Councillors' Expenses and Facilities Policy

• Purpose
• Scope
• References
• Definitions
1. Professional Development and Training
   1.1 Professional Development and Training
   1.2 Additional appropriate professional development
2. Attendance at conferences, functions and seminars on official Council duties
   2.1 Councillors
   2.2 The Mayor
   2.3 Spouse/Partner Accompanying Person
3. Reimbursement
   3.1 Reimbursement of expenses
   3.2 Travel, parking and accommodation
   3.3 Vehicle Use, Tolls Fees and Permits
   3.4 Travel expenses not reimbursed
   3.5 Study Support
   3.6 Family and Child Care
   3.7 Councillor’s obligation to ensure expenses claimed relate to Official Council Duties
   3.8 Process for Reimbursement to Councillors
   3.9 Reimbursement to Council
   3.10 Reporting and Monitoring
4. Publication of expenses paid or reimbursed
5. Hospitality, gifts and benefits
6. Administrative support for the Mayor and Councillors
   6.1 Office of the Mayor
   6.2 Support for Councillors and the Mayor
   6.3 Councillor Portal
   6.4 Correspondence
   6.5 Invitations and Calendars
7. Facilities and equipment
   7.1 Council Executive Suite (Lounge) and Meeting Rooms
   7.2 Refreshments
   7.3 Meeting Rooms
   7.4 Equipment - Electronic Office
   7.5 Equipment - Mobile Communications Equipment
   7.6 Data and telephone network access
   7.7 Insufficient mobile connectivity
   7.8 Data and telephone network access charges
   7.9 Data and telephone network access while overseas
   7.10 Stationery
   7.11 Council Vehicles
   7.12 Public transport travel within Victoria
8. Councillor welfare and support
   8.1 Councillor Welfare
   8.2. Disability Support
9. Insurance and legal costs
   9.1 Insurance and WorkCover
   9.2. Legal costs
10. Quality Records
11. Attachments

Purpose

The Mayor and Councillors of the Greater Geelong City Council (Council) will incur expenses in the effective performance of their Official Council Duties.

In accordance with section 75B of the Local Government Act 1989 (the Act), the Purpose of this policy is to outline:

• the facilities, resources and support to be provided to the Mayor and Councillors relative to the function and Official Council Duties as provided for in the Act;

• the payment by Council of reasonable expenses to enable Councillors to perform their duties;

• the Reimbursement by Council of reasonable bona fide expenses incurred while performing their Official Council Duties; and

• the methods and standards for reporting and accountability.

• In addition, this policy provides:

• a clear guide about the nature of expenses that are provided for by the Council or reimbursed and the facilities and support available to them; and

• for transparency and accountability in the use of Council resources to support Councillors to undertake their civic duties.

Scope

This policy applies to:

• Councillors; and

• Members of Special Committees where required.

Legislative Framework

Councillor Allowances

Sections 73A to 74C of the Act provide the framework for payment of annual allowances to Mayors and Councillors.

The allowance framework provides a three level structure for allowances based on Council population and total revenue. The allowances are reviewed and adjusted annually by the Minister for Local Government.

In addition to the allowance, an amount equivalent to the superannuation guarantee contribution is payable. The current amount is 9.5% from 1 July 2014.

Councillor Allowances are taxable income and are paid monthly in arrears.

Resource and Facilities

Section 75C of the Act provides that a Council must make available for the Mayor and the Councillors the minimum resources and facilities prescribed.

Expenses

Section 75 of the Act provides that a Council must reimburse a Councillor for expenses if the Councillor applies in writing and establishes in the application that the expenses were reasonable bona fide Councillor out of pocket expenses incurred while performing duties as a Councillor.

Section 75A of the Act provides that a Council may reimburse members of Council Committees for necessary out of pocket expenses incurred while performing duties as a Committee member.

Duties as a Councillor

Section 75 of the Act provides for the Reimbursement of necessary out of pocket expenses incurred whilst performing duties as a Councillor (including the Mayor).

Section 75 (2) of the Act states that duties as a Councillor means duties performed by a Councillor that are necessary or appropriate for the Purpose of achieving the objectives of a Council having regard to any relevant Act, regulations, Ministerial guidelines or Council policies.

Councillor duties include Official Council Duties as set out in this policy.

References

• Councillor Code of Conduct

• Council Gifts and Hospitality Policy

• Local Government Act 1989

• Victorian Government Good Governance Guide

Definitions

Act means the Local Government Act (Vic) 1989

City means the administration of the Greater Geelong City Council, led by the Chief Executive Officer (CEO).

Council means the Greater Geelong City Council.

Councillor means a person who holds the office of member of Council.

Council Officer means a person employed by the CEO.

Incidental Costs means the reasonable cost of:

• travel;

• parking;

• accommodation;

• meals, if staying overnight, to be paid to a Councillor at $75.00 per day.

Official Council Duties include a Councillor attending:

• Ordinary and Special Council Meetings or Committees of Council;

• Formal briefing sessions and planning forums;

• Civic or ceremonial functions convened by the Council or presided over by the Mayor;

• Meetings scheduled by the Council or Mayor;

• A meeting, function or other official role as a representative of the Council or Mayor;

• Attendance at site inspections in relation to a Council approval process or Council project;

• Meetings of community groups, organisations and statutory authorities to which the Councillor has been appointed Council delegate / representative; and

• Conferences, study tours, official visits (domestic and overseas), seminars and training sessions as a Councillor where attendance has been approved by Council or in accordance with this policy. This includes travel to and from air, rail or bus ports when embarking on interstate or international Council business.

1. Professional Development and Training

1.1 Professional Development and Training

Professional Development and Training of Councillors contributes towards a positive presentation of Council for the betterment of the organisation and community. The City and the Council is committed to helping Councillors fulfil their roles to the expectation of the community.

Councillors wishing to undertake Professional Development and Training shall have the expenses for any course enrolment or registration fees and Incidental Costs relating to their attendance paid for by Council as follows:

• The annual expenditure limit for any individual Councillor for the enrolment or attendance cost of a professional development training opportunity is $3,000.00, not including Incidental Costs. All requests for professional development must be submitted to the Mayor and Councillor Support Unit and approved by the CEO.

• If a Councillor will exceed their annual expenditure limit by incurring the cost of enrolling in or registering for a professional development or training opportunity, approval must be sought from Council at a Council meeting.

• Councillors wishing to attend Professional Development and Training opportunities interstate and overseas must seek approval of Council for the cost of attending, including Incidental Costs, at a Council meeting. Applications for approval for interstate or overseas professional development or training opportunities must be accompanied by a business case, prepared by the Councillor seeking the approval. The business case must detail:

• the estimated cost, including Incidental Costs of attending;

• the benefits to the Council and the community of his or her attendance at,

the professional development or training. This information will be publicly available.

• Within two months of attending any interstate or overseas professional development or training opportunity, the Councillor/s who attended must table a report at a Council meeting detailing the learnings from the professional development or training opportunity, including a summary of all of the costs of attendance including Incidental Costs, and benefits of the learnings to the Greater Geelong community.

1.2 Additional appropriate professional development

• The Council and the City recognise the benefits of and the need for a collaborative and well governed Council.

• In addition to the $3,000.00 annual expenditure limit for Professional Development and Training opportunities for each Councillor, the CEO may from time to time provide Councillors with the opportunity to attend additional appropriate training courses. The nature and extent of the additional appropriate training course will be at the discretion of the CEO, and availability of this additional training will be dependent on the cost being within the Council budget.

2. Attendance at conferences, functions and seminars on official Council duties

2.1 Councillors

The annual expenditure limit for any individual Councillor, excluding the Mayor, to attend a conference, function or seminar to represent their community, or the Council, is $3,000.00, not including Incidental Costs.

The primary Purpose of attendance by a Councillor at a conference, function, or seminar must to be to:

• represent Council; and/or

• advance the Council’s vision and strategy.

The primary Purpose of the conference, function or seminar must be directly related to the Councillor’s Official Council Duties or be relevant to the Council’s vision or strategy.

The Council will not pay for a Councillor’s attendance at a conference, function or seminar if hospitality is the primary Purpose of the conference, function or seminar to be attended by a Councillor, rather than simply incidental to or included as part of the conference, function or seminar.

This annual expenditure limit does not apply:

• to any activities that are specific to the role of Mayor, or any Councillor attending on behalf of the Mayor. The annual expenditure limit for the activities of the Mayor will be determined in accordance with any budget allocation for the functions of the office of the Mayor; or

• when attendance is required by a Councillor at a Council function or event within the municipality.

This includes attendance at Government and peak body conferences, functions and meetings and incorporates state, federal and local government authorities and local government peak bodies. The conference or seminar attended by any Councillor must be directly related to his or her civic office.

Council will not provide Reimbursement for attendance at political party fundraising events for which payment is required or travel or accommodation expenses are incurred. The cost is to be borne by individual Councillors.

Councillors attending a conference, function or seminar shall have all reasonable Incidental Costs relating to their attendance at the conference, function or seminar reimbursed.

Original tax invoices for all expenses a Councillor proposes to claim for Reimbursement must be submitted on a completed Councillor Expenses Reimbursement Form to the Mayor and Councillor Support Unit.

2.2 The Mayor

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.

The following circumstances apply:

• Charity Events – The City of Greater Geelong will meet the cost of the Mayor or representative to attend a charity fundraising event, if other Councillors wish to attend to support the charity they will be required to pay for the cost of their own attendance.

• Council representation at events and functions – In circumstances when the Mayor has been invited to an event or function and is not able to attend the Deputy Mayor will be given the first option to represent the Mayor.

• Invitation in addition to the Mayor – If another Councillor is requested to attend in addition to the Mayor, these attendance costs will also be met by the Council.

2.3 Spouse/Partner Accompanying Person

Council will meet reasonable costs incurred by the attendance of a spouse or partner for attendance at official Council functions, when accompanying a Councillor:

• within the municipality;

• outside the municipality, but within the State of Victoria when carrying out official duties.

The payment of expenses for spouses, partners or accompanying persons for attendance at appropriate functions (within allocated budget) shall be limited specifically to the ticket and meal. Peripheral expenses such as grooming, special clothing and transport are not reimbursable.

3. Reimbursement

3.1 Reimbursement of expenses

In accordance with section 75 of the Act, Council will reimburse Councillors for reasonable bona fide out-of-pocket expenses incurred while performing their Official Council Duties.

In accordance with section 75A of the Act, Council will reimburse members of Council committees for necessary out-of-pocket expenses incurred while performing duties as a Council committee member in accordance with this section of this policy.

3.2 Travel, parking and accommodation

Councillors will be reimbursed for the cost of:

• the reasonable cost of car parking;

• using public transport;

• using a taxi;

• using a ride-share (Uber);

• mileage at the rate specified by the Commissioner of Taxation from time to time, where a Councillor uses their private vehicle to carry out their Official Council Duties.;

• travel by air when travelling interstate or overseas, noting that air travel will be in economy unless otherwise determined as necessary or appropriate in the circumstances by Council;

• accommodation not exceeding the cost of 4-star equivalent, where the cost was incurred in undertaking their Official Council Duties.

3.3 Vehicle Use, Tolls Fees and Permits

Councillors who have incurred a Citylink road toll whist undertaking their Official Council Duties can request Reimbursement for the cost of that road toll.

3.4 Travel expenses not reimbursed

The cost of any road, traffic, parking or public transport infringements or penalties incurred by Councillors, whether or not in the course of undertaking their civic duties, will not be reimbursed by Council.

3.5 Study Support

Councillors will be eligible for Reimbursement of 50% of their study fees, up to $2,000.00 per annum, for enrolment in a course approved by the CEO which is specifically relevant to their role as a Councillor (Study Support). A request for study support must be approved by the CEO.

Reimbursement of Councillor study fees will be approved by the CEO upon successful completion of units enrolled. Application for Reimbursement of study support must be made by completing the forms provided by the Mayor and Councillor Support Unit.

3.6 Family and Child Care

Councillors may request Reimbursement of family care expenses for the cost of care of a dependent when a Councillor engaged in Official Council Duties.

Family care includes the care of children, specific home care and any other support provided for a dependent.

Family care expenses will be reimbursed where it is provided by a recognised care provider.

Family care expenses will not be reimbursed where the person providing family care:

• has a familial or like relationship with the Councillor; or

• resides either permanently or temporarily with the Councillor; or

• has a relationship with the Councillor or with her or his partner such that it would be deemed in appropriate for Council to reimburse monies remunerated to the care provider.

Carer expenses may consist of:

• Child care centre fees;

• Hourly fees;

• Agency booking fees (if claimed); and

• Reasonable travelling expenses at rates no greater than those prescribed in the Victorian Local Authorities Award 2001 (if claimed by the carer).

Fees are payable per hour (or part of an hour) subject to any minimum period which is part of the provider’s usual terms, to a maximum hourly rate approved by the CEO.

Travelling expenses includes the transport costs of the carer to and from the Councillor’s residence, or of the person to be cared for to and from the place of care.

Claims for Reimbursement of family care costs must be accompanied by a receipt from the care provider showing the date and time care was provided and details of the reason care was need on each occasion.

3.7 Councillor’s obligation to ensure expenses claimed relate to Official Council Duties

It is the sole responsibility of a Councillor claiming Reimbursement for an expense to declare that they have incurred that expense as a result of undertaking their Official Council Duties.

Council officers will not be responsible for assessing whether or not an expense is related to a Councillor’s Official Council Duties as part of processing a request for Reimbursement.

3.8 Process for Reimbursement to Councillors

In order to claim Reimbursement for an incurred expense, Councillors will complete a Councillor Reimbursement Request form and provide it to the Mayor and Councillor Support Unit.

In every instance that a claim for Reimbursement is to be made, a Councillor must complete a Councillor Reimbursement Form and provide tax invoices for each claimed expense.

Once a Councillor has completed a Councillor Request for Reimbursement form, and has provided copies of all relevant tax invoices to the Mayor and Councillor Support Unit, the request for Reimbursement will be processed within the delegation to the City’s officers.

Once a Councillor expenditure has been approved for Reimbursement, Reimbursement will be made to the Councillor’s nominated bank account by electronic funds transfer.

3.9 Reimbursement to Council

If a Councillor exceeds the expenditure limit set out in this policy without the necessary approval, but the Council has paid the Councillor, or someone on behalf of the Councillor, for an amount exceeding the expenditure limit (Excess Spend), the Councillor must reimburse the Council for the Excess Spend.

Where it is identified that a Councillor has an Excess Spend, the Mayor and Councillor Support Unit will notify the Councillor and the Mayor in writing, outlining:

• The amount of the Excess Spend;

• The annual expenditure limit which has been exceeded; and

• A request for Reimbursement by the Councillor of the Excess Spend.

The Councillor will be required to reimburse the Council for the Excess Spend within thirty (30) days of receiving written notice from the Mayor and Councillor Support Unit of the Excess Spend.

3.10 Reporting and Monitoring

All Reimbursements will be recorded in Council’s Councillor Reimbursement Register. This will be kept in the Mayor & Councillor Support Unit. Councillors will be provided with a monthly summary of their individual expenditure, and a quarterly summary for all Councillor expenditure will be provided to the Council at a Council briefing.

Councillor expenditure will be monitored by the Mayor and Councillor Support Unit to assist Councillors to manage their expenses and to identify when an individual Councillor may be likely to exceed their annual expenditure limit/s.

The Councillor Reimbursement Register is publicly accessible under the Freedom of Information Act (Vic) 1983.

4. Publication of expenses paid or reimbursed

In the interests of transparency and accountability, the following Councillor expenses paid by Council or reimbursed to Councillors will be reported on Council’s website at the end of March, June, September and December.

The expenses categories that will be reported to the community for each Councillor include the expenditure for:

• Councillor allowances;

• Professional Development and Training costs;

• Incidental Costs;

• Travel (includes Mayoral vehicle allowance; use of private vehicle; taxi / cab charge/Uber; air or rail);

• Communication (includes mobile telephone / Internet); and

• Child / family care.

5. Hospitality, gifts and benefits

Councillors must comply with the Council’s Councillors Code of Conduct and the Gifts and Hospitality Policy. This policy provides a guide for what a Councillor must do when offered a gift and hospitality in their capacity as a Councillor.

6. Administrative support for the Mayor and Councillors

6.1 Office of the Mayor

The Mayor has additional responsibilities and functions over and above other Councillors as he or she leads the Council and in undertaking of civic and ceremonial functions.

The Council will pay all expenses and outlined in this policy to the Mayor, along with the additional expenditure incurred in discharging the Mayoral responsibilities and functions. Expense entitlements are not subject to the annual expenditure limits in this policy, however, they are limited by the annual budget of the office of the Mayor, as approved by Council.

The Council will provide administrative support to assist the Mayor with his or her day to day administrative requirements. Any Council Officers directly involved in providing administrative support to the Mayor do not report to the Mayor, but rather, they report to the CEO.

6.2 Support for Councillors and the Mayor

The Council will provide administrative support to assist the Mayor and Councillors with:

• Managing and responding to correspondence;

• Distributing invitations to attend events and functions;

• Processing Reimbursements that are in line with this policy;

• Using the Councillor portal, which will provide the Mayor and Councillors with electronic, mobile access to the information necessary to carry out their Official Council Duties;

• Responding to requests for information or service from the Mayor or Councillors in accordance with the relevant protocols;

• Diary management for Official Council Duties;

• Travel and accommodation bookings that are in line with policy; and

• Training and development bookings or registrations that are in line with this policy.

6.3 Councillor Portal

Access to Councillor information and administrative support will be streamlined by the provision of a dedicated Councillor portal. Online access to information will be provided by mobile devices, for use by Councillors.

The Councillor portal will include a number of support services that will assist Councillors in performing their Official Council Duties.

Councillors will be required to access information and support services through the Councillor portal, including for the provisions outlined in this policy. All Councillor request for service of information must be made through the Councillor portal.

The Mayor and Councillor Support Unit will be responsible for the day-to-day management of the Councillor portal, and will inform and educate Councillors of the functionality of the portal, including when it can be used to submit and obtain information.

The Councillor portal aligns the Council with the communities’ long term Clever and Creative Vision, as well as contemporary governance standards with the use of integrated digital technology platforms. In line with Council’s commitment to environmental sustainability, no hard copy documents will be provided in the first instance to Councillors.

The City will provide administrative support to the Mayor and Councillors to facilitate their use of the Councillor portal, including:

• IT coaching and support;

• Printing on request only.

6.4 Correspondence

All email /mail received by Council is designated as Council business and is opened by Central Records staff and subsequently forwarded to the relevant City department for an official reply.

A copy of correspondence addressed to Councillors will be made available to that Councillor, and a copy of the response will also be provided for the Councillor’s review.

6.5 Invitations and Calendars

Councillors will be provided with timely information about invitations to events. The Mayor and Councillor Support Unit will facilitate the attendance of Councillors in accordance with the following:

• Invitations addressed to the Mayor will be sent to the Mayor for acceptance or delegation at his or her discretion to the Deputy Mayor, and if the Deputy Mayor is not available, to another Councillor. Where the Mayor wishes to delegate an invitation, the Mayor and Councillor Support Unit will confirm if the person, group or organisation issuing the invitation will accept a suitable delegate in the Mayor’s place.

• Invitations sent to a Councillor will be sent to that Councillor. Where that Councillor cannot attend, the Mayor and Councillor Support Unit will confirm if the person, group or organisation issuing the invitation will accept a suitable delegate in the Councillor’s place, in which case the invitation will be first offered to Councillors from the same ward, and if no ward Councillor can attend, to the other Councillors, for acceptance on the basis of the first Councillor to respond.

7. Facilities and equipment

7.1 Council Executive Suite (Lounge) and Meeting Rooms

A Councillor’s Executive Suite will be available in City Hall. The Councillor’s Executive Suite includes a work area, where office furniture, telephone facilities and computer access is provided. Reasonable printing and photocopying facilities including consumables will also be provided.

7.2 Refreshments

Councillors will be provided with refreshments, excluding alcohol, for the use of Councillors and their official guests in the Councillor Lounge.

Councillors will be provided with a meal, excluding alcohol, prior to any Council meetings and Council briefings that are expected to take place between 12:00pm to 2:00pm and/or 5:00pm to 7:00pm.

All Council facilities are ‘alcohol-free’ unless authorised by the CEO for official civic functions.

7.3 Meeting Rooms

Meetings rooms are available at City Hall for use by Councillors (subject to availability) for meetings which are a part of a Councillor’s Official Council Duties.

7.4 Equipment - Electronic Office

The City’s Information Technology Department is responsible for management of the City’ information technology system (IT System) that uses antivirus software, scanning software and other security resources to protect the City’s information and infrastructure.

Councillors using City Issued equipment and networks are required to comply with the City’s Email, Internet and Social Media Policy to ensure that equipment and facilities align with legitimate activities associated with the duties of being a Councillor. This policy also addresses monitoring of electronic communications and the use of social networking sites.

Personal mobile and telecommunications equipment is unable to be supported by the City’s IT System, so expenses relating to the purchase of personal mobile and telecommunications equipment cannot be reimbursed to Councillors.

Councillors will be provided with standard mobile and telecommunications equipment. Consumables for these devices will be supplied to Councillors as set out in this policy. All electronic office equipment supplied to Councillors will be compatible and consistent with that which already exists within the City. Use of software by Councillors must be in accordance with any software licence agreements between the City and any service provider, and Councillors will be informed of any conditions of use of the City’s software.

All Council supplied telecommunications services such as data allowances or mobile phones must reside on the City’s main consolidated telephone and internet account.

7.5 Equipment - Mobile Communications Equipment

Council will supply the following standard Council supported equipment:

• Mobile telephone – smart phone with mobile data access including blue-tooth device for vehicle if required; and

• portable computer.

All equipment remains the property of the Council and must be returned immediately when a Councillor’s term ceases.

7.6 Data and telephone network access

Councillors will be provided with mobile data and telephone network access with the City’s current contracted provider.

7.7 Insufficient mobile connectivity

Where Council’s standard mobile or telephone network has insufficient connectivity to be effectively used at a Councillor’s home, the Council will fund the installation and ongoing service charges of the necessary telephone line and associated equipment including, where necessary, power supply, at the Councillor’s home. Installed equipment will remain at all times at the residence of the Councillor, or such other agreed designated location, during the term of office.

The Council will cease to pay any ongoing service charges for any installed equipment at the end of a Councillor’s term. The cost of removing any equipment installed at a Councillors home will be borne by Council, unless otherwise agreed.

7.8 Data and telephone network access charges

Details of charges for telephone and internet broadband services will be provided monthly for each Councillor’s review.

Within 28 days of receiving the details of telephone and internet charges, Councillors must:

• identify any costs incurred which do not relate to a Councillor’s Official Council Duties; and

• reimburse the costs of non-Council use of telephone landlines, mobile phone charges and internet services within a further 28 days.

All operational costs together with the cost of accessories will be treated as an expense attributable to the individual Councillor and published on Council’s website as provided for in this policy.

7.9 Data and telephone network access while overseas

If a Councillor is travelling overseas, the Councillor will be provided with appropriate data and mobile telephone network access, where possible. If it is not possible to provide a Councillor with appropriate data and mobile telephone network access, use of the mobile telephone, tablet computer or laptop computer by a Councillor while travelling overseas must be approved in writing by the CEO.

7.10 Stationery

Upon request, Councillors will be provided with standard stationery required to enable a Councillor to carry out his or her civic duties. The stationery will be obtained through Council’s contracted providers, and may include ordinary home office supplies such as:

• pens and markers;

• plain A4 paper;

• diary or planner;

• writing pad / books;

• envelopes; and

• standard computer consumables and the like.

Councillors will be provided with standard business cards issued in the current corporate branding of the City.

Councillors will be provided with a name badge issued in the current corporate branding of the City for use while undertaking Official Council Duties.

7.11 Council Vehicles

Council pool vehicles are available for use by Councillors for Official Council Duties by prior arrangement;

• where a private vehicle is not available; and/or

• where public transport is not a viable travel option.

Bookings of Council vehicles are to be made through the Mayor and Councillor Support Unit and the following minimum notice is requested:

• 24 hours for day use;

• 48 hours’ notice for overnight use; and

• 5 working days for periods of more than two days.

The City will use its best endeavours to ensure a vehicle is available where a Councillor provides the minimum notice requested.

Where the minimum notice requested is not provided by a Councillor, the City cannot guarantee that a vehicle will be available.

7.12 Public transport travel within Victoria

A Councillor may be provided with a Myki to be used by Councillors in undertaking their Official Council Duties. A request for a Myki can be made to the Mayor and Councillor Support Unit.

8. Councillor welfare and support

8.1 Councillor Welfare

Councillors may approach the CEO with regard to any particular guidance, counseling or coaching that may be required to enhance their performance as a Councillor.

Councillor’s experiencing difficulties with performing their role as a Councillor, or personal difficulties that may impact on their performance as a Councillor are able to seek counseling on a confidential basis through the Council’s Employee Assistance Program.

8.2. Disability Support

Any Councillor with a disability will be provided with the reasonable additional facilities, equipment and support required as a result of that disability to enable the Councillor to undertake their civic duties as a Councillor.

9. Insurance and legal costs

9.1 Insurance and WorkCover

Councillors are covered by the following Council Insurance Policies, while discharging the duties of civic office, on a 24 hour basis, including attendance at meetings of external bodies as Council’s representative:

• Personal Accident Insurance;

• Public Liability Insurance;

• Professional Indemnity Insurance;

• Councillors and Officers Liability Insurance;

• Travel Insurance; and

• WorkCover (as a deemed employee).

Council will pay the insurance policy excess in respect of any claim made against a Councillor arising from Council business where any claim is accepted by Council’s Insurers, whether defended or not.

9.2. Legal costs

Other than by specific Council resolution or in accordance with a Council policy, any legal expenses incurred by a Councillor shall be the responsibility of that Councillor.

10. Quality Records

Quality Records shall be retained for at least the period shown below.

11. Attachments

• Email, Internet and Social Media Policy

• Councillor and Staff Interaction Protocol