1 |
Professional development – conferences, workshops and training programs (councillors only) – this includes the cost of registration or enrolment fees, travel expenses to attend those conferences, workshops and training programs and any other expenses reasonably associated with that attendance, subject to: |
1.1 |
Approval by the CEO upon application by the councillor through the MCSU, or, where the limit in paragraph 1.2 has been exceeded, by the council at a council meeting |
1.2 |
The aggregate expenditure to attend such conferences, workshops and training programs does not exceed $3,000 per annum. For the purposes of this limit, only the cost of registration or enrolment of the conference, workshop or training program is taken into account and |
1.3 |
In the case where a councillor wishes to attend a conference, workshop or training program held either interstate or overseas: |
1.3.1 |
The councillor has submitted to the council, for determination at a meeting of the council, an application for approval accompanied by a suitable business case which sets out |
1.3.1.1 |
The estimated cost, including all expenses reasonably related to the attendance and |
1.3.1.2 |
The benefits to the council, the City and the community of the attendance and |
1.3.2 |
The councillor undertakes to table a report at a council meeting within two months of the attendance that includes |
1.3.2.1 |
Details of the learnings from the conference, workshop or training program and the benefits that the attendance will bring to the municipality and |
1.3.2.2 |
A summary of the costs of the attendance (including all related expenses). |
1.4 |
From time to time, the CEO may extend opportunities to councillors to attend professional development opportunities, funded in accordance with the City’s working budget. Such opportunities shall not be counted towards a councillor’s $3,000 annual expenditure limit. |
2 |
Professional development – study support (councillors only) – councillors may be eligible for reimbursement of up to 50 percent of study fees provided those fees are to attain recognised formal qualifications from a recognised tertiary institution and are specifically related to the role of councillor. Application is made to the CEO in the agreed form who will determine the councillor’s eligibility for reimbursement for study support and the degree of contribution that the City will make. A councillor’s access to study support will be capped at $2,000 per annum. |
3 |
Councillor attendance at meetings, events or functions representing their community or the council |
3.1 |
Out-of-pocket expenses for councillors’ attendance at meetings, events or functions where they are representing their community or the council will be reimbursed by the City: |
3.1.1 |
Subject to paragraph 3.2, the aggregate expenditure to attend such meetings, events or functions does not exceed $3,000 per annum and |
3.1.2 |
Provided that the primary purpose of attendance by a councillor at the meeting, event or function must be: |
3.1.2.1 |
To officially represent the council or to perform their role as councillor and |
3.1.2.2 |
In compliance with sections 40(1)(b) and (c) of the act and |
3.1.3 |
Where hospitality is incidental to the attendance, event or function and not the primary purpose for the attendance. Council recognises that the role of mayor carries the expectation that the incumbent will represent council at events. Therefore, the $3000 limit set out above does not apply to attendances at any activities specific to the role of the mayor, or any councillor attending on behalf of the mayor. |
3.2 |
The aggregate expenditure limit in paragraph 3(i)(a) does not apply: |
3.2.1 |
To any activities that are specific to the role of mayor, including to councillors attending on behalf of the mayor (the annual expenditure limit for the activities of the mayor will be determined in accordance with annual budgets for activities related to the office of the mayor) or |
3.2.2 |
When attendance is required by a councillor at council meetings, events or functions within the municipality (this includes meetings, events and functions with federal government, state government, local government authorities and local government peak bodies). |
4 |
Additional mayoral expenses |
|
4.1 |
The City will meet the out-of-pocket expenses of the mayor (or deputy mayor) to attend charity fundraising events. The costs of attending by other councillor’s other than the mayor (or deputy mayor) will be borne by the councillor’s themselves, unless that councillor has also been invited in addition to the mayor. |
5 |
Accompanying person (councillors only) |
|
5.1 |
Subject to paragraph 5(i), the City will meet reasonable expenses incurred for an accompanying person when accompanying a councillor in the performance of the role of councillor where the attendance is within victoria. This includes the accompanying person of a councillor who is invited to an event or function by the mayor and/or CEO. |
|
5.2 |
Reasonable out-of-pocket expenses in paragraph 5.1 are limited to the cost of entry or participation in the event. Costs associated with grooming, special clothing and transportation are not included. |
6 |
Child care and dependent care |
6.1 |
In accordance with sections 41(2)(c) and (d) of the act, the City will reimburse costs to a councillor or delegated committee member where: |
6.1.1 |
The provision of child care is reasonably required or |
6.1.2 |
The provision of care for a dependent is reasonably required and |
6.1.3 |
It is reasonably required to perform their role. |
6.2 |
The care must be provided by a recognised care provider as defined in the Carers recognition act 2012. evidence to support the claim for reimbursement of this out-of-pocket expense must be provided detailing the date and time care was provided and the reason care was needed, for each occasion. Care expenses that may be claimed include but is not limited to: |
6.2.1 |
Child care centre fees |
6.2.2 |
Home care |
6.2.3 |
Hourly fees |
6.2.4 |
Agency booking fees and |
6.2.5 |
Reasonable travel expenses for transporting the care to the dependent or the dependent to the carer. |
6.2.6 |
Child care centre fees |
6.3 |
Care related expenses will not be paid by the City or reimbursed to a councillor or delegated committee member where the care provider: |
6.3.1 |
Resides either permanently or temporarily with the councillor or delegated committee member or |
6.3.2 |
Has any financial or pecuniary interest with the councillor or delegated committee member or |
6.3.3 |
Has a familial or like relationship with the councillor or delegated committee member or their partner. |
7 |
Councillor welfare support |
7.1 |
The CEO can approve any councillor out-of-pocket expenses relating to any particular guidance or coaching that may be required to enhance that person’s performance as a councillor. |
7.2 |
A councillor experiencing difficulties with performing their role, or personal difficulties that may impact on their ability to perform their role, may access free and confidential counselling services through the City’s employee assistance program. |
8 |
Travel, accommodation and meals |
8.1 |
Eligible out-of-pocket travel expenses reasonably incurred in the performance of the role of councillor or member of a delegated committee, includes public transport (train, bus, taxi, ride share), air travel and airport transfers, car parking fees, tolls, etc. when travelling interstate or overseas, the City will reimburse the equivalent of a discounted economy class fare unless otherwise determined as necessary or appropriate by council. |
8.2 |
Where overnight accommodation is necessary and reasonably incurred in the performance of the role of councillor or member of a delegated committee, the amount covered will be limited to 4-star accommodation (or equivalent). |
8.3 |
Where long distance travel necessitating an overnight stay is reasonably necessary for the councillor or member of a delegated committee to perform their role, the City will pay a per diem rate of $75.00 for meals. |
9 |
Car mileage |
Where a councillor or member of a delegated committee claims the use of a private vehicle to undertake the performance of their role, mileage will be reimbursed at the rate specified by the commissioner of taxation from time to time. |
10 |
Working with children check |
The City will meet the costs of a councillor or member of a delegated committee undertaking a working with children check upon presentation of a relevant receipt. |
11 |
Insurance |
When performing their roles, councillors and delegated committee members are covered by the following insurance policies: |
11.1 |
Personal accident insurance |
11.2 |
Public liability insurance |
11.3 |
Professional indemnity insurance |
11.4 |
Councillors and officers liability insurance and |
11.5 |
Travel insurance. |
The City will meet the insurance policy excess in respect of any claim made against a councillor or delegated committee member arising from performing their role where any claim is accepted by the City’s insurers, whether defended or not. insurance is not a reportable expense. |
12 |
Work cover (councillors only) |
When performing their roles, councillors are covered by the City’s work cover insurance policy in accordance with section 46(2)(f) of the act. the City will meet the insurance policy excess in respect of any claim made by a councillor arising from performing their role. Work cover is not a reportable expense. |