2014-01-13 Item 6.3 Appendices 1-5

ORDINARY MEETING AGENDA   2 JANUARY 2014




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ORDINARY MEETING AGENDA                                                                  2 JANUARY 2014

   COUNCILLORS’ EXPENSES REIMBURSEMENT POLICY

   6.5   Meals
   The reimbursement of meal costs of councillors 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
   °     Is not provided with a meal within the registration costs of the approved activity/event; and
   °     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 a maximum of the meal
   allowance amounts as stated within the current relevant Australian Taxation Office Taxation
   Determination.
   Expenses relating to the consumption of alcohol will not be reimbursed.

   6.6   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.

   6.7   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.

   6.8   Administrative Tools and Access to Council Office Amenities
   Councillors will be provided with the following:
   °     Access to suitable hot desks at the Tewantin Office and Council meeting rooms for usage as
         required;
   °     Administrative support at the Tewantin Office;
   °     Use of Council landline telephone and internet access at the Tewantin Office:
   °     Access to a printer, photocopier, paper shredder at the Tewantin Office;

   Noosa Shire Council                                                                     Page 4 of 6

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