 (due to
Monday being the ANZAC Day public holiday).
Ordinary Meeting, on the third Thursday of each month, commencing at 6pm.
(The first Ordinary Meeting is scheduled for 28 April 2016. This will be the fourth Thursday
of April due to the timing of the Post Election meeting.)
Special Council Meetings
It should be noted that Special Council meetings can be called to deal with specific issues if
required. In accordance with past practice, these would be generally called for issues such as
the consideration of the Council budget or the budget adoption.
Page 7 of 18
Section 8
POST ELECTION MEETING AGENDA 5 APRIL 2016
Community Council Meetings
In 2014 and 2015, the Council held two Ordinary Meetings each year at different community
locations including Pomona and Peregian Beach (2014) and Cooran and Noosa Junction (2015).
These community Council meetings provide an opportunity for local communities to meet with the
Mayor and Councillors and discuss local issues. It is intended to continue this process with one
meeting to be held in Cooroy in October 2016. In future years, we can look at two meetings per
year with future options including Kin Kin and Sunshine Beach and perhaps starting to revisit
some of the areas we have already visited previously.
The proposed Council Meeting Calendar is attached for adoption. Late each calendar year, the
Council will adopt a meeting schedule for the following year as part of its usual meeting
processes.
Previous Council Consideration
Nil.
Finance & Risk
Nil.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
Mayor and Councillors.
Departments/Sections Consulted:
x Chief Executive Officer x Community Services x Corporate Services
Executive Officer to the Mayor & CEO Community Facilities Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
x Executive Office x Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 8 of 18
Section 9
ATTACHMENT 1
Page 9 of 18
ATTACHMENT 1
AEN e ROOlUN oe
om MEETING CALENDAR 2016
JANUARY FEBRUARY MARCH
M T WwW T F s Ss M T WwW T F RS iS M T WwW T F Ss Ss
1.2 =3 1 3 4 5 6 7 2 3 4 5 6
4 5 6 7 8 9 10 9 10°14 12 13 14 8 9 10 11 12 13
12 13°14 15 16 17 15 16 17 18 19 20 21 14 15 16 17 18 19 20
18 19 20 21 22 23 24 22 23 24 25 26 27 28 21 22 23 24
25 27 28 29 30 31 29 29 30 31
APRIL MAY JUNE
M T Ww T F Ss Ss M T Ww T F Ss Ss M T Ww T F Ss Ss
1 2 3 1 1 2 3 4 5
4 5 6 7 8 9 10 3 4 5 6 7 8 6 7) 8 9 10 11 12
11 12 13 14 15 16 17) | 9) 11 12 13 14 15 14 15 16 17 18 19
18 20 21 22 23 24 17 18 19 20 21 22 20 21 22 23 24 25 26
27 29 30 23 24 25 26 27 28 29 27 28 29 30
30 31
JULY AUGUST SEPTEMBER
M T WwW T F iS Ss M T WwW T F SS Ss M T WwW T F Ss Ss
1 2 3 1 2 3 4 5 6 7 1 2 3 4
4 5 6 7 8 9 10 8 10 11 12 13 14 5 7 8 10 11
11 13 14 15 16 17 16 17 18 19 20 21 13 14 16 17 18
19 20 21 22 23 24 22 23 24 25 26 27 28 19 20 21 22 23 24 25
25 26 27 28 29 30 31 29 30 31 26 27 28 29 30
OCTOBER NOVEMBER DECEMBER
M T WwW T F Ss Ss M T Ww T F Ss Ss M T Ww T F Ss Ss
1 2 1 2 3 4 5 6 1 2 3 4
4 5 6 7 8 9Q 7 9 10 11 12 13) | 5 7 8 9 10 11
10 12 13 14 15 16 15 16 17 18 19 20 13 14 15 16 17 18
18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24
24 25 26 27 28 29 30 28 29 30 28 29 30 31
31
Membership:
Planning & Environment Committee: Cr (Chair), Cr ,Cr , Mayor Tony Wellington
Services & Organisation Committee: Cr (Chair), Cr ,Cr , Mayor Tony Wellington
General Committee: All Councillors (Chair - Cr )
lL] 1.30pm Services & Organisation Committee _ Public Holidays
9.30am Planning & Environment Committee . .
I) 10am General Committee
| | 6pm Ordinary Meeting
Page 9 of 18Section 10
POST ELECTION MEETING AGENDA 5 APRIL 2016
3 COUNCILLORS' EXPENSES AND REIMBURSEMENT POLICY
DOCUMENT INFORM AT ION
Author Governance Advisor, Paul Bright
Executive Office
Index ECM/ Subject/ Corporate Governance
Attachments 1. Councillors’ Expenses and Reimbursement Policy
EXECUTIVE SUMMARY
Not applicable.
RECOMMENDATION
That Council note the report by the Governance Advisor to the Post Election Meeting dated 5
April 2016 and adopt the updated Councillors’ Expenses and Reimbursement Policy provided at
Attachment 1.
REPORT
1. Background
Pursuant to section 250 of the Local Government Regulation 2012 (LGR), a local government
has the power to, and must adopt an expenses reimbursement policy.
Section 249 of the LGR defines an ‘expenses reimbursement policy’ as a policy providing for the
following:
(a) Payment of reasonable expenses incurred, or to be incurred, by Councillors for discharging
their duties and responsibilities as Councillors;
(b) Provision of facilities to Councillors for that purpose.
The policy provided at Attachment 1 is an updated version of the Councillors Expenses and
Reimbursement Policy adopted by the previous Council on 2 January 2014. It is a requirement of
the current policy that this policy be reviewed within six months of each quadrennial election.
2. The Policy
It is fair and appropriate that Councillors are reimbursed for all reasonable expenses incurred
whilst undertaking Council business and that they are provided with adequate facilities necessary
to perform their Council duties.
The purpose of the policy is to ensure accountability and transparency by setting the parameters
to authorise payment of reasonable expenses incurred, or to be incurred by Councillors; and
outline the provision of facilities to be provided to assist Councillors in discharging their duties
and responsibilities.
Council has a broad discretion when determining the nature and scope of support facilities to be
provided under this policy. However, it must ensure that the allocation of expenses and facilities
provided is aligned to community expectations and do not constitute additional remuneration to
that which is set by the Local Government Remuneration and Discipline Tribunal.
Page 10 of 18
Section 11
POST ELECTION MEETING AGENDA 5 APRIL 2016
The policy has been developed having regard to the following Local Government Principles as
outlined in section 4 of the Local Government Act 2009:
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.
Two fundamental definitions contained in the policy which must be considered when adopting
and interpreting this policy are; ‘what is reasonable’; and what constitutes ‘Council business’.
Previous Council Consideration
The policy was originally adopted by Council at the Ordinary Meeting on 2 January 2014 and was
updated on 26 June 2014.
Finance & Risk
Council’s Corporate Services Department prepares the annual Councillor Expenses budget in
accordance with the provisions and limits of the policy. It has been identified that the relevant
financial limits contained in the policy are in line with that of other similar sized Queensland
Councils.
Council is required to publish in its Annual Report the details of expenses incurred by, and the
facilities provided to, each Councillor during the relevant financial year under the policy. Any
failure to comply with the requirements and limits of this policy could result in reputational
damage to Council for failing to meet the community’s expectations.
Consultation
External Consultation - Community & Stakeholder
Nil.
Internal Consultation
The policy has been updated in consultation with the Chief Executive Officer, Council’s Executive
Manager, Management Accountant, Governance Advisor and Personal Assistant to the Mayor.
Departments/Sections Consulted:
X Chief Executive Officer Community Services X Corporate Services
Executive Officer to the Mayor & CEO Community Facilities x Financial Services
Executive Support Community Development ICT
Libraries & Galleries Procurement & Fleet
Local Laws Property & Facilities
Waste & Environmental Health Revenue Services
X Executive Office Planning & Infrastructure
Community Engagement Building & Plumbing Services
Customer Service Civil Operations
Economic Development Infrastructure Planning & Design
x Governance Planning & Environment
Human Resources Strategic Land Use Planning
Sustainability
Page 11 of 18
Section 12
ATTACHMENT 1
Page 12 of 18
ATTACHMENT 1
x )_ | NOOSA Council Policy
i Keeleneie COUNCILLORS’ EXPENSES
REIMBURSEMENT POLICY
| Corporate Plan Reference: ‘A sustainable Council
Endorsed by Council: 2 January 2014
Policy Author: Executive Manager
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 to assist Councillors to discharge
their duties and responsibilities.
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 Loca/ Government Act 2009 (the Act), that
is:
e Transparent and effective processes and decision-making in the public interest;
e Good governance of, and by, local government; and
e 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.
Page 12 of 18Section 13
Page 13 of 18
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,
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:
e Preparing, attending and participating in Council meetings, Committee meetings, workshops,
strategic briefings, deputations and inspections;
e Investigating issues/complaints regarding Council services raised by residents/ ratepayers/
visitors to the Council area;
e Undertaking approved professional development opportunities;
e Attending civic functions or events;
e Attending public/community meetings, presentation dinners, annual general meetings where
invited as a Councillor;
e Attending a community event (e.g. school fete, community group awards and presentations,
fundraisers) where a formal invitation has been received.
Participating in a community group event or being a representative on a Board not associated with
Council is not regarded as Council business.
Councillors shall mean the Mayor and Councillors unless otherwise stated.
Expense shall mean payments made by Council to reimburse Councillors for their reasonable
expenses incurred or to be incurred when discharging their duties as Councillors. These payments
are not regarded as remuneration. The expenses may be either reimbursed to Councillors or paid
direct by Council for something that is deemed a necessary cost or charge when on Council
business.
Facility shall mean the ‘tools of trade’ provided by Council, required to enable Councillors to
perform their duties with relative ease and at a standard appropriate to fulfil their professional role
for the community.
Hospitality expense is defined in Council's Entertainment and Hospitality Expenditure Policy as
reasonable costs associated with entertaining visitors (where Council has an interest in, or a
specific obligation towards, facilitating the visit).
Reasonable shall mean the application of sound judgement and consideration of what is prudent,
responsible and acceptable to the community when determining levels of facilities and expenditure.
Page 13 of 18Section 14
Page 14 of 18
COUNCIL POLICY
1 General Entitlement
Councillors are entitled to be reimbursed reasonable expenses incurred while undertaking Council
business and to be provided with facilities to assist them in undertaking their duties.
2 Professional Development
Council will reimburse or be responsible for the cost of reasonable expenses incurred for:
e Mandatory professional development; and/or
e Discretionary professional development deemed essential for the Councillor's role.
Any professional development requiring overseas travel requires a formal Council resolution.
2.1 Mandatory Professional Development
Noosa Council will reimburse or cover expenses incurred for the following activities:
e the Mayors—aAttendance of two delegates at the LGAQ (Local Government Association
Queensland) Annual _ Conference: The Mayor (for the Mayor’shis Nominee Councillor) as the
primary delegate and a Councillor as a secondary delegate:
e Attendance of the Mayor at the LGAQ-and ALGA (Australian Local Government Association)
Annual Conferences and any other ALGA relevant conferences/seminars/workshops;
e Workshops, courses, seminars and conferences thatthat are important to the role of a
Councillor where —Aapproval to attend is made-+yobtained via Council resolution fellowing-a
repertte- Councit seeking approval for attendance_or granted by the Mayor.
2.2 Discretionary Professional Development
Each Councillor can attend, at their discretion, workshops, courses, seminars and conferences that
improve their skills relevant to the role of Councillor. Fhis+rainingisnitialhimited te $5,000 ser
when-setting the budget This training is limited to $1,500 per year for the quadrennial term of
office.
There is no requirement for a Council resolution to approve these attendances. However, 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.
3 Travel as Required to Represent Council
Council will reimburse travel expenses (e.g. flights, motor vehicle, 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.
Approval for such travel is subject to the following conditions:
e Wherever possible all travel by Councillors will be booked and paid for by Council in advance;
e Travel is to be undertaken by the most direct route;
e 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;
Page 14 of 18Section 15
Page 15 of 18
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;
e Travel insurance is provided for all Councillors on Council business.
3.1. 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:
e 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.
3.2 Accommodation
Councillors may need to stay away from home overnight while attending to Council business.
When attending conferences, Councillors should take advantage of the package provided by
conference organisers (if offered and applicable) and therefore stay in the recommended
accommodation unless prior approval has been granted by the Chief Executive Officer.
All accommodation associated with Council business will be booked and paid for by Council.
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).
4 Private Vehicle Usage
The use of a Councillor's private vehicle for Council business (as defined) will be reimbursed by
| Council.
Councillors fexcludingthe-Mayor) —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.
Page 15 of 18Section 16
Page 16 of 18
The amount reimbursed will be based on the published AustratantaxOfficeATO business use of
motor vehicle cents per kilometre methed—andkiiemetre rate applicable at the time of travel.
Councillors will be provided with an appropriate log book to assist in this process.
5 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:
e Councillors up to $500 per annum
° 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.
6 Administration Tools and Access to Council Office Amenities
Councillors will be provided with the following:
e Access to suitable hot desks at the Tewantin Office and Council meeting rooms for usage as
required;
° Administrative support at the Tewantin Office;
e Use of Council landline telephone and internet access at the Tewantin Office;
e Access to a printer, photocopier, paper shredder at the Tewantin Office;
° Access to a Fax and/or scanner at the Tewantin Office;
° Any other administrative necessities, which Council resolves, are necessary to meet the
business of Council.
In addition to the above, the Mayor will be provided with a separate office and an administrative
officer for administrative support.
Councillors are expected to comply with the same conditions of use, guidelines and processes for
business and communication tools that apply to employees.
7 Safety Equipment
Council will provide to Councillors necessary safety equipment for use on official business as and
when required.
Page 16 of 18Section 17
Page 17 of 18
| 8 Council Vehicles
8.1 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).-
8.2 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.
8.3 Fuel Costs
All fuel used in a Council owned vehicle on official Council business will be provided or paid for by
Council.
9 Home Office and Telecommunication needs — Consumables, Mobile Phones and
Tablets
To enable Councillors to communicate effectively, Councillors will receive an allowance of $240
per month to purchase communications devices and plans as well as printer consumables for their
residences.
10 Insurance Cover
Councillors will be covered under relevant Council insurance policies while on Council business.
Specifically, insurance cover will be provided for public liability, professional indemnity, Councillors
| liability and personal accident, and, domestic and overseas travel.
Council will pay the excess for injury claims made by a Councillor resulting from the conduct of
official Council business and on any claim made under insurance cover.
Council will cover costs incurred through injury, investigation, hearings or legal proceedings into
the conduct of a Councillor, or arising out of, or in connection with the Councillors performance of
| his/her civic functions. W/Rer-Where it has been found that the Councillor breached the provisions
of the Local Government Act 2009, the Councillor will reimburse Council with all associated costs
incurred by Council.
11 Limit
| Council may by resolution reduce or limit benefits receivable under this policy.
Page 17 of 18Section 18
Page 18 of 18
REVIEW OF POLICY
This policy will be reviewed when any of the following occur:
1. The related documents are amended or replaced.
2. Other circumstances as determined from time to time by a resolution of Council
Notwithstanding the above, this policy is to be reviewed within six months of each quadrennial
election.
| RELEVANT LEGISLATION_AND COUNCIL POLICIES
Local Government Regulation 2012
Local Government Act 2009
Entertainment and Hospitality Expenditure Policy
Councillor Code of Conduct
Page 18 of 18