How To Pay For A Trip To A Conference

Transcription

1 POLICY ON CIVIC OFFICE EXPENSES AND FACILITIES Policy 217

2 INDEX Page 1. Introduction Legislative Provisions... 2 Division of Local Government Guidelines... 2 Restrictions on Private Use Objectives Who does the policy apply to? Approval Process Reconciliation and Reimbursement... 5 BIlled Expenses / Facilties... 5 Reimbursement of Expenses Conferences, Seminar and Training... 6 Conference, Seminar and Training Expenses... 6 Sustenance and Out-Of Pocket Expenses Overseas and Interstate Travel... 8 Interstate Travel... 8 Overseas Travel Travel Expenses... 9 Use of Cabcharge Use of Private Vehicle Traffic and Parking Fines / Infringements Carer's and Special Requirement Expenses Process for Approval of Carer's and Special Requirement Expenses Expenses and Facilities for Councillors with Disabilities Insurance Personal Injury Professional Indemnity Public Liability Travel Insurance Legal Assistance for Councillors Formal Enquiry Legal Proceedings Defamation Proceedings Process for Approval of Legal Costs Facilities Councillors Lord Mayor Deputy Lord Mayor Other Equipment and Facilities Loss of or Damage to Council's Equipment Retention of Equipment issued to Councillors Accountability General Expenses Private Benefit Recognition of Service Dispute Resolution Administration Annexure 1 - Conference Categories Annexure 2 - Cabcharge Usage Policy / Cabcharge Procedures Annexure 3 - Councillors Reconciliation Claims for Expenses Annexure 4 - Councillors Claims for Sustenance and/or out of pocket expenses... 30

3 2 1. INTRODUCTION In accordance with the Local Government Act 1993, Council is required to adopt a policy concerning the payment of expenses incurred by and the provision of facilities to the Lord Mayor, Deputy Lord Mayor and other Councillors in relation to their roles as elected persons and members of the governing body. The provision of such facilities and expenses assist Councillors in carrying out their civic duties. Furthermore, it provides reasonable recompense for expenses incurred while they remain a Councillor of Parramatta City Council. The Code of Conduct provides that you must use Council property, facilities and equipment ethically, efficiently, economically and carefully and not use them for private purposes. Further you must not allow others to abuse these resources. A simple test when these issues arise is to ask yourself the question, what would an impartial observer think of the action or occurrence. It is important that at all times you act in a manner that enhances community confidence in our Council. The citizens of the Parramatta local government area expect you to set a good example and display the highest ethical standards. 2. LEGISLATIVE PROVISIONS The Local Government Act 1993 provides: 252 Payment of expenses and provision of facilities 1. Within 5 months after the end of each year, a Council must adopt a policy concerning the payment of expenses incurred or to be incurred by, and the provision of facilities to, the Mayor, the Deputy Mayor (if there is one) and the other Councillors in relation to discharging the functions of civic office. 2. The policy may provide for fees payable under this Division to be reduced by an amount representing the private benefit to the Mayor or a Councillor of a facility provided by the Council to the Mayor or Councillor. 3. A Council must not pay any expenses incurred or to be incurred by, or provide any facilities to, the Mayor, the Deputy Mayor (if there is one) or a Councillor otherwise than in accordance with a policy under this section. 4. A Council may from time to time amend a policy under this section. 5. A policy under this section must comply with the provisions of this Act, the regulations and any relevant guidelines issued under section 23A.

4 3 253 Requirements before policy concerning expenses and facilities can be adopted or amended 1. A Council must give public notice of its intention to adopt or amend a policy for the payment of expenses or provision of facilities allowing at least 28 days for the making of public submissions. 2. Before adopting or amending the policy, the Council must consider any submissions made within the time allowed for submissions and make any appropriate changes to the draft policy or amendment. 3. Despite subsections (1) and (2), a Council need not give public notice of a proposed amendment to its policy for the payment of expenses or provision of facilities if the Council is of the opinion that the proposed amendment is not substantial. 4. Within 28 days after adopting a policy or making an amendment to a policy for which public notice is required to be given under this section, a Council is to forward to the Chief Executive Officer: (a) (b) a copy of the policy or amendment together with details of all submissions received in accordance with subsection (1), and a statement setting out, for each submission, the Council s response to the submission and the reasons for the Council s response, and (c) a copy of the notice given under subsection (1). 5. A Council must comply with this section when proposing to adopt a policy each year in accordance with section 252 (1) even if the Council proposes to adopt a policy that is the same as its existing policy. Division of Local Government Guidelines In accordance with the Division s Guidelines dated October 2009, a copy of this policy is to be provided to the Chief Executive Officer of the Division of Local Government by 30 November each year. Restrictions on Private Use The Code of Conduct states that Council's equipment and resources must not be used for private business and in particular for political purposes namely Council Elections and the like, other than as provided in this policy.

5 4 3. OBJECTIVES In applying the provisions of the legislation, Parramatta City Council has adopted certain objectives. They are: 1. To ensure that the Lord Mayor, as the first citizen of the City of Parramatta, as the leader of the governing body of the Council and as the principal spokesperson on Council policy and attitude is reimbursed for expenses reasonably incurred in performing the role of Lord Mayor and is provided with a standard and range of facilities appropriate to the importance of the office. 2. To ensure that the Councillors of the City of Parramatta in their dual roles as members of the governing body of the Council and as elected persons are reimbursed for expenses reasonably incurred in the performance of the role and are provided with a standard and range of facilities to assist in discharging the functions of civic office. In adopting these objectives, Council recognises that it values family friendly principles. Council will assist its Councillors in the performance of their duties in accordance with these principles. 4. WHO DOES THE POLICY APPLY TO? This policy applies to all current Councillors of Parramatta City Council. The facilities provided to the position of the Lord Mayor and Deputy Lord Mayor only apply while a Councillor holds either of these positions. This means that upon ceasing to hold civic office in either capacity, then the standard facilities provided to Councillors would apply. Furthermore, once a Councillor fails to be re-elected, the person ceases to have access to any Council resources and facilities and must return to Council immediately all resources and equipment (except as provided in the Clause - Retention of Equipment issued to Councillors). Benefits such as a security access card will be invalidated to prevent unauthorised use. 5. APPROVAL PROCESS Approval for incurring a civic office expense, or for the reimbursement of such an expense, should be obtained before the expense is incurred. Approval for the costs of local travel relating to the conduct of Council business, emergency carer costs associated with the need to attend to Council business, council related telephone

6 5 and Council related web access and expenditure may be sought after the expense is incurred through normal reconciliation processes. Where an applicable expense or facility is not subject to a specific approval process (as detailed within this policy) the following approval process will apply: 1. Claim / request for expenses / facilities to be provided, in writing, to the Manager Executive Support (using the appropriate form at annexure 3 and 4) 2. Claim / Request to be assessed by the Manager Executive Support for compliance with this policy 3. Recommendation of Manager Executive Support provided to the CEO 4. Final approval granted by the CEO in concurrence with Lord Mayor. Major Expenses Where the cost of the expense or facility sought is greater than $1000, and that expense or facility is not subject to an expense specific approval process (as detailed elsewhere in this policy), the above approval process shall apply, with the addition of the requirement that payment of the expense / provision of the facility be approved at a formal meeting of the Council. 6. RECONCILIATION AND REIMBURSEMENT Billed Expenses / Facilities Councillors incurring expenses which are later billed or invoiced to Council (such as mobile telephone or cabcharge expenditure) will be required to review the relevant bill/invoice and confirm, in writing, that the expenses were both permitted under this policy, and accrued in the conduct of their Council duties. Reimbursement of Expenses Reimbursement for expenses incurred by a Councillor while carrying out their Civic Duty will only occur in accordance with the provisions of this policy. Applications for reimbursement of expenses must be made in writing, must be made within three months of the expense being incurred, and must provide all relevant receipts. Applications for the reimbursement of expenses are to be made using the form provided at Annexure 3 and provided to the Manager, Executive Support for assessment.

7 6 7. CONFERENCE, SEMINAR AND TRAINING 7.1 Council is committed to ensuring that its elected representatives are up to date with current and contemporary issues facing local government. In this regard, Council will set aside an amount annually in its Management Plan to facilitate professional development of elected representatives through attendance at conferences, seminars and training. 1. Councillors are eligible to attend those conferences detailed in annexure 1 to this policy 2. Councillors will be informed of future conferences, seminars and training available on a regular basis via the Councillor Information Booklet. 3. A Council report recommending attendance of Councillors at each conference will be submitted to a full Council meeting for approval. Each report will include information on the benefits of attending the conference, a record of Councillors who have already attended other conferences during the financial year and a balance of the funds available. 4. Details of the attendance by Councillors and Council Officers at conferences, seminars and training and the costs incurred will also be published in the Councillor Information Folder on a monthly basis. 5. After returning from Conferences, a Councillor or member of staff accompanying the Councillor/s is to provide a written report to Council via the Councillor Information Booklet on the aspects of the conference relevant to Council business and /or the local community. 7.2 Conference, Seminar and Training Expenses Under the Division of Local Government Guidelines, Council may pay conference registration fees charged by the conference organisers including the costs of related official lunches and dinners, and associated tours where they are relevant to the business and interests of Council. Council should meet the reasonable cost of transportation and accommodation associated with attendance at the conference, and meals when they are not included in the conference fees. For attendance at authorised conferences, seminars and the like, Council will organise and pay:- 1. Registration and associated conference costs including official lunches, dinners and tours as well as travel and accommodation costs. 2. The standard of travel to be paid by the Council is to be economy class air, hire car, rail, taxi or where a private vehicle is used, then at the

8 7 award rate per kilometre (as set in Local Government State Award 2004 rate will be varied as the award varies). 3. Council will pay reasonable sustenance and out-of-pocket expenses in accordance with Section 7.3 of this policy. 4. Council will reimburse expenses incurred while at authorised conferences, seminars, training and official functions to a limit of the allowance applicable in the NSW Government Public Service Allowance standard travel and allowances scale. This will cover Councillors out of pocket expenses that are not able to be prepaid by Council and in the conference fee eg. some meals, phone calls etc. A claim for such expenses must be made. Councillors may request payment in advance in anticipation of such costs but must substantiate the expenses with a claim for payment with receipts and must reimburse any funds not expended on expenses. 5. Council will not pay for the travelling, accommodation or sustenance expenses of spouses subject to any variation where special circumstances exist and as approved by the Lord Mayor or Chief Executive Officer in accordance with the provisions of the Local Government Act In the case of spouses attending the Local Government Association annual conference, only the costs of registration and official conference dinners will be met by Council. 6. A member who is elected as an office bearer of a relevant Industry Association or not-for-profit boards such as the Institute for Public/Private Partnerships with Council's endorsement is entitled to be reimbursed in accordance with this Policy for travel, accommodation and sustenance expenses within Australia not met by the Industry Association concerned. Note: In the event that a Councilor arranges own travel, then Council will reimburse the actual cost of the travel paid for by the Councillor in accordance with this policy. 7.3 Sustenance and Out-of-Pocket Expenses The reimbursement of sustenance and out-of-pocket expenses applies for sustenance (eg. breakfast, lunch, dinner, morning and afternoon teas, etc) and/or out-of-pocket costs (e.g. refreshments, taxi fares, laundry, dry cleaning, phone and facsimile calls, internet charges, photocopies, postage, newspapers, road tolls and car parking fees) not provided for at the conference/seminar/training, or in the accommodation package, or otherwise when away from home. 1. The maximum limits on sustenance and out-of-pocket expenses to be reimbursed are as follows with the limits to be adjusted to the CPI for Sydney at 1 July each year:

9 (a) Attendance at full day conferences, seminars or training $ per day 8 (b) Attendance at conferences, seminars or training which are ½ day or less $ per day 2. Councillors may request payment in advance. Expenses should be reconciled using the form at Annexure 3 within one (1) calendar month of the date of return from a conference, seminar or training. Refunds will need to be made where the actual expenses are less than the amount provided in advance. 3. In the event that a Councillor seeks reimbursement after the conference, seminar or training session, they will be paid on completion of the claim form (Annexure 4), for the actual expenses incurred up to the limits set in the policy. 4. For attendance at conferences, seminars and training sessions outside the metropolitan area, Councillors may also be paid for up to two (2) days at the rate of the Full Day Expense to account for travel time to and from the venue, i.e. one day to the venue and one day returning from the venue, provided they are travelling on those days. 5. The definition of a day for the purpose of calculating sustenance and out-of-pocket limits, is registration day and each day on which official sessions of the conference/seminar/training are held. 8. OVERSEAS AND INTERSTATE TRAVEL 1. The standard of travel for all interstate or overseas travel will be Economy Class 2. Plans for any such travel should be transparent to the community and have an identifiable benefit to the local area through council activity. 3. Interstate and overseas travel will be reported through Council s Annual report. Interstate Travel 1. In the event that the interstate travel is urgent and arises between meetings or while Council is in recess, the Lord Mayor shall determine the matter and report to Council as soon as is practicable. 2. Any proposal for interstate travel related to the functions of Council shall be presented to Council for determination prior to the travel being undertaken. Where possible, travel proposals should be included in the Council business paper and approved by a meeting of the full Council prior to the trip.

10 9 Overseas Travel 1. In the event that the overseas travel is urgent and arises between meetings or while Council is in recess, the Lord Mayor shall call an extraordinary meeting of the Council to allow consideration of the proposed travel by a full meeting of the Council. 2. Any proposal for overseas travel related to the functions of Council shall be presented to Council for determination prior to the travel being undertaken. Travel proposals should be included in the Council business paper by way of staff report or notice of motion and must be approved by a meeting of the full Council prior to the trip. 3. After returning from overseas travel, Councillors or an accompanying member of Council staff are to provide a written report to Council on those aspects of the travel that are relevant to Council business and / or the local community. Councillors should report back on the findings of their travel to the next available Council meeting. 9. TRAVEL EXPENSES 1. The cost of official Council travel will only be paid once by Council. Possible options for payment of local travel include- (a) (b) (c) (d) Payment by cabcharge Payment of bus/ train / ferry fares through petty cash Payment of mileage allowance for the use of private vehicle Use of Council car using Caltex Card 2. Other than that as provided in Part 7(c), Councillor reimbursement / use of the above shall be limited to $3,250 per annum, and a Lord Mayoral allowance of $6,500 per annum for cabcharge expenditure. 3. Should special circumstances require that a Councillor exceed the limit set in above in (b) in order to participate in civic duties and business of Council, an alternative limit may be established (a) (b) Where the alternative limit is able to be funded through the Councillor accepting a reduction in the permitted expenditure of another facility, this alternative limit is approved by the Lord Mayor, in conjunction with the Chief Executive Officer Where the Councillor is unable to off-set the alternative amount through savings elsewhere, this alternate limit is to be set by Council resolution

11 10 (c) Where the special circumstances arise as a result of personal hardship, health, or legal reasons, consideration of the matter by Council is to be subject to the provisions of s10(2)(b),(f) and (g) 4. All travel should be undertaken via the most appropriate, practical and economical route possible, and via the most practicable and economical mode of transport. 5. Costs associated with travel for official Council business will be reimbursed on the provision of the appropriate receipts, except where the travel expense would have arisen regardless of the Council business. Below are some examples: (a) (b) there would be reimbursement for parking costs or tolls associated with attendance at business which involves a deviation from the Councillor s normal travel arrangements there would be no reimbursement for travel expenses (tolls or fares) associated with the Councillor s normal travel arrangements. 9.1 Use of Cabcharge Cabcharge will be made available to all Councillors who request same, for use when travelling on business which in the opinion of the Councillor concerned, is bona fide Council business under the following conditions:- 1. Cabcharge Cards may be used by Councillors when travelling:- (a) (b) (c) (d) (e) to and from meetings of the Council or its Committees. to and from Sydney Airport when attending conferences as approved by Council On inspections within the Council's area, in association with the business of the Council or in exercising civic duties, or in accordance with resolutions of the Council In association with attendance at meetings, conferences or seminars in accordance with resolutions of the Council For community consultation in relation to Council activities. 2. Council will only be responsible for those travel costs incurred which are associated with the business of the Council. Cardholders will be required to meet costs related to private travel, such costs are to be paid by Councillors direct to Council or the amount deducted from their allowance, whichever agreement is reached between the Councillor and the Chief Executive Officer.

12 11 Note: Cabcharge accounts will be checked, upon receipt, to ensure that the Cabcharge was used on authorised activities only. See Council s Cabcharge Usage Policy and Procedures( Annexure 2) 9.2 Use of Private Vehicle Councillors may use their private vehicle for Council business within New South Wales. A Councillor who uses his/her private vehicle in the discharge of his/her civic office shall be entitled to be reimbursed for such use at the rate by the Local Government State Award 2004 rate will be varied as the award varies). Evidence of a current comprehensive insurance policy will be required to enable claim payment. Note: Reimbursement for the use of a private vehicle on official Council business covers all costs associated with that use. Such costs include tyres, engine repairs, petrol, oil, insurance and associated incidental costs. 9.3 Traffic and Parking Fines / Infringements Councillors are personally responsible for any traffic or parking fines incurred while traveling in private or council vehicles on Council business. 10. CARER S AND SPECIAL REQUIREMENT EXPENSES Council encourages as wide participation and interest in civic office as possible. Accordingly, it will ensure that all areas of the Council premises and associated facilities relevant to a Councillor in the conduct of their civic duties and business of council are accessible, including provision for sight or hearing impaired Councillors and those with other disabilities. Transportation provisions as outlined in this policy, such as access to cab charges, will also assist Councillors who may be unable or unwilling to drive a vehicle. In terms of carers, Councillors who are the principal carer of a child or other elderly, disabled and/or sick immediate family member will be entitled to re-imbursement of carers expenses up to a maximum of $4,000 per annum for attendance at Council and Committee Meetings and other official civic functions noted below, plus reasonable travel from the principal place of residence. Child care expenses may be claimed for children up until and including the age of 16 years. Re-imbursement to be made after submission of receipts and tax invoices and completion of a formal claim, with same to be lodged within one (1) calendar month of being incurred. Official civic functions include:

13 12 1. Attendance at Ordinary, Development and Extraordinary meetings of Council 2. Attendance at Council Committee meetings of which the Councillor is a member 3. Attendance at Ordinary, Committee and Sub-Committee Meetings of an organisation where the Councillor has, by Council resolution, been duly elected as a Council delegate 4. Attendance at inspections, within or outside the area as authorised by Council resolution or by the Lord Mayor under delegated authority. 5. Attendance at official Council functions authorised as Council business by a resolution of Council 6. Attendance at conferences, seminars and training approved by Council resolution or by the Lord Mayor under delegated authority 7. Attendance at functions to which the Lord Mayor has been invited, which are attended at the request of the Lord Mayor. Councillors will need to provide suitable evidence to the Chief Executive Officer that reimbursement is applicable, such as advice from a medical practitioner in the event of caring for an adult person. Process for Approval of Carer s and Special Requirement Expenses An application for reimbursement of carers or special requirement expenses is to be made in writing to the Manager, Executive Support, within one calendar month of the expenses being incurred. This application is to be accompanied by receipts for all expenses claimed. This application will be assessed by the Manager, Executive Support, and a recommendation made to the CEO about whether the claim is consistent with this policy. The CEO, in conjunction with the Lord Mayor, will be responsible for the final approval of claims made under this section. Expenses and Facilities for Councillors with Disabilities In addition to the above provisions, for any Councillor with a disability, Council may resolve to provide reasonable additional facilities and expenses, in order to allow that Councillor to perform their civic duties.

14 INSURANCE Councillors are to receive the benefit of insurance cover while in or on any activity directly or indirectly connected with or on behalf of Council including whilst travelling to and/or from such activity. Such injury being bodily injury caused by violent, accidental, external and visible means and including death, permanent disablement, temporary total disablement, bed care benefit and non medical expenses but not including medical expenses, subject to the conditions and limitations of Council's personal accident insurance policy current at the time of occurrence of the injury as follows: 11.1 Personal Injury While ever on Council authorised business, worldwide, covering bodily injury caused by accidental, violent, external and visible means up to a sublimit for death and capital limits of $350,000 BUT subject to any limitation or conditions set out in the policy of insurance which is taken out at the direction of Council. Also covering permanent disablement, temporary total disability and temporary partial disability. The cover does not include medical expenses Professional Indemnity For matters arising out of Councillors' performance of civic duties or exercise of their functions as Councillors provided the performance or exercise of the relevant civic duty or function is in the opinion of Council bona fide and/or proper and is carried out in good faith, as required under Section 731 of the Local Government Act, BUT subject to any limitation or conditions set out in the policy of insurance which is taken out at the direction of Council Public Liability For matters arising out of Councillors' performance of civic duties or exercise of their functions as Councillors, carried out in good faith BUT subject to any limitations or conditions set out in the policy of insurance which is, at the direction of Council, taken out Travel Insurance Appropriate travel insurances will be provided for any Councillors traveling on approved overseas and interstate travel on Council business.

15 LEGAL ASSISTANCE FOR COUNCILLORS In the event of: 12.1 A formal inquiry, investigation or hearing by any of: 1. The Independent Commission Against Corruption 2. The Office of the New South Wales Ombudsman 3. The Division of Local Government Department of Premier and Cabinet 4. The New South Wales Police Force 5. The Director of Public Prosecutions 6. The Local Government Pecuniary Interest and Disciplinary Tribunal 7. Council s Conduct Review Committee / Reviewer; or 12.2 Legal Proceedings being taken against a Councillor, arising from the performance, in good faith, of a function under the Local Government Act or defending an action in defamation, providing that the outcome of the legal proceedings is not substantially unfavourable to the Councillor: Council shall reimburse such Councillor, after the conclusion of the inquiry, investigation, hearing or proceeding, for all legal expenses properly and reasonably incurred, given the nature of the inquiry, investigation, hearing or proceeding, on a solicitor/client basis, PROVIDED THAT 1. The amount of such reimbursement shall be reduced by the amount of any monies that may be or are recouped by the Councillor on any basis 2. The Councillors' performance or exercise of the civic duty or function was in the opinion of Council bona fide and/or proper 3. The amount of such reimbursement in respect of solicitors fees be limited to the extent that only fees charged at a rate equivalent to the average hourly rate then being charged by Council's legal panel will be paid, i.e. any portion of the expenses representing any hourly charge rate higher than the then average hourly charge rate then being charged by Council's legal panel will not be reimbursed. Where Counsel is used reimbursement is to be submitted to Council for approval 4. The finding of any inquiry, investigation, hearing or proceeding is substantially favourable to the Councillor

16 5. In the case of legal costs arising from a conduct complaint made against a Councillor, the matter has been referred by the Chief Executive Officer to a conduct reviewer or conduct review panel 6. n the case of legal costs arising from a pecuniary interest or misbehavior matter, a formal investigation has been commenced by the Division of Local Government Defamation Proceedings In the event that defamation proceedings are taken or threatened to be taken against a Councillor arising out of comments or actions of that Councillor in a Council meeting or on Council related business e.g. on-site meetings and the like and providing that Council is satisfied that such comments were made during the consideration of Council business, in good faith and without malice, Council shall consider and if it feels appropriate, resolve to indemnify or reimburse such Councillor, all legal expenses properly and reasonably incurred, given the nature of the inquiry, investigation, hearing or proceedings on a solicitor/client basis PROVIDED THAT 1. The amount of such reimbursement shall be reduced by the amount of any monies that may be or are recouped by the Councillor on any basis. 2. The amount of such reimbursement in respect of solicitors' fees be limited to the extent that only fees charged at a rate equivalent to the hourly rate than being charged by Council's solicitor will be paid i.e., any portion of the expenses representing any hourly charge rate higher than the then hourly charge rate of Council's solicitor will not be reimbursed. 3. Any reimbursement shall not include any damages awarded against the Councillor. 4. Any reimbursement shall not include any action by one Councillor against another Councillor. Council can not, however, meet the legal costs of a Councillor seeking advice in respect of possible defamation, or in seeking a non litigious remedy for possible defamation Process for the approval of legal costs Any proposal that Council cover legal costs made in accordance with this section must be approved, by Council, and where possible, this approval should occur prior to the legal costs being incurred.

17 FACILITIES 13.1 Councillors Councillors are provided with the following resources and facilities only to be used in the exercising of their Civic Duties:- 1. Stationery Use of personalised letter head and business cards. (a) Supply of up to 500 Council Christmas Cards per year. The stamps used to post Christmas cards come 1from the Councillors annual allocation. 2. Secretarial Assistance Word processing and administrative support provided by the Council Support Officers. This support includes typing and photocopying of information to residents relating to such matters as precinct meetings, Council decisions relating directly to their area and follow up work which can be expected from Council. At no time is such assistance to be connected in any way with campaign type brochures. 3. Computers Supply of a suitable notebook computer, scanner and printer for use in connection with civic duties, including Electronic Business Papers. In addition, a Councillor may use the computer and printer for private purposes, subject to the following conditions: (a) (b) (c) Council's Information Technology division arranging installation of any software as well as any configuration of notebooks considered necessary for protection of Council applications Any licensing requirements relating to the software are met Use of the equipment is in accordance with Council s Code of Conduct. Note: This supply includes the provision of suitable data and power connections. The standard of equipment supplied will be that which is presently under contract to Council. 4. Meetings Meals and Refreshments Provisions of meals and refreshments associated with Council meetings, workshops and Council related business

18 17 5. Councillors' Offices Will be made available at the Council Chamber Building and Granville Town Hall for use by Councillors. They will be equipped with a telephone, photocopier, stationery and appropriate refreshments. 6. Attache Case/Pilot Case and Executive Portfolio (with Calculator) Will be issued, on request. 7. Electronic Equipment Electronic equipment of an appropriate capacity, in accordance with Council s current supply contract, will be issued, on loan, for use in the conduct of Council business. This equipment will include items such as Palm pilots, Blackberry devices and the like. 8. Presentation Items Suitable reasonable presentation items will be made available for issue to visiting delegates or in recognition of community services or as a promotion of the city. 9. Facsimile Machines - Facsimile Equipment (a) (b) Council will provide at the residence of a Councillor, an appropriate facsimile machine to facilitate the transmission of information relating to a Councillor's duties of office. Council will arrange for the installation of the necessary telephone line and associated equipment and provide the necessary maintenance and consumable products required for the operation of the equipment. This equipment will remain at all times at the residence of the Councillor during his/her term of office. Council will only be responsible for those transmissions associated with Council business. Where Councillors have a facsimile machine already installed in their home, Council will be responsible for the payment of rental of the line and any transmissions associated with Council business. 10. Financial Year / Calendar - Year Diaries Will be issued on request. 11. Hand Held Dictaphones Will be issued, on loan, on request, for use in connection with Council business.

19 Postage Stamps Supply of up to 1500 ordinary postage stamps per annum. Stamps shall only be used in respect of the discharge of Councillor s civic duties i.e. Council business. The use of stamps is not to be for private or political purposes namely Council Elections and the like. Councillors mail will only be posted using the stamps provided. Stamps provided to Councillors must be used by 30 June each year. Any stamps not used are not carried over to the next year s allocation. 13. Filing Cabinet A filing cabinet of an appropriate capacity will be issued, on loan to each Councillor who requests it, for storage of documents and equipment associated with the functions of civic office. 14. Mobile Telephone and Appropriate Hands Free Car Kit A mobile telephone and appropriate hands free car kit is to be issued on loan to each Councillor who requests one. The terms of use of the mobile telephone are based on up to the first $ of monthly operational costs being met by Council, with any additional cost above this amount to be the Councillor's responsibility. For Councillors who elect to have their mobile phone system linked to Council s Paging System, Council will pay the cost of the diversion call to the paging system in the event of the mobile phone being engaged, out of range or switched off. 15. Councillor Parking A car parking space will be provided for each Councillor at the Council Chamber Building to assist with the carrying out of their civic duties. 16. Formal Attire Where Councillors are required to officially represent Council at a function requiring special attire (e.g. formal wear), Council will reimburse the reasonable cost of hire of such attire on request. 17. Charitable and Community Functions Where Councillors accept an invitation to attend charitable and community functions in the role of Councillor, Council will meet: The reasonable costs associated with the Councillor s attendance at the charitable or community function; and If a Councillor elects to have their partner attend the charitable or community function with them and the relevant function is held in

20 New South Wales, the reasonable costs associated with the attendance of the Councillor s partner s attendance. 18. Clothing Each Councillor will be provided with the following corporate clothing on request for personal use: (a) Blazer with embroidered the Council Coat of Arms / Council Logo - one blazer during a term of office. (b) Neck tie/scarf - a sufficient number of neck ties / scarves embroidered with the Council Coat of Arms / Council Logo. 19 (c) (d) A suitable quality sunhat. Councillors will be provided annually, two (2) business shirts or blouses embroidered with the Council Logo. Additionally, each Councillor will be provided the following corporate clothing on request for promotional events and occasions, subject to availability: shirts, ties, scarves, pens, cufflinks, brooches, and tie pins Lord Mayor In addition to those facilities provided to Councillors, the Lord Mayor is to receive the benefit of:- 1. Lord Mayoral Suite For office purposes and the discharge of civic responsibilities generally. 2. Secretarial Services Word processing and administrative support provided by the Lord Mayor's Personal Assistant. 3. Administrative, Policy and Civic Events Support Assistance with the organisation of functions, meetings and the like including research, policy and media support. 4. Office Refreshments As provided in the Lord Mayoral Suite for entertainment purposes 5. Stationery Lord Mayoral letterhead, envelopes, business cards and stationery generally. No restriction on the number of Christmas Cards issued annually.

21 20 6. Presentation Items No limitation on the supply of presentation items for use by the Lord Mayor for presentation to visiting dignitaries and or other appropriate occasions. 7. Council Vehicle May be provided for use by the Lord Mayor, if desired. Use of a driver as required for official purposes. The vehicle is to be used at the discretion of the Lord Mayor for Lord Mayoral, Councillor or Council purposes. The Council recognises that the Lord Mayoral vehicle may be used incidentally for private purposes and accepts that use without charge. Given Council's standing within the Greater Metropolitan Area, such private use is accepted within the area bounded by Newcastle, Wollongong and Bathurst. The Lord Mayoral vehicle shall be at a maximum standard of an 8 cylinder Holden Caprice or Ford LTD or similar, choice of which shall be in accordance with Council s Fleet Policy. 8. Mobile Telephone and Appropriate Hands Free Car Kit A mobile telephone and appropriate hands free car kit is to be issued, on loan, to the Lord Mayor. The terms of use of the mobile telephone are based on all monthly operational costs being borne by Council. 9. Corporate Credit Card A corporate credit card is to be issued to the Lord Mayor for the period of the Lord Mayoral term, subject to those terms and conditions outlined in the Corporate Credit Cards Policy and Procedures Manual. 10. Formal Attire Where the Lord Mayor is required to officially represent Council at functions requiring formal attire, Council will reimburse the cost of purchase of such attire for that purpose up to a value of $500 per twelve month term Deputy Lord Mayor In addition to those facilities provided to Councillors, the Deputy Lord Mayor is to receive the benefits of the Lord Mayor when acting in the Office of the Lord Mayor, excluding the use of the Lord Mayoral vehicle and credit card. The

22 Lord Mayoral vehicle and credit card will be provided to the Deputy Lord Mayor when acting in the Office of the Lord Mayor for a continuous period in excess of three months Other Equipment and Facilities Councillors requiring the use of other equipment not specifically covered in this policy shall seek the approval of the Lord Mayor or Chief Executive Officer before using such equipment Loss of or Damage to Council's Equipment In the event that any of council's equipment such as computer, fax machine, mobile telephone are damaged, lost or stolen, the Councillor concerned must advise the Councillor Support Officer, immediately, to report the incident. The Councillor Support Officer will make the necessary arrangements with the relevant staff to rectify the situation. 14. RETENTION OF EQUIPMENT ISSUED TO COUNCILLORS Immediate former Councillors may purchase for their own use, equipment, such as computer, printer, electronic organiser, facsimile machine, dictaphone and the like, previously issued to them in their role as a Councillor, in accordance with the following conditions:- 1. The equipment purchased is no longer required within the organisation and/or is surplus to Council's requirements. 2. The value of the equipment to the organisation and consequently the appropriate purchase cost, shall be determined by the Chief Executive Officer or Group Manager Corporate Services in line with relevant commercial prices for similar equipment. 15. ACCOUNTABILITY Section 428(2)(f) of the Local Government Act provides that Council's Annual Report must contain a statement of:- "the total amount of money expended during the year on Mayoral fees and Councillor fees, the Council's policy on the provision of facilities for use by Councillors and the payment of Councillors' expenses, together with a statement of the total amount of money expended during that year on the provision of such facilities and the payment of such expenses."

23 GENERAL EXPENSES All expenses provided under this policy will be for a purpose specific to the functions of holding civic office. Allowances for general expenses are not permitted under this policy. 17. PRIVATE BENEFIT Nothing in this policy entitles a person to obtain or be reimbursed for equipment or costs not associated with the functions of holding civic office, without appropriate payment. It is acknowledged that incidental personal use of council equipment may occur from time to time. Where use of council equipment becomes greater than incidental, the person responsible for the use will be required to reimburse Council for the cost of the use. Any reimbursement shall amount to one hundred percent of the costs borne by Council for the private use. Unless alternative arrangements are made by a Councillor, any outstanding amounts to be reimbursed to Council will be deducted from councillor fee payments 30 days after the request for reimbursement is made. 18. RECOGNITION OF SERVICE The service of an office-holder shall be recognised in the following manner: 1. Upon ceasing to hold civic office the presentation of a certificate and gift at the discretion of the Lord Mayor and Chief Executive Officer 2. Upon 12 years (3 terms) service the presentation of a certificate and gift at the discretion of the Lord Mayor and Chief Executive Officer 3. Upon 20 years (5 terms) service presentation of a certificate and gift at the discretion of the Lord Mayor and Chief Executive Officer 4. Upon ceasing to hold office after a period of more than 20 years service civic dinner 5. Where recognition applies to the Lord Mayor, the form of recognition will be at the discretion of the Deputy Lord Mayor and Chief Executive Officer

24 DISPUTE RESOLUTION Councillors may request a resolution of any disputed determinations under this Policy by mediation or arbitration from a member of Council s Audit and Legal Unit or Conduct Review Panel. The mediator / arbitrator selected will be at the discretion of the Lord Mayor and Chief Executive Officer The mediator s / arbitrator s decision will be final 20. ADMINISTRATION Authorisation This Policy was originally adopted by Council 26 th September 2005 (Minute 8099) Amendments This Policy was amended by Council Resolution 22 nd May 2005 (Minute 8455) This Policy was adopted without change by Council Resolution 24 th September 2007 (Minute 9465) This Policy was amended by Council Resolution 24 th November 2008 (Minute 10353) This Policy was amended by Council Resolution 22 nd June 2009 (Minute 10790) This Policy was amended by Council Resolution 25 th June 2012 (Minute 13214) This Policy was amended by Council Resolution 25 February 2013 (Minute 13662) Review This Policy is to be reviewed annually within 5 Months after the end each financial year (Section 252(1) Local Government Act, 1993). Owner Executive Support

25 24 Annexure 1 CONFERENCE CATEGORIES Category A Major National or State Conference. (i) (ii) Local Government Association - NSW Australian Local Government Women's Association State Conference Category A - Conditions (i) (ii) Attendance at the Local Government Association (NSW Conference) should be limited to the maximum number of voting delegates and a number of nonvoting delegates as resolved by Council and three (3) to five (5) Councillors for any other Category A conference i.e. the Lord Mayor (or nominee) plus any other nominated Councillors. All reasonable costs will be paid. Category B Other National or State Conferences i. Australian Local Government Women's Association National Conference ii. Australian Local Government Association - National Local Government Assembly (Canberra) iii. Local Government Managers' Association National Congress (Canberra). iv. Local Government Managers' Association (NSW Division) v. Local Government Aboriginal Network Conference (NSW) vi. International River Management Symposium Improved Collaborative Indigenous Policy Development Conference Category B - Conditions (i) (ii) Attendance of not more than three (3) Councillors i.e. the Lord Mayor (or nominee) plus two (2) other Councillors. All reasonable costs will be paid. Category C All other Conferences/Seminars not elsewhere included. i. Australian Sister Cities Association ii. Royal Australian Institute of Parks & Recreation Annual General Conference iii. The Australian ICOMOS Conference iv. Australian Local Government Women s Association National Biennial Conference v. Annual Floodplain Management Conference vi. State of Australian Cities National Conference vii. Local Government Financial Awareness Conference viii. International Local Government Conference ix. Environment and Planning Law Association (NSW) Inc Conference x. Parks and Leisure Australia Conference xi. National General Assembly of Australian Local Government xii. Local Government Symposium xiii. Property Council of Australia Cities Summit xiv. National Mainstreet Conference

26 xv. EcoEdge Conference xvi. Risk Management Institute Australasia (RMIA) National Conference xvii. Australian Sister Cities Association National Conference xviii. Parks and Leisure Australia World Leisure Congress xix. Local Government Managers Association (LGMA) National Congress and Expo xx. International Cities Town Centres and Communities Conference xxi. UDIA National Congress xxii. ICLEI New South Wales Local Government Action Forum Category C - Conditions 25 (i) (ii) (iii) Conferences will be considered to fall into this category if they involve major policy changes which have significant affect on Parramatta. Attendance limited to one (1) Councillor or appointed delegates only. All reasonable costs will be paid. Provided always that Council may by resolution allow extra Councillors to attend a Conference in any category where a case can be made in support of that additional attendance. In determining attendance every effort should be made to ensure that all Councillors have an opportunity to attend at least one conference annually for their own professional development.

27 26 Cabcharge Usage Policy Annexure 2 1. Background This policy has been developed to regulate and provide guidelines for the use and administration of Cabcharge Cards and Taxi Dockets. 2. Objectives To establish: 2.1 The Purpose of Cabcharge 2.2 Procedures for Cabcharge Management 3. Scope This policy applies to the use of Cabcharge by Parramatta City Council Councillors. 4. Relationship to Legislation This policy operates in accordance with the Local Government Act. 5. Related Strategies, Plans and Policies This policy operates within the Civic Office Expenses and Facilities Policy, under the scope of the Council s Code of Conduct, and is related to the Petty Cash Guidelines. 6. Purpose Statement The Cabcharge service is provided to facilitate business related travel. Cabcharge Cards are available to all Councillors for the term of their elected office. Accountability for card use will lay with Cardholders. Taxi dockets are issued to Councillors on request for business related travel in line with Civic Office Expenses & Facilities Policy ( 7.1 ) Accountability for docket use will lay with the individual in whose name the docket is issued. Cabcharge Cards and dockets must not be used without first having read and acknowledged these terms. 7. Gratuity/ Tipping Passengers wishing to tip their drivers are to do so at their own expense. Cabcharge Cards and taxi Dockets are not to be used to provide gratuity to drivers. 8. Breaches A breach of this policy constitutes a breach of the Council s Code of conduct. 9. Acknowledgement I, have read and agree to these conditions for Cabcharge Use. Signed Date Cabcharge Procedures