Description: Council_Mark_POS_RGB

8 October 2014

 

Dear Councillor,

In pursuance of the provisions of the Local Government Act, 1993 and the Regulations thereunder, notice is hereby given that a POLICY REVIEW COMMITTEE MEETING of Penrith City Council is to be held in the Passadena Room, Civic Centre, 601 High Street, Penrith on Monday 13 October 2014 at 7:00PM.

Attention is directed to the statement accompanying this notice of the business proposed to be transacted at the meeting.

Yours faithfully



Alan Stoneham

General Manager

 

BUSINESS

 

1.           LEAVE OF ABSENCE

Leave of absence has been granted to:

Councillor Kevin Crameri OAM23 September 2014 until further notice.

Councillor Mark Davies - 10 October 2014 to 10 November 2014 inclusive.

 

2.           APOLOGIES

 

3.           CONFIRMATION OF MINUTES

Policy Review Committee Meeting - 8 September 2014.

 

4.           DECLARATIONS OF INTEREST

Pecuniary Interest (The Act requires Councillors who declare a pecuniary interest in an item to leave the meeting during discussion of that item)

Non-Pecuniary Conflict of Interest – Significant and Less than Significant (The Code of Conduct requires Councillors who declare a significant non-pecuniary conflict of interest in an item to leave the meeting during discussion of that item)

 

5.           ADDRESSING THE MEETING

 

6.           MAYORAL MINUTES

 

7.           NOTICES OF MOTION TO RESCIND A RESOLUTION

 

8.           NOTICES OF MOTION

 

9.           DELIVERY PROGRAM REPORTS

 

10.         REQUESTS FOR REPORTS AND MEMORANDUMS

 

11.         URGENT BUSINESS

 

12.         CONFIDENTIAL BUSINESS


POLICY REVIEW COMMITTEE MEETING

 

Monday 13 October 2014

 

table of contents

 

 

 

 

 

 

meeting calendar

 

 

confirmation of minutes

 

 

DELIVERY program reports

 


Description: Council_Mark_POS_RGB2014 MEETING CALENDAR

January 2014 - December 2014

(adopted by Council on 25/11/13 and amended by Council on 26/5/14)

 

 

 

TIME

JAN

FEB

MAR

APRIL

MAY

JUNE

JULY

AUG

SEPT

OCT

NOV

DEC

Mon

Mon

Mon

Mon

Mon

Mon

Mon

Mon

Mon

Mon

Mon

Mon

 

Ordinary Council Meeting

7.30pm

 

3

10&

 

 

 

 

 

 

22^ü

(7.00pm)

 

 

15

(7.00pm)

 

24@

24

28v

26#

23 *

28

25@

29

27

24#+

 

Policy Review Committee

7.00pm

 

 

 

14

12

30

14

11

8

13

10

8

 

10

10

 

 

 

 

 

 

 

 

 

 

 v

Meeting at which the draft corporate planning documents (Delivery Program and Operational Plan) are endorsed for exhibition

 *

Meeting at which the draft corporate planning documents (Delivery Program and Operational Plan) are adopted

 #

Meetings at which the Operational Plan quarterly reviews (March and September) are presented

 @

Meetings at which the Delivery Program progress reports (including the Operational Plan quarterly reviews for December and June) are presented

 ^

Election of Mayor/Deputy Mayor

 ü

Meeting at which the 2013-2014 Annual Statements are presented

 

Meeting at which any comments on the 2013-2014 Annual Statements are presented

 +

Meeting at which the Annual Report is presented

&

Extraordinary Meeting

-            Extraordinary Meetings are held as required.

-            Members of the public are invited to observe meetings of the Council (Ordinary and Policy Review Committee).

Should you wish to address Council, please contact the Senior Governance Officer, Glenn Schuil.

 


UNCONFIRMED MINUTES

 OF THE POLICY REVIEW COMMITTEE MEETING OF PENRITH CITY COUNCIL HELD IN THE PASSADENA ROOM, PENRITH

ON MONDAY 8 SEPTEMBER 2014 AT 7:01PM

PRESENT

His Worship the Mayor, Councillor Ross Fowler OAM, Deputy Mayor, Councillor Jim Aitken OAM and Councillors Bernard Bratusa, Prue Car (arrived 7:07pm), Kevin Crameri OAM, Marcus Cornish, Greg Davies, Mark Davies, Maurice Girotto, Ben Goldfinch, Jackie Greenow OAM, Tricia Hitchen, Karen McKeown, John Thain and Michelle Tormey.

 

APOLOGIES

There were no apologies.

 

CONFIRMATION OF MINUTES - Policy Review Committee Meeting - 11 August 2014

PRC 51  RESOLVED on the MOTION of Councillor Marcus Cornish seconded Councillor Karen McKeown that the minutes of the Policy Review Committee Meeting of 11 August 2014 be confirmed.

 

DECLARATIONS OF INTEREST

 

His Worship the Mayor, Councillor Ross Fowler OAM declared a Non-Pecuniary Conflict of Interest – Less than Significant in Item 3 - Penrith CBD Corporation Business Plan 2014-15 as he is the Auditor of the Penrith CBD Corporation.

 

Councillor Bernard Bratusa, declared a Non-Pecuniary Conflict of Interest – Less than Significant in Item 3 - Penrith CBD Corporation Business Plan 2014-15 as he is a Board Member of the Penrith CBD Corporation.

 

DELIVERY PROGRAM REPORTS

 

Outcome 4 - We have safe, vibrant places

 

3        Penrith CBD Corporation Business Plan 2014-15

Councillor Prue Car arrived at the meeting, the time being 7:07pm.

Place Manager, Jeni Pollard introduced the report and invited Owen Rogers, Chairman of the Penrith CBD Corporation to give a presentation.

Councillor Bernard Bratusa left the meeting, the time being 7:12pm
Councillor Bernard Bratusa returned to the meeting, the time being 7:14pm.

Councillor Mark Davies left the meeting, the time being 7:20pm.
Councillor Mark Davies returned to the meeting, the time being 7:25pm.                                   

PRC 52  RESOLVED on the MOTION of Councillor Jim Aitken OAM seconded Councillor Greg Davies

That:

1.     The information contained in the report on Penrith CBD Corporation Business Plan 2014-15 be received.

2.     Council receive the Annual Operation Report 2013-14.

3.     Council endorse the Triennial Business Plan (Year 2) 2014-15 for the Penrith CBD Corporation.

4.     The Board and Management of the Penrith CBD Corporation be congratulated for their efforts over the last 12 months.

Note: Please see adoption of Report and Recommendations of these minutes at Ordinary Meeting – 22 September 2014 for an amendment to these minutes.

 

5        South Creek Historic Park Proposal

Design and Projects Manager, Michael Jackson introduced the report and gave a presentation.        

PRC 53  RESOLVED on the MOTION of Councillor Jackie Greenow OAM seconded Councillor Greg Davies

That:

1.     The information contained in the report on South Creek Historic Park Proposal be received.

2.     The new wagon enclosure include broader St Marys Heritage interpretation signage.

3.     The Recreation Trail remain in the PATHS strategy with an option to be considered to extend south from the M4 to Mamre Homestead.

4.     The St Marys Historical Society be thanked for their contributions to this proposal.

 

Outcome 2 - We plan for our future growth

 

1        Draft Penrith Development Control Plan 2014

Executive Manager - City Planning & Community, Ruth Goldsmith introduced the report and gave a presentation.                                                                                                                                  

PRC 54  RESOLVED on the MOTION of Councillor Jim Aitken OAM seconded Councillor Kevin Crameri OAM

That:

1.     The information contained in the report on Draft Penrith Development Control Plan 2014 be received.

2.       Further changes be made to the draft Penrith Development Control Plan 2014 prior to exhibition, to ensure consistency with Council policy and Penrith LEP 2010 (Amendment 4).

3.       Draft Penrith Development Control Plan 2014 be publicly exhibited, in accordance with the relevant provisions of the Environmental Planning and Assessment Act, 1979 and associated Regulations.

4.       A further report be presented to Council following the Public Exhibition.

In accordance with Section 375A of the Local Government Act 1993, a DIVISION was then called with the following result:

For

Against

Councillor Ross Fowler OAM

Councillor Greg Davies

Councillor Bernard Bratusa

 

Councillor Jackie Greenow OAM

 

Councillor Tricia Hitchen

 

Councillor Karen McKeown

 

Councillor John Thain

 

Councillor Jim Aitken OAM

 

Councillor Prue Car

 

Councillor Marcus Cornish

 

Councillor Mark Davies

 

Councillor Kevin Crameri OAM

 

Councillor Michelle Tormey

 

Councillor Maurice Girotto

 

Councillor Ben Goldfinch

 

 

2        Heritage Program Update                                                                                                

PRC 55  RESOLVED on the MOTION of Councillor Greg Davies seconded Councillor Jackie Greenow OAM

That:

1.     The information contained in the report on Heritage Program Update be received.

2.     The 2014 – 2017 Penrith Heritage Program be adopted.

3.     Dr Allen Barlow, Jennine Leonarder-Collins and Wendy Hearne be appointed as Community Representatives on Council’s Heritage Advisory Committee for a term of two (2) years.

 

Outcome 4 - We have safe, vibrant places

 

4        Neighbourhood Renewal Program - Cambridge Park and Cranebrook Neighbourhood Action Plans

Place Manager, Jeni Pollard introduced the report and invited Neighbourhood Renewal Coordinator, Heather Chaffey to give a presentation.

Councillor Marcus Cornish left the meeting, the time being 7:58pm
Councillor Marcus Cornish returned to the meeting, the time being 7:59pm.

Councillor Jim Aitken OAM left the meeting, the time being 8:10pm.

Councillor Kevin Crameri OAM left the meeting, the time being 8:12pm
Councillor Kevin Crameri OAM returned to the meeting, the time being 8:18pm.

Councillor Jim Aitken OAM returned to the meeting, the time being 8:21pm.                             

PRC 56  RESOLVED on the MOTION of Councillor John Thain seconded Councillor Maurice Girotto

That:

1.     The information contained in the report on Neighbourhood Renewal Program - Cambridge Park and Cranebrook Neighbourhood Action Plans be received.

2.     Council endorse the Cambridge Park Neighbourhood Action Plan 2014 and the Cranebrook Neighbourhood Action Plan 2014 as provided.

3.     Council endorse that a proposal for a new model for Neighbourhood Renewal commence.

4.     A further report be presented to the Local Traffic Committee concerning the potential to bring forward into the current year, identified traffic calming facilities in Calisto Drive, Cranebrook and the option of forward funding any planned traffic works required from the 2015-16 Budget.

5.     A comprehensive package of information be prepared  and provided to State and Federal Members detailing Council’s neighbourhood renewal activities conducted over the last 12 months.

6.     A further report be prepared for Council providing an update on Neighbourhood Renewal actions over recent years outlining those actions that may require further assistance for delivery.

7.     A further report be prepared detailing information on the Digital Inclusion Strategy in relation to the provision of internet to areas.

8.     Council congratulate the Neighbourhood Renewal team on their efforts with this program.

 

Outcome 7 - We have confidence in our Council

 

6        2013-14 Year in Review

General Manager, Alan Stoneham introduced the report and gave a presentation. Mr Stoneham discussed seven focus areas: jobs, managing growth, transport, places, environment, health and confidence in our Council.

Councillor Michelle Tormey left the meeting, the time being 8:25pm.
Councillor Michelle Tormey returned to the meeting, the time being 8:27pm.

Councillor Jim Aitken OAM left the meeting, the time being 8:35pm.
Councillor Jim Aitken OAM returned to the meeting, the time being 8:39pm.

Councillor Karen McKeown left the meeting, the time being 8:41pm.
Councillor Karen McKeown returned to the meeting, the time being 8:43pm.

Councillor John Thain left the meeting, the time being 8:53pm.
Councillor John Thain returned to the meeting, the time being 8:55pm.

PRC 57  RESOLVED on the MOTION of Councillor Mark Davies seconded Councillor John Thain that the information contained in the report on 2013-14 Year in Review be received.

 

REQUESTS FOR REPORTS AND MEMORANDUMS

 

RR 1           Signs Policy                                                                                                              

Councillor Greg Davies requested a report to the Policy Review Committee providing details of Council’s policy on signage and the enforcement of signs being erected.

 

URGENT BUSINESS

 

Executive Manager – City Assets, David Burns presented a verbal report concerning the ClubGRANTS scheme.

 

PRC 58  RESOLVED on the MOTION of Councillor Ben Goldfinch seconded Councillor Maurice Girotto

That:

1.    The information contained in the verbal report on ClubGRANTS scheme be     received.

2.    A memo providing further information concerning potential projects be     provided to all Councillors.

3.    The matter be  listed on the agenda for the Councillors’ Mid Term Review.

There being no further business the Chairperson declared the meeting closed the time being 9:32pm.

    



DELIVERY PROGRAM REPORTS

 

Item                                                                                                                                       Page

 

  

Outcome 4 - We have safe, vibrant places

 

1        Grant Application - 2014-15 Metropolitan Greenspace Program                                      1

 

Outcome 6 - We're healthy and share strong community spirit

 

2        Sport Facility Grant Program - NSW Office of Sport                                                        9

 

Outcome 7 - We have confidence in our Council

 

3        Placement of Council news page                                                                                    19

 

4        Draft Policy on the Payment of Expenses and Provision of Facilities to Mayor, Deputy Mayor and Councillors                                                                                                                        23

 

 

 


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


 

 

Outcome 1 - We can work close to home

 

 

There were no reports under this Delivery Program when the Business Paper was compiled


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


 

 

Outcome 2 - We plan for our future growth

 

 

There were no reports under this Delivery Program when the Business Paper was compiled


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


 

 

Outcome 3 - We can get around the City

 

 

There were no reports under this Delivery Program when the Business Paper was compiled


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


Outcome 4 - We have safe, vibrant places

 

Item                                                                                                                                       Page

 

1        Grant Application - 2014-15 Metropolitan Greenspace Program                                      1

 

 

 



Policy Review Committee Meeting                                                                13 October 2014

 

 

 

1

Grant Application - 2014-15 Metropolitan Greenspace Program   

 

Compiled by:               Karin Schicht, Landscape Architecture Supervisor

Authorised by:            Michael Jackson, Design and Projects Manager  

 

Outcome

We have safe, vibrant places

Strategy

Improve our public spaces and places

Service Activity

Manage the development of master plans and designs for Council's assets and public domain

      

 

Executive Summary

The purpose of this report is to seek Council’s endorsement to lodge an application in the 2014 Metropolitan Greenspace Program for ‘Our River – Path, Play and Planning’.  Applications are due 31 October 2014. The report recommends that the information contained in the report be received and that Council endorse the lodgement of the Our River application.

Background

The Great River Walk (GRW) is a significant initiative that Council has been supporting for many years, through a range of funding sources including Council, State and Federal Government grants and private contributions.  Design and construction for the GRW in recent years has focused on the shared path along River Road, Emu Plains. With this section now complete, attention will now be focused on components of the Our River Masterplan, which includes a continuation of upgrades to the Great River Walk routes.

 

To date, Penrith City Council has received a total of $1,611,642 for the Great River Walk, under the Department of Planning and Environment’s Metropolitan Greenspace Program (MGP). The total cost of the GRW to date, including all other grants is approximately $3,863,000.

 

The MGP aims to support the delivery of high quality, regionally-significant open space and assists councils with the financial costs of regionally-significant open space capital works and regionally-significant open space planning and design.

 

The Department of Planning and Environment works closely with local councils to plan, coordinate and improve regionally significant open space, which may include parks, trails and reserves. In recent years, the program has developed a strong focus towards the implementation of the Regional Recreational Trails Framework.

Current Situation

In November 2013, Council adopted the ‘Our River’ Masterplan. Since then the following activity has occurred:

 

·    A draft Vegetation Management Plan and updated Plans of Management are currently on public exhibition

·    An upgrade to the small playground in Tench Reserve, north of the main playground is planned for 2014-15.

·    An upgrade to furniture in Tench Reserve in 2014-15.

·    Planning and designing of a new boat ramp and its associated infrastructure.

·    Design and construction of a small craft launch deck near the M4 bridge.

 

A principle of the Masterplan is to distribute activity more evenly across other areas of the Masterplan area, to relieve pressure on parking and usage currently experienced at the boat ramp area.  In accordance with the implementation priorities and staging of works set in the Masterplan, the two key hubs for action are around the boat ramp area and the Regatta Park area.

 

The ‘Our River – Path, Play and Planning’ grant application will focus on three areas:

 

1.   Precinct planning of the Regatta Park area ($60,000) – this will involve a preliminary business case (addressing strategic, economic, commercial, financial and management issues) which will inform a more detailed arrangement of activities, uses, circulation and parking in the precinct.

2.   Pathworks – new 3m wide concrete path from the end of Nepean Avenue to the memorial redwood tree plantings, just north of Jamison Road ($265,000). The existing asphalt path is narrow and in fair condition.  A separate cycleway is planned as a 2.5m wide path roughly parallel to the pedestrian path.

3.   Funds for the playground upgrade will be boosted for improved quality and quantity of play experience appropriate for this regionally significant park ($50,000).

 

The total project value is therefore $375,000 requiring a minimum matching contribution from Council of $187,500 which is proposed as follows:

 

1.   $88,500 from Parks’ Asset Renewal (Playground upgrade) budget for 2014-15

2.   $27,000 from Parks’ Asset Renewal (Furniture, Seating, Shade and BBQs) budget for 2014-15

3.   $20,000 from Property Development’s budget

4.   $52,000 from the Section 94 District Open Space Plan.

 

It is anticipated that the successful grants will be determined early 2015, which will enable the playground and furniture upgrades to commence in the last quarter of this financial year.  As a condition of the grant, the project should be completed within 24 months.

 

Financial Services Manager’s Comment

Lodgement of the ‘Our River – Path, Play and Planning’ grant requires Council to commit matching funding of $187,500 should the application be successful. The progression of the Great River Walk has been a priority for a number of years and the Section 94 District Open Space Plan for the Great River Walk is fully expended. Council’s matching contribution to this project is proposed to be sourced from a combination of budgets as outlined in this report. A further report will be provided to Council confirming Council’s contribution and funding sources should the application be successful.

 

Conclusion

The MGP has supported the GRW in Penrith with grant funding since 2003.  This stage will both continue with the GRW and start to build on the Our River Masterplan momentum achieved more recently.  We seek Council’s endorsement to lodge an MGP grant application for ‘Our River – Path, Play and Planning’.

 

 

 

RECOMMENDATION

That:

1.    The information contained in the report on Grant Application - 2014-15 Metropolitan Greenspace Program be received.

2.    Council endorse the three projects identified for the ‘Our River – Path, Play and Planning’ Metropolitan Greenspace Program application.

 

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.  


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


 

 

Outcome 5 - We care about our environment

 

 

There were no reports under this Delivery Program when the Business Paper was compiled


 

 

 

 

THIS PAGE HAS BEEN LEFT BLANK  INTENTIONALLY


Outcome 6 - We're healthy and share strong community spirit

 

Item                                                                                                                                       Page

 

2        Sport Facility Grant Program - NSW Office of Sport                                                        9

 

 

 



Policy Review Committee Meeting                                                                13 October 2014

 

 

 

2

Sport Facility Grant Program - NSW Office of Sport   

 

Compiled by:               Virginia Tuckerman, Recreation Co-ordinator

Authorised by:            Andrew Robinson, Recreation Manager  

 

Outcome

We are healthy and share strong community spirit

Strategy

Provide opportunities for our community to be healthy and active

Service Activity

Advocate for sport and recreation venues and services for the City

      

 

Executive Summary

Council Officers have reviewed the criteria for the recently announced NSW Government’s Office of Sport - Sport Facility Grant Program and have considered potential grant applications which could be submitted by 31 October deadline.

Eight potential projects have been identified, six of which were floodlight upgrade projects, one is the reconstruction of two sports fields, and the final project is the provision of an outdoor health and fitness gym.

·    Myrtle Road Fields (Myrtle Road, Claremont Meadows), installation of 4

floodlight poles and 100 lux lighting.

·    Gow Park (Littlefields Road, Mulgoa), installation of 3 floodlight poles and 100 lux

lighting.

·    Doug Rennie Field (Kingswood Park, Paskin Street, Kingswood),  installation of 3

floodlight poles and 100 lux lighting.

·    Potter Fields (Shepherd Street Park, Shepherd Street, Colyton), installation of 5 floodlight poles and 100 lux lighting.

·    Peppertree Reserve (Swallow Drive, Erskine Park), installation of 6 floodlight poles with 100 lux lighting.

·    Ridge Park (Woodland Avenue, Oxley Park), reconstruction of 3 full sized fields.

·    Allsopp and Paterson Oval (Oxford Street, Cambridge Park), installation of 2 floodlight poles with 50 lux lighting.

·    Callisto Drive Reserve (Callisto Drive, Cranebrook), installation of an outdoor health and fitness gym.

Background

The Minister for Sport and Recreation, the Hon. Stuart Ayres MP, announced on 1 October 2014 that the NSW Government’s Sport Facility Grant Program was open for applications.

 

The Sport Facility Program aims to increase participation opportunities in sport by:

 

·    improving safety at sports facilities

·    improving amenities at sporting facilities

·    developing environmentally sustainable sporting facilities

·    addressing barriers to participation in sport

 

 

 

Examples of projects eligible for funding at sporting clubs include:

 

·    enhance existing facilities e.g. watering systems, safety netting, lighting and upgrade of surfaces

·    provide ancillary facilities e.g. sun protection shelters, change rooms, shower and toilet blocks

·    construct new and fixed portable facilities and infrastructure.

 

In terms of funding available grants are capped at $25,000. Organisations may apply for multiple projects however, generally, the maximum available to any one organisation from this program is $50,000 in a financial year. Organisations must contribute 50% or more to any project.

 

Organisations may only receive State Government funding once for the same project or component of a project from this program or any other State Government funded grant program.

 

The deadline for grant application submissions is 31 October 2014. Funding should be expended within 18 months of the date of signing the funding agreement.

 

A full list of grant criteria and considerations are included in the Sports Facility Program Guidelines attached in the Appendix to this report.

 

Current Situation

 

Council Officers have reviewed a number of potential projects to submit as grant applications and, after evaluating the grant criteria, have developed the following list of projects for Council’s consideration.

 

Myrtle Road Fields, Myrtle Road, Claremont Meadows – Floodlight Project

 

Proposed Project

 

The proposed grant submission is for a project to realise the installation of 4 floodlight poles with 100 lux standard lighting. This will create greater capacity to utilise more of the two full sized fields that are at the facility, promote a safer environment in which to participate, as well as allow the club to maintain and grow its existing participation numbers.

 

Soccer field embellishments at this location are endorsed as a high priority in Council’s adopted Local Open Space Action Plan.  Council’s Sportsground Management Strategy’s floodlight audit indicates that the lights fail to meet the required standards.

 

Currently, there are only 2 floodlight poles at the facility, both of which do not meet the required lux levels and are poorly placed to enable use of the field to be maximised.

 

Since moving to Myrtle Fields, in 2012, from South Creek Park, St Marys Convent FC have increased in numbers from 14 teams and 161 participants to 23 teams and 299 participants in 2014.

 

Project Cost 

 

$115,000

 

 

Proposed Funds

 

$90,000 allocated from the Local Open Space Action Plan.

$25,000 Sport Facility Grant.

 

Council Ward: East       State Electorate: Mulgoa

Gow Park, Littlefields Road, Mulgoa – Floodlight Project

 

Proposed Project

 

The proposed grant submission is for a project to realise the installation of 3 floodlight poles with 100 lux standard lighting. This will create greater capacity to utilise the two full size fields and one mini field at the venue, promote a safer environment in which to participate, as well as allow the club to maintain and grow its existing participation numbers. If a grant application is successful, the project will also complement the recently completed installation of an irrigation system at the sportsground and, together, will significantly enhance the sustainability of the fields.

 

The Parks Asset Renewal program has highlighted floodlight upgrades at Gow Park as one of the floodlight upgrade priorities in 2015-2016. Council’s Sportsground Management Strategy’s floodlight audit indicates that the lights fail to meet the required standards.

 

Currently, there are only 2 floodlight poles at the facility, both of which do not meet the required lux levels and are poorly placed to enable use of the field to be maximised.

 

Mulgoa Valley FC utilise the fields on an average of 12 hours per week for training and 6 hours at the weekend for competition. In 2014 there were 127 participants in 12 teams.

 

Project Cost 

 

$87,000

 

Proposed Funds

 

$50,000 from Parks Asset Renewal Program (subject to 2015/2016 budget process)

$12,000 from Council’s Grants Reserve

$25,000 Sport Facility Grant.

 

Council Ward: South     State Electorate: Mulgoa

 

Doug Rennie Fields (Kingswood Park), Paskin Street, Kingswood – Floodlight Project

 

Proposed Project

 

The proposed grant submission is for a project to realise the installation of 4 floodlight poles with 100 lux standard lighting. This will create greater capacity to utilise more of the full sized field and mini field that are at the facility, promote a safer environment in which to participate, as well as allow the club to maintain and grow its existing participation numbers.

 

The Parks Asset Renewal program has highlighted floodlight upgrades at Doug Rennie as one of the floodlight upgrade priorities in 2015-2016. Council’s Sportsground Management Strategy’s floodlight audit indicates that the lights fail to meet the required standards.

 

Currently, there are 4 floodlight poles at the facility, all of which do not meet the required lighting lux levels and these will be replaced should the grant be successful.

 

Doug Rennie Fields are currently utilised by Penrith Waratahs Junior Rugby League Football Club. The club currently fields 16 teams with 299 participants, and these figures have remained stable to those provided in 2013.

 

 

Project Cost  

 

$115,000

 

Proposed Funds

 

$50,000 from Parks Asset Renewal Program (subject to 2015/2016 budget process)

$40,000 from Council’s Grant Reserve.

$25,000 Sport Facility Grant.

 

Council Ward: East       State Electorate: Penrith

 

Potter Fields (Shepherd Street Reserve), Shepherd Street, Colyton – Floodlight Project

 

Proposed Project

 

The proposed grant submission is for a project to realise the installation of 5 floodlight poles with 100 lux standard lighting, which will complete the floodlight requirements of the venue. This will create greater capacity to utilise all of the 3 full sized fields that are at the facility, promote a safer environment in which to participate, as well as allow the club to maintain and grow its existing participation numbers.

 

Council has recently completed a first stage of floodlight renewal and upgrades at Potter Fields with 3 floodlight poles, 100 lux standard lights installed, and supply upgrades at a cost of $100,000. This work was funded from Council’s Telecommunications Access Fund (TAF) program (there are two telecommunications towers at Potter Fields).

 

Council’s Sportsground Management Strategy’s floodlight audit indicated that the lights fail to meet the required standards. The recent upgrades have addressed some of the lighting deficiency, however lux levels are not of a sufficient luminance across the whole facility.

 

Potter Fields is currently utilised by St Marys Soccer Club. The club currently fields 38 teams with 481 participants. There has been a growth of 9 teams and 81 participants since 2012 (although the total number of participants in 2014 of 481, was less than the 502 recorded in 2013).

 

Project Cost  

 

$144,000

 

Proposed Funds

 

$75,000 from TAF

$44,000 from Council’s Grant Reserve.

$25,000 Sport Facility Grant.

 

Council Ward: East       State Electorate: Mulgoa

 

Peppertree Reserve, Swallow Drive, Erskine Park – Floodlight Project

 

Proposed Project

 

The proposed grant submission is for a project to realise the installation of 6 floodlight poles with 100 lux standard lighting. This will create greater capacity to utilise more of the two full sized fields and mini field (currently unlit) that are at the facility, promote a safer environment in which to participate, as well as allow the club to maintain and grow its existing participation numbers.

 

The Parks Asset Renewal program has highlighted floodlight upgrades at Peppertree Reserve as one of the floodlight upgrade priorities in 2015-2016. Council’s Sportsground Management Strategy’s floodlight audit indicates that the lights fail to meet the required standards.

 

Currently, there are 4 floodlight poles at the facility, all of which do not meet the required lighting lux levels and these will be replaced should the grant be successful.

 

Peppertree Reserve is currently utilised by St Clair Comets Junior Rugby League Football Club. The club currently fields 46 teams with 724 participants.

 

Project Cost  

 

$173,000

 

Proposed Funds

 

$100,000 from Parks Asset Renewal Program (subject to 2015/2016 budget process).

$48,000 from Council’s Grant Reserve.

$25,000 Sport Facility Grant.

 

Council Ward: East       State Electorate: Smithfield

 

Ridge Park, Woodland Avenue, Oxley Park – Field Reconstruction

 

The proposed grant submission is for a project to realise the reconstruction of two fields, utilising recycled organic materials, at Ridge Park. This will create more sustainable playing surfaces and greater capacity for use, as well as a safer surface on which to participate.

 

The Parks Asset Renewal program has identified Ridge Park as one of the priorities for field reconstruction in 2015-2016. Council’s Sportsground Management Strategy also identifies Ridge Park as a high priority for field surface upgrades.

 

Participation and team numbers have been stable over the last two years with the club fielding 23 teams with 485 participants in 2014.

 

Project Cost

 

 $105,000

 

Funding

 

$50,000 Parks Asset Renewal Program (depending on 2015-2016 budget availability)

$30,000 Council’s Grant Reserve

$25,000 Sport Facility Grant

 

Council Ward: East       Electorate: Mulgoa

Callisto Drive Reserve, Callisto Drive, Cranebrook – Outdoor Health and Fitness Gym

 

The proposed grant submission is for a project to realise the installation of an outdoor health and fitness gym at Callisto Drive Reserve. This project will complement the new and recently upgraded playground, creating an active community and hub for all ages and place for positive social interaction.

 

Project Cost

 

$80,000

 

Funding

 

$40,000 Council’s Grant Reserve

$15,000 Neighbourhood Renewal

$25,000 Sport Facility Grant

 

Council Ward: North     Electorate: Londonderry

 

Allsopp and Paterson Oval

 

Proposed Project

 

The proposed grant submission is for a project to realise the installation of 2 floodlight poles with 50 lux training standard lighting. This will create greater capacity to utilise more of the two full sized that are at the facility, promote a safer environment in which to participate, as well as allow the club to maintain and grow its existing participation numbers.

 

Council’s Sportsground Management Strategy’s floodlight audit indicates that the lights fail to meet the required standards. Councils Parks Asset Renewal proposed project list identifies the replacement of 4 existing poles on Allsopp Oval in 2 years time.

 

Currently, Paterson Oval requires an additional 2 floodlight poles, these will replace 2 wooden poles that are currently non operational.

 

Allsopp and Patterson Oval is currently utilised by Cambridge Park-Cranebrook Junior Rugby League Football Club. The club currently fields 15 teams with 260 participants.

 

Project Cost  

 

$52,980

 

Proposed Funds

 

$27,980 from Council’s Grant Reserve.

$25,000 Sport Facility Grant.

 

 

Council Ward: North          State Electorate: Londonderry

 

Financial Services Manager’s Comments

 

This report proposes that applications for projects for floodlight installations at Myrtle Road Fields and the installation of outdoor health and fitness equipment at Callisto Drive Reserve be prepared.  Both applications are seeking the maximum pre-project grant of $25,000.  The lodgement of the Myrtle Road Fields floodlighting application will commit Council to a $90,000 contribution to the project and this funding is available within the Local Open Space Contributions Plan.  The lodgement of the Callisto Drive Reserve outdoor health and fitness equipment application will commit Council to a $55,000 contribution funded by Council’s Grants Reserve ($40,000) and Neighbourhood Renewal Program ($15,000) and would be in addition to the enhancement works included in the 2014-15 Operational Plan.

 

Conclusion

 

Council Officers’ consideration of the proposed projects has led to the recommendation that Council prioritise the following projects to progress to full grant application and submission, for the following reasons.

 

·    Myrtle Road Fields floodlight installation. There is confirmed ‘match’ funding availability through Council’s Local Open Space Action Plan, the club’s growth requires infrastructure investment to ensure the capacity of the fields is fully utilised and is sustainable and, current lighting infrastructure does not meet the required standards.

 

The project will meet the Sport Facility Program’s aims of improving safety at sports facilities by providing a well lit surface, and addressing barriers to participation in sport through increasing facility capacity and creating an attractive, quality venue.

 

·    Callisto Drive Reserve outdoor health and fitness gym. Recent community consultation has identified the desire for outdoor health and fitness equipment in Cranebrook, and locating it at this venue will further activate the reserve providing a complementary facility to the soon to be completed upgraded play area. The Neighbourhood Renewal Program can make $15,000 available for the project however there is no other funding source to realise an outdoor gym. A grant application enables access to Council’s Grants Reserve, and success with the grant submission, coupled with the Neighbourhood Renewal Program funds, will allow the outdoor gym to be installed.

 

The project will meet the Sport Facility Program’s aims of improving safety at sports facilities through increased activation of a space and greater positive social interaction, and addressing barriers to participation in sport.

 

At this stage, it is suggested that the projects identified at Gow Park, Doug Rennie Fields (Kingswood Park), Potter Fields (Shepherd St Reserve), Peppertree Reserve, Allsopp and Paterson Oval and Ridge Park are submitted in the next round of the Sport Facility Grant Program, or future rounds of grant programs such as the Community Building Partnership as both the Parks Asset Renewal Program and TAF budgets have not been finalised for 2015-16. Should Council be of a view that applications are made for these projects in this round it would commit future expenditure of Council’s budget.

 

 

RECOMMENDATION

That:

1.    The information contained in the report on Sport Facility Grant Program - NSW Office of Sport be received.

2.    Grant applications are submitted for:

-     The installation of four floodlight poles with 100 lux lighting at Myrtle Road Fields, Claremont Meadows and Council commit a $90,000 contribution to the project from the Local Open Space Contributions Plan.

-     The installation of an outdoor health and fitness gym at Callisto Drive, Cranebrook and Council commit a $55,000 contribution funded by Council’s Grants Reserve ($40,000) and Neighbourhood Renewal Program ($15,000).

 

 

ATTACHMENTS/APPENDICES

1.  

Sport Facility Program

7 Pages

Attachments Included

   


Outcome 7 - We have confidence in our Council

 

Item                                                                                                                                       Page

 

3        Placement of Council news page                                                                                    19

 

4        Draft Policy on the Payment of Expenses and Provision of Facilities to Mayor, Deputy Mayor and Councillors                                                                                                                        23

 

 

 

 



Policy Review Committee Meeting                                                                13 October 2014

 

 

 

3

Placement of Council news page   

 

Compiled by:               Carl Spears, Principal Communications Officer

Authorised by:            Barbara Magee, Manager - Corporate Communications & Marketing  

 

Outcome

We have confidence in our Council

Strategy

Provide opportunities for our community to participate in making decisions about the City's future

Service Activity

Provide information about Council's services and policy positions

      

 

Executive Summary

The Advertising Working Party (AWP) met on 8 September to review submissions from local newspaper publications for placement of Council’s weekly news page and distribution of Council’s quarterly Community Newsletter.

Council has a legislative requirement to publicly advertise information in a newspaper about its activities including, but not limited to, development applications, tenders or notices, positions vacant, road naming and Council meeting dates.

The AWP agreed the Western Weekender has a strong readership across the Local Government Area (LGA) and is the most appropriate publication for Council’s regular news page for the next two years.

The Western Weekender provided the lowest price of all publications in the LGA with the advantage of reaching across the whole LGA with one newspaper.

 

The AWP agreed to place the quarterly newsletter distribution with the Penrith Gazette and the St Marys Star (sister publications), which were competitive in price and features with the Western Weekender. The Penrith Press/Mt Druitt and St Marys Standard were substantially higher in price.

 

The Corporate Communications and Marketing department will continue to review the design and effectiveness of Council’s regular and casual advertising to ensure value for money, reach and effectiveness.

 

Background

There are six newspapers in the LGA:

1) Penrith Press

2) Mt Druitt and St Marys Standard

3) Penrith City Gazette

4) St Marys Star

5) Western Weekender

6) Nepean News – a fortnightly publication (not able to meet Council’s weekly commitments)

Local papers were invited to submit proposals to meet Council’s current advertising requirements. Publishers were asked to provide pricing based on a 12 month and 24 month commitment. The submissions were reviewed. All, apart from Nepean News, indicated that they were able to provide Council with a full page advertisement in a prominent position in their newspapers weekly to cover the entire Penrith Local Government Area. A report summarising this information was considered by the AWP on 8 September 2014.

Council and its entities spend a considerable amount of money on advertising – this includes weekly news pages as well as irregular campaign and event advertising. It’s essential that Council comprehensively communicates its messages while receiving value for money and reaching the widest possible audience.

A Penrith Council Community survey in 2013 indicated that about 65% of respondents said one of their main sources of information on Council’s activities came from newspapers. A further 44% said a main source was the Community Newsletter (respondents could put down more than one source).

Current situation

Council currently places its weekly news page in the Western Weekender.

Council also places feature and campaign advertisements in other local and metropolitan papers as required, usually when a major advertising campaign is underway or when an important message needs to be communicated more widely.

For distribution across the LGA, both the Penrith City Gazette and Penrith Press need to supplement advertising in their sister publications.

The Community Newsletter is currently a separate publication in the sealed distribution of the Western Weekender.

Criteria

The newspapers were asked to provide their best price with no increases over the contract period for a full-colour page in the early general news section before page 15 on a fixed right hand side.

In addition they were invited to quote for a minimum of four community newsletters produced and distributed with their publication for the following format: half page, 16 pages in full colour gloss paper of 81 gsm.

Circulation and readership were two key factors in determining the placement of the news page and community newsletter and these details were also requested.

The publications could also submit a best price for occasional half page and quarter pages in early general news for general Council advertising.

Each publisher was also asked to provide suggestions or innovative ideas regarding Council’s news page and the placement of Council’s statutory advertising. Below is a summary of their proposals.

Innovation


The Western Weekender

1.   Production team, sales manager and managing editor available for discussions on design of the news page, interesting concepts that can be included and to update Council on industry trends and innovations

2.   Meetings with Council staff, the production team, sales manager and managing editor to take place every three months

3.   Continue (gratis) a weekly column from the Mayor of Penrith, during the contract period of the Council news page

4.   Continue (gratis) the regular Council Snapshot column

5.   Support Australia Day at Penrith Lakes in 2015, with details to be finalised closer to the time of the event. The arrangement would be similar to that of previous years

6.   Continue to embrace the ‘Penrith is here’ brand and welcome discussions about further use of the brand to promote the region.

Penrith Press and Mt Druitt and St Mars Standard

1.   A one-off bonus strip in the Best Weekend publication that runs in the Saturday edition of the Daily Telegraph.


Penrith City Gazette/St Marys Star

1.   A mayoral column

2.   A summary of Council activities and initiatives

3.   Updates on the activities of the Penrith CBD Corporation

4.   Consistent use of the ‘Penrith is Here’ logo

5.   Main Council stories editorial support

6.   What’s On section for Council activities

7.   When space permits, coverage of Council entities

8.   Councillors and contact details

9.   Coverage in their on-line vehicles ie masthead websites and social media pages


Costings

COMPARISON

News Ltd

Penrith Press

St Marys/
Mt Druitt Standard

Fairfax

Penrith  City Gazette/
St Marys -
Mt Druitt Star

The Western Weekender

STAFF  DELIVERY SURVEY (67 staff over a 10 week period)

87.42%

75.85%

71.66%

 

 

CIRCULATION

PP 54,962 (Tues) PP 54,828 (Fri)

Standard 43,824*

PG 50,216 

Star 13,654**

59,069

TOTAL COST/1 YEAR

$79,092.50***

$60,000***

$67,500

TOTAL COST per annum for 2 YEARS

$81,465***

$60,000***

$64,125

TOTAL COST per annum for 3 YEARS

$83,908.50***

$62,500***

$62,437.50

 

Penrith Press 

Mt.Druitt/

St Marys Standard 

 

 

BEST PRICE CASUAL ADS

 

 

 

 

FULL PAGE

$1,393.91

$1,016.52

$1,200

$1,500

HALF PAGE

$766.66

$508.26

$636.36

$900

QUARTER PAGE

$348.48

$254.12

$363.63

$550

 

 

 

 

 

KEY:

* Includes distribution in Blacktown LGA

** 13,654 distributed in the Penrith LGA area.

*** Price for inclusion in both newspapers

 

Penrith City Council Community Newsletter

Total $ plus GST

(8 page gloss wrap)

Total $ plus GST

(16 page gloss wrap)

Total $ plus GST

(24 page gloss wrap)

 

The Western Weekender

 

7,900

11,350

17,995

Penrith Star/St Marys-Mt Druitt  Star

 

Not offered

11,859

Not offered

Penrith Press/Mt Druitt-St Marys Standard

Not offered

13,630*

Not offered

 

Conclusion

Council can receive full LGA coverage with its Council news page by using one publication with the Western Weekender and fulfil its legislative requirements. The Penrith Gazette/St Marys Star was competitive in price, with the Penrith Press/Mt Druitt Standard substantially higher. The Western Weekender had further savings for a two-year or three-year contract.

At the meeting on 8 September, the AWP indicated that they believed the Western Weekender had a strong readership across the LGA and was the most appropriate publication for placement of Council’s weekly news page. The AWP indicated a two-year commitment would realise further savings. The innovative ideas put forward by the Western Weekender added considerable gratis value to Council’s communications.

The AWP suggested placing the quarterly newsletter distribution with the Penrith Gazette and east ward suburbs with the St Marys Star (sister publications), which combined were competitive in price and features with the Western Weekender. The Penrith Press/Mt Druitt Standard prices were substantially higher. The Communications team were requested to seek further gratis value from placement of the Community Newsletter with the Gazette/Star and will investigate this upon a decision from Council.

 

 

RECOMMENDATION

That:

1.    The information contained in the report on Placement of Council news page be received.

2.    Council’s weekly news page be placed with the Western Weekender for the next two years.

3.    Council’s quarterly Community Newsletter be placed with the Penrith Gazette/St Marys Star for the next two years.

 

 

ATTACHMENTS/APPENDICES

There are no attachments for this report.


Policy Review Committee Meeting                                                                13 October 2014

 

 

 

4

Draft Policy on the Payment of Expenses and Provision of Facilities to Mayor, Deputy Mayor and Councillors   

 

Compiled by:               Adam Beggs, Governance Officer

Authorised by:            Glenn Schuil, Senior Governance Officer  

 

Outcome

We have confidence in our Council

Strategy

Demonstrate transparency and ethical behaviour

Service Activity

Ensure that the organisation promotes ethical behaviour, risk management, transparent decision making and meets contemporary governance standards

      

 

Executive Summary

Section 252 of the Local Government Act 1993 (the Act) requires Council to adopt a Policy on the payment of expenses and provision of facilities to the Mayor, Deputy Mayor and Councillors (252 Policy), within 5 months of the end of each financial year.  Section 253 of the Act requires that the Council must give at least 28 days’ public notice of its intention to adopt or amend the policy, unless it is of the opinion that the proposed amendment (s) are not substantial.  However, Council must comply with these provisions of the Act each year, even if it proposes to adopt a Policy that is the same as its existing Policy, or if the proposed amendments are not substantial.

 

Council reviews the Policy based on guidelines and circulars issued by the Office of Local Government (OLG) and other areas that officers deem appropriate. The report details the proposed changes that have been made to the Policy since last year. The review of the Policy this year has only resulted in minor changes to the Policy which relate to the updating of figures, costs and refinement of text.

 

This report recommends that Council’s current Policy be amended to ensure that it continues to remain  consistent with the Guidelines issued by the OLG, and that the amended Policy is advertised for 28 days in accordance with the Act notifying the public of the Council’s intention to adopt the amended Policy.

 

Council officers will review the draft Policy again after the notification period has concluded, and submit any feedback or substantial changes which may occur back to a Council meeting in November before submitting the policy with the OLG by the due date.

Current Situation

Council is required to adopt its Policy on the Payment of Expenses and Provision of Facilities to Mayor, Deputy Mayor and Councillors by 30 November 2014.

 

The Act provides that the Chief Executive of the OLG may issue Guidelines in relation to the review and adoption of Council’s Section 252 Policy. Council has previously received advice from the OLG that Council’s current policy is a good policy which is consistent with the legislation and Guidelines.

 

The Guidelines and the advice previously received from the OLG have again been examined to ensure Council’s policy remains contemporary and consistent with the OLG recommendations.  A draft Policy that complies with the Guidelines and the OLG advice can be found in Attachment 1 to tonight’s business paper.  The provisions of Council’s existing 252 Policy have remained consistent with the Guidelines. The proposed changes only relate to minor wording refinement and the updating of figures. The figures in the report and specifically in relation to cost limits relate to the current Consumer Price Index (CPI). When the September 2014 CPI figures are available these figures will be incorporated into the Policy and reported back to the Ordinary Meeting of Council on 24 November 2014. It is expected in most cases the figures will only be required to be amended by a small percentage.

 

The majority of changes to the Policy relate to updating of figures, costs and refinement of text. No other significant changes have been proposed, and as of the last review by the OLG, Council’s policy was considered to be sound.

 

Next Steps

Should Council resolve to adopt the Draft Policy it will be placed on public exhibition for 28 days. At the conclusion of this exhibition period, any submission received will be examined and a report will be submitted to the Council’s Ordinary Meeting on 24 November 2014.

 

Conclusion

The Council’s 252 Policy must be reviewed within 5 months of the end of each financial year. Given that Council must give at least 28 days’ public notice of its intention to adopt or amend its Policy, it is considered prudent that Council approves the draft Policy, and then a 28-day public exhibition period will commence.

 

 

RECOMMENDATION

That:

1.    The information contained in the report on Draft Policy on the Payment of Expenses and Provision of Facilities to Mayor, Deputy Mayor and Councillors be received.

2.    Council advertise for 28 days a public notice of its intention to adopt the amended Policy on the Payment of Expenses and Provision of Facilities to Mayor, Deputy Mayor and Councillors.

3.    A further report be presented to Council at the conclusion of the exhibition period.

 

 

ATTACHMENTS/APPENDICES

1.  

Payment of Expenses and Provision of Facilities to the Mayor, Deputy Mayor and Councillors Draft Policy

22 Pages

Attachments Included

   


 

ATTACHMENTS   

 

 

Date of Meeting:     Monday 13 October 2014

Report Title:            Sport Facility Grant Program - NSW Office of Sport

Attachments:           Sport Facility Program



Policy Review Committee Meeting                                                                              13 October 2014

Attachment 1 - Sport Facility Program

 

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ATTACHMENTS   

 

 

Date of Meeting:     Monday 13 October 2014

Report Title:            Draft Policy on the Payment of Expenses and Provision of Facilities to Mayor, Deputy Mayor and Councillors

Attachments:           Payment of Expenses and Provision of Facilities to the Mayor, Deputy Mayor and Councillors Draft Policy



Policy Review Committee Meeting                                               13 October 2014

Attachment 1 - Payment of Expenses and Provision of Facilities to the Mayor, Deputy Mayor and Councillors Draft Policy

 

 

 

 

 

 

Title: Penrith City Council Logo

Policy – Payment of Expenses

and

Provision of Facilities to the Mayor, Deputy Mayor and Councillors

 

 

 

Mayor and Councillors

 

 

 

 

(Adopted at the <Insert Meeting Date> - <Insert Minute Number>

 

 

Contents

Part 1 Introduction. 3

1. Title and Commencement of the Policy. 3

2. Purpose of the Policy. 3

3. Objectives and Coverage of the Policy. 3

4. Making and Adoption of the Policy. 3

5. Reporting Requirements. 3

6. Legislative Provisions. 4

7. Other NSW Government Policy Provisions. 4

7.1. Guidelines provided by the Office of Local Government 4

7.2. Office of Local Government Circulars to Councils. 4

7.3. The Model Code of Conduct for Local Councils in NSW... 4

7.4. ICAC Publication – No Excuse for Misuse, preventing the misuse of Council resources  5

8. Approval Arrangements. 5

8.1. Dispute Resolution. 5

Part 2 Payment of Expenses. 6

9. General Provisions. 6

Payment of Expenses and Limitation of Time. 7

9.2. Specific Expenses for Mayors and Councillors. 7

Part 3 Provision of Facilities. 14

10. Provision of Facilities for Councillors. 14

11. Provision of Equipment for Councillors. 15

12. Provision of additional Equipment and Facilities for Mayor 17

13. Private use of Equipment and Facilities. 18

Part 4 Other Matters. 20

14. Acquisition and Returning of Facilities and Equipment by Councillors. 20

15. Special Circumstances. 20

16. Status of the Policy. 20

17. Summary of Limits to Specific Expenses. 21

 

 


 

Part 1 Introduction

1. Title and Commencement of the Policy

 

Policy on the Payment of Expenses and Provision of Facilities to the Mayor, Deputy

Mayor and Councillors.

 

Policy commences on <<insert date>>.

2. Purpose of the Policy

 

The purpose of the Policy is to ensure that there is accountability and transparency

in the reimbursement of expenses incurred or to be incurred by Councillors. The

Policy also ensures that the facilities provided to assist Councillors to carry out their

civic duties are reasonable.

3. Objectives and Coverage of the Policy

 

To provide for the fair and equitable reimbursement of expenses incurred by the

Mayor, Deputy Mayor and Councillors in discharging the functions of civic office.


To provide adequate facilities for use by the Mayor, Deputy Mayor and Councillors to enable them to discharge the functions of civic office.

 

In the absence of clear financial limits being set within the Policy, reference should be made to the table at clause 17 for further guidance.

4. Making and Adoption of the Policy

 

Recommended by Policy Review Committee <<insert date>> (Minute No<<>>).

 

Adopted by the Ordinary Meeting of Council <<insert date>> (Minute No<<>>).

5. Reporting Requirements

 

Council is required by Section 428 of the Local Government Act 1993 to include in

their Annual Report:

 

·    A copy of this Policy

·    The total amount of money expended during the year on providing these facilities and payment of these expenses

·    Additional information as required by the Local Government (General) Regulation 2005

 

 

6. Legislative Provisions

 

This Policy is made under Sections 252 to 254 of the Local Government Act 1993.

The Act requires the Council to adopt a Policy on the Payment of Expenses and

Provision of Facilities to the Mayor, Deputy Mayor and Councillors. This Policy is

also made in accordance with clause 403 of the Local Government (General)

Regulation 2005.

7. Other NSW Government Policy Provisions

        7.1. Guidelines provided by the Office of Local Government

 

Under Section 252(5) of the Local Government Act 1993 this Policy must comply

with guidelines issued by the Office of Local Government for the Payment of

Expenses and the Provision of Facilities to the Mayor and Councillors for Local

Councils in NSW.

        7.2. Office of Local Government Circulars to Councils

 

This Policy takes into account the following Circulars:

 

·   Circular 11/27 Findings from review of Councillor Expenses and Facilities policies

·   Circular 10/26 Misuse of Council Resources

·   Circular 09/36 Release of Revised Councillor Expenses and Facilities guidelines

·   Circular 08/37 Council decision making prior to ordinary elections

·   Circular 08/24 Misuse of Council resources

        7.3. The Model Code of Conduct for Local Councils in NSW

 

This Policy is consistent with the Model Code of Conduct for Local Councils in NSW,

Office of Local Government – March 2013. The following parts of the Code

are particularly relevant to s252 policies:

 

Use of Council Resources (pp 22-23)

 

7.12 You must use Council resources ethically, effectively, efficiently and carefully  in the course of your public or professional duties, and must not use them for private  purposes (except when supplied as part of a contract of employment) unless this use is lawfully authorised and proper payment is made where appropriate.

 

7.14 You must be scrupulous in your use of Council property including intellectual

property, official services and facilities and should not permit their misuse by any

other person or body.

 

7.15 You must avoid any action or situation which could create the impression that Council property, official services or public facilities are being improperly used for

your own or any other person or body’s private benefit or gain.

 

7.16 You must not use council resources, property or facilities for the purpose of assisting your election campaign or the election campaign of others unless the

resources, property or facilities are otherwise available for use or hire by the

public and any publicly advertised fee is paid for use of the resources, property

or facility.

 

7.17 You must not convert any property of the Council to your own use unless

properly authorised.

7.4. ICAC Publication – No Excuse for Misuse, preventing the misuse of Council resources

 

This Policy takes into account the Independent Commission Against Corruption

(ICAC) publication No Excuse for Misuse, preventing the misuse of Council

resources (Guidelines 2) November 2002.

 

This publication is available on the ICAC website at www.icac.nsw.gov.au

8. Approval Arrangements

 

Approval for attendance at Conferences, travel on Council business and the like is to

be, where possible, approved by a full meeting of the Council. If this is not possible

then the approval is to be given jointly by the Mayor and the General Manager. If the

Mayor requires urgent travel approval it should be given jointly by the Deputy Mayor or another Councillor and the General Manager.

        8.1. Dispute Resolution

 

Any disputes that arise in relation to this Policy will be resolved as follows:

 

1.   With the Councillor and the General Manager, if unresolved,

2.   With the Mayor, if unresolved,

3.   The Full Council will be asked to review the dispute.


 

Part 2 Payment of Expenses

 

9. General Provisions

9.1. Payment of Expenses Generally

        9.1.1 General Allowance

 

In accordance with the Local Government Act 1993, Council will not permit the payment of an allowance to any Councillor that may be considered a general expense or allowance.

 

        9.1.2 Annual Fees - Mayor

 

Council will determine annually the fee to be paid to the Mayor in accordance with

Section 249 of the Local Government Act 1993. This additional fee will be paid to the Mayor monthly in arrears.

 

        9.1.3 Annual Fees – Deputy Mayor

 

Council will determine annually the fee to be paid to the Deputy Mayor in accordance

with Section 249(5) of the Local Government Act 1993. This fee, which is to be

deducted from the Mayor’s fee, is in addition to the Councillor’s fee. This fee will be

paid to the Deputy Mayor monthly in arrears. In the event that the Mayor stands aside, is incapacitated or voluntarily ceases to perform the functions of the Mayor for any reason, the Council may, by resolution, pay an additional fee to the Deputy Mayor for that period (on a pro rata basis) while he/she carries out the duties and responsibilities on behalf of the Mayor. This fee will be in addition to the Councillor’s fee and will be deducted from the Mayoral fee.

 

             9.1.4 Annual Fees – Councillors

 

Council will determine annually the fee to be paid to the Councillors in accordance

with Section 248 of the Local Government Act 1993. This fee will be paid to

Councillors monthly in arrears as provided by Section 250 of the Act. In the event that the Deputy Mayor, stands aside, is incapacitated or voluntarily ceases to perform the functions of the Deputy Mayor for any reason, the Council may, by resolution, pay an additional fee to a nominated Councillor for that period (on a pro rata basis) while he /she carries out the duties and responsibilities on behalf of the Deputy Mayor. This fee will be in addition to the Councillor’s fee.


 

Payment of Expenses and Limitation of Time

 

        9.1.5 Reimbursement and Reconciliation of expenses

 

Where there is a right under this Policy to claim reimbursement of costs and

expenses, reimbursement will only be made upon the production of appropriate

receipts and tax invoices, and the completion of the required claim form (Appendix A). All claim forms must be submitted to the General Manager within three (3) months of incurring that expense.

 

Incidental expenses may not require specific receipts provided if it can be

demonstrated that the expenditure was incurred and is not general in nature. Where

receipts are not provided, it would be appropriate for Councillors to certify that the expenditure was for the purpose intended.

 

Councillors must seek reimbursement of expenses within three (3) months of incurring that expense.

 

        9.1.6 Advanced Payment of Expenses

 

The Policy allows for any Councillor to request advance payment of anticipated expenses likely to be incurred attending any service or facility covered by this Policy. However, Councillors must completely reconcile all actual expenses against the cost of the advance within three (3) months of incurring that expense. Allowance type payments are not payable under any circumstances.

 

        9.1.7 Spouse and Partner Expenses

 

Except as provided below, Councillors are required to meet all expenses incurred by

spouse / partners in attending conference and seminars including any additional cost

supplement for accommodation.

 

Limited expenses of spouses, partners or accompanying persons associated with

attendance at the Local Government NSW annual conference may be met by Council. The expenses will be limited to the cost of registration and the official conference dinner. Travel expenses, any additional accommodation expenses, and the cost of partner / accompanying person tours etc are the personal responsibility of individual Councillors.

 

        9.1.8 Political fund raising functions

 

Councillor expenses should not be used to support attendance at Political fund raising functions.

 

             9.1.9 Appointment of Administrator

 

The Council’s Policy on the payment of expenses and the provision of facilities to the Mayor, Deputy Mayor and Councillors shall apply in the event that an Administrator is appointed to the Council’s area.


9.2. Specific Expenses for Mayors and Councillors

 

        9.2.1 Attendance at Seminars and Conferences

 

Council will meet the costs associated with Councillors attending conferences or

seminars that have been authorised by a resolution of the Council or approved under

delegated authority by the Mayor or General Manager as follows:

 

·    The payment of registration fees (see clause 17)

·    Accommodation (see clauses 9.2.2.5 & 17)

·    Reasonable sustenance and incidental expenses (see clause 9.2.3 & 17)

·    Travel (see clauses 9.2.2 & 17)

 

9.2.2 Travel Arrangements and Expenses

 

        9.2.2.1     Transportation

 

Where Council Officers are attending any meeting, conference, seminar or function

and are travelling by motor vehicle Councillors will, where practical, travel to and

from the meeting, conference, seminar or function with the Officers.

 

Should travel with an Officer be impractical, then the Councillor will make a request

to the Mayor or General Manager (or the General Manager’s nominee) to authorise

travel by the most direct route to and from the meeting, conference, seminar or

function in the Councillor's private vehicle. (See clause 9.2.2.3 below).

 

A travelling allowance, based on the rates applicable under the relevant State Award, or the cost of the equivalent return first class rail fare (whichever is the lesser amount) will be paid to the Councillor upon presentation of the appropriate claim form (Appendix A).

 

Where distances or practicality prevent travel by motor vehicle Council will meet the cost of either the return first class travel by rail or return economy class airfare together with taxi fares to and from the railway stations or airports for Councillors attending meetings, conferences, seminars or functions.

 

Generally where a Councillor is not travelling with an Officer to the relevant meeting, conference, seminar or function, or it is inconvenient for the Councillor to travel with the Officer, Councillors may, with the relevant approval from either the Mayor/General Manager use their private motor vehicle and claim the costs as set out below in 9.2.2.3 where such travel is not greater than three hours.

 

If a Councillor is using their private motor vehicle to travel to a meeting, conference, seminar or function, a Councillor is able to receive the lesser of the cost of an economy air fare plus transfers to and from airports or the cost according to the “rates applicable under the relevant State Award” if they choose to use their private motor vehicle to travel to a meeting, conference, seminar or function.

 

Where road travel is required over a time period greater than 3 hours then Council

approved air travel may be utilised.

 

Councillors will be provided with a cab charge card for instances where taxi transport is required to exercise their civic functions or attend conferences, seminars or functions. Upon receiving a cab charge card, the details of the fare and reason for travel should be recorded.

 

9.2.2.2         Class of Air Travel – Consideration of Premium Economy Class Air Travel

 

Economy Class travel will be used for all official air travel, with the exception that

Business Class or premium economy (where available) travel may be used for air travel to:

 

·    Western Australia

·    the Northern Territory

·    Tasmania 

·    destinations in Queensland north of Brisbane

·    destinations overseas

 

9.2.2.3   Use by Councillors of their private Motor Vehicle(s)

 

Council will meet the cost of Councillors using their own motor vehicle for

travelling by the most direct route to and from the destination (plus an allowance for

incidental kilometres on overnight stays) for:

 

a)    meetings of the Council or the meetings of any Committee of the Council,

       Working Party, Taskforce, Forum or the like, of which the Councillor is a

       member or any briefing, community consultation, or the like, organised or

       authorised by the Council;

 

b)    business or inspections within or outside the Council’s area in accordance with a

       resolution of the Council;

 

c)    periodical conferences and/or meetings of organisations of which the Council is

       a member or other meetings specifically authorised by resolution of Council or

       where a Councillor has been elected as the Council’s delegate to an

       organisation; and

 

d)    any meeting, conference or function on behalf of the Council or the Mayor when

       such attendance is authorised.

 

       Councillors are to lodge claims for travelling expenses within a period of three

       months after which the expense was incurred and the claim is to be on the

       appropriate form. The Councillor will also lodge with any claims a log of the

       journey in the “Councillor Claim for Expenses” form.

 

The total quantum of travelling expenses paid for the use of a Councillor’s motor

vehicle by a Councillor for travelling on Council business is to be either:

 

(i)    an amount calculated according to the rates applicable under the relevant State

       Award, or;

 

(ii)   an amount equivalent to the cost of a return economy class air fare, whichever is   the lesser amount (including travel costs to and from the airport).

 

The Councillor / driver is personally responsible for all traffic or parking infringements incurred while travelling in private or council vehicles on council business.

 

9.2.2.4   Frequent Flyer Points

 

Councillors shall not be entitled to claim frequent flyer points relating to air travel

authorised by this Policy. In circumstances where the Councillor has no option but to

pay for air travel and frequent flyer points are accrued to his/her personal account,

the Councillor will surrender the points to the airline upon reimbursement of the

airfare by Council.

 

9.2.2.5   Accommodation whilst out of the City

 

Council will meet the cost of accommodation for Councillors attending to Council

business, inspections, meetings, conferences or functions outside the Council area

which are authorised by the Council, Mayor or General Manager.

 

Council will meet the cost of accommodation for each Councillor at the venue of the

conference or seminar or at another suitable location providing an equivalent

standard of accommodation in close proximity to the venue.

 

When travelling by motor vehicle to conferences or seminars that require the

Councillor to break their journey the Council will meet the accommodation and meal

expenses of the Councillor for a maximum of two nights, provided that the accommodation is located along the most direct and practicable route when journeying to and from the conference or seminar venue and is consistent with tables 2 & 4 of paragraph 10 of TD 2014/19 or any determinations or policies of the Australian Tax Office that supersede it.

 

9.2.3        Sustenance and Incidental Expenses

 

9.2.3.1         Sustenance whilst on Council Business within Australia

Council will meet the cost of reasonable sustenance and incidental expenses in accordance with Australian Taxation Office’s (ATO) determination TD 2014/19. The sustenance amounts will be varied in accordance with revised determinations made by the ATO, for Councillors attending to Council business, inspections, meetings, conferences, seminars or functions which are authorised by the Council, Mayor or General Manager.

 

Sustenance and incidental expenses will be paid on an actual cost basis (per day) up to the maximum ATO determinations.

 

9.2.3.2         Sustenance and incidental expenses whilst on Council business outside Australia

 

Council will, in the case of approved Overseas Travel for Councillors, pay an

allowance equivalent to that applicable in tax ruling TD 2014/19 for Federal public servants (to be paid as if the Councillors received a salary in Table 2) or any other document that should replace the above tax ruling.

 

9.2.4        Official Functions

 

Council will meet the costs of the Mayor, Deputy Mayor and Councillors and their spouse / partner when they attend Council-organised functions.

9.2.4.1   Community Functions

 

In those cases where the Mayor, Deputy Mayor and Councillors are invited to attend any function that is of such a nature that the Councillor’s spouse / partner would normally be expected to accompany the Councillor, any reasonable costs associated with the attendance of the spouse / partner will be met by Council. This includes instances where a Councillor is representing the Mayor.

 

The payment of expenses for attending functions as permitted above will be limited

to the ticket, meal and / or the direct cost of attending the function. Peripheral

expenses incurred by spouses / partners / accompanying person such as grooming,

special clothing and transport are not considered reimbursable expenses.

 

The Council will not meet any costs associated with attendance at fund-raising

activities or rallies held by registered political parties or groups.

 

9.2.5               Training and Educational Expenses

 

Councillors will be provided with any necessary training / education in the use of

equipment supplied by the Council or in sessions relating to issues like probity,

pecuniary interests or other issues that has been authorised by Council resolution or

approved under delegated authority by the Mayor or General Manager.

 

Council will meet the full cost of attendance of Councillors at any of these sessions in

the same manner as applicable to a Councillor’s attendance at Conferences,

Seminars and the like up to the limit set at clause 17, unless a recommendation has been made to the Council by an external Agency for specific training to occur for a Councillor (s) by the OLG, the NSW Ombudsman or a Conduct Reviewer, or compulsory training as required by legislation. This limit may be varied where approved by the Mayor, General Manager of by Council.

 

9.2.6               Carer and other related Expenses

 

Council endeavours to encourage and facilitate wide community involvement for persons nominating or holding the position of civic office. Accordingly, this Policy allows for fair and reasonable re-imbursement of carers expenses in relation to attendance at Council and Committee Meetings, and other official Civic functions. This applies to Councillors who are the principal carer of a child or other elderly, disabled and/or sick immediate family member. Upon submission of receipts and tax invoices and completion of a formal claim (Appendix A) to the General Manager within three (3) months of the expense being incurred, reasonable expenses may be available.

 

In addition, Councillors who require access to childcare in order to attend Council meetings, events and activities will be provided with child care through a registered and accredited child care provider, at Council’s expense.

 

Should Councillors wish to arrange their own child care this is permissible and reimbursement will be provided on completion of the appropriate claim form.

 

Council will meet Councillors’ reasonable medical expenses associated with travel on approved Council business.

 

 

 

9.2.7               Insurance Expenses and Obligations

 

Council will effect and maintain Personal Accident Insurance and Professional

Indemnity cover for Councillors.

 

Council will also take out full travel insurance, which includes personal effects,

personal accident and travel accident or sickness insurance, where appropriate, for

Councillors involved in overseas, interstate or intrastate travel on Council business.

 

Council will effect and maintain insurance to cover any loss or damage to Council

property in the possession or control of Councillors.

 

At any time during the currency of this Policy, additional insurance may be taken out

to cover Councillors, if and when it is identified.

 

9.2.8               Legal Expenses and Obligations

 

If the Mayor, Deputy Mayor or a Councillor incurs legal expenses in an Inquiry, investigation or hearing instigated by any of the following:

 

·    Independent Commission Against Corruption

·    The Office of the Ombudsman

·    The Office of Local Government

·    The NSW Police Force

·    The Director of Public Prosecutions

·    The NSW Civil and Administrative Tribunal  

·    The Australian Securities Commission

·    Any other person, body or authority approved by a resolution of Council

 

and the inquiry, investigation or hearing results from the Mayor, Deputy Mayor or Councillor discharging their duty, or relate to the office of Mayor, Deputy Mayor or Councillor, then the Council may, after considering this resolve to pay such expenses incurred. The reimbursement shall be limited to the extent that the rates charged are of a comparable rate to that charged by Council’s Solicitors. Any rate higher than this will not be reimbursed.

 

This assistance is on the basis that the costs do not vary substantially from the

the rates charged by Council’s Solicitors and provided that:

 

·    the amount of such reimbursement shall be reduced by the amount of any

monies that may be or are recouped by the Councillor; and

 

·    the inquiry, investigation, hearing or proceeding results in a finding

substantially favourable to the Councillor; and

 

·    the costs are only paid after the hearing, inquiry or investigation.

 

·    the subject of the inquiry, investigation or hearing arises from the performance in good faith of a Councillor’s functions under the Act (section 731) and the matter before the investigative or review body has proceeded past any initial assessment phase to a formal investigation or review. In the case of a code of conduct complaint made against a Councillor, legal costs should only be made available where a matter has been referred by the General Manager to a conduct reviewer/conduct review committee to make formal inquiries into that matter in accordance with the procedures in the Model Code of Conduct. In the case of a pecuniary interest or misbehaviour matter, legal costs should only be made available where a formal investigation has been commenced by the Office of Local Government.

 

Legal assistance will not be provided in respect of legal proceedings initiated by the

Mayor, Deputy Mayor and / or Councillors in any circumstance.


 

Part 3 Provision of Facilities

10. Provision of Facilities for Councillors

 

        10.1 Councillors' Rooms

 

The Glenmore Room at the Civic Centre will be available for use primarily by the Mayor of the day. When the room is not being used by the Mayor, Councillors may use the Glenmore Room for activities associated with their civic duties.

 

This Room will be furnished with appropriate casual and informal furniture and a

telephone. Refreshments will be provided to Councillors as required. Refreshments

will be maintained and stocked by Council for use by Councillors for activities

associated with their role as a Councillor.

 

The Frogmore Room at the Civic Centre will also be available to Councillors for activities associated with their role as a Councillor. This Room will be furnished with

appropriate office furniture, computer equipment, access to the Internet and e-mail,

calendar and the suite of products used in the organisation from time to time,

identified legislation and other documents and reference material required by

Councillors to fulfil their functions.

 

        10.2 Meeting Rooms

 

The Roseneath and Fernhill meeting rooms at the Civic Centre will be available to Councillors on a priority basis to allow Councillors to interview constituents and other people about issues of importance or concern and to fulfil their role as an elected person.

 

These rooms will be furnished with appropriate meeting room furniture and a telephone and refreshments will be provided as required.

 

             10.3 Councillor Parking

 

A total of 6 parking spaces have been allocated in the basement car park at the Civic

Centre exclusively for use by Councillors. Councillors are at liberty to use other

spaces in the basement car park when all Councillor spaces are occupied.

 

        10.4 Secretarial/Clerical Support

 

Reasonable secretarial/clerical support will be provided to Councillors by the

Executive Assistants during normal office hours for work directly related to the duties of office.

 

        10.5 Stationery

 

Each Councillor will be provided with an annual stationery package up to the value of

$563.00. This amount will be increased in value each year based on inflation.

The stationery package is to consist and be made up of one or more of the following

according to the individual requirements of Councillors:

 

·    Business Cards

·    Letterheads

·    Envelopes

·    With Compliments Slips

·    Christmas Cards

·    Postage Stamps

·    Diary

 

Where Councillors wish to print their own stationery from computers and the like,

they may do so providing they comply with the approved style manual.

 

In addition, Councillors will be provided with a name badge on election to office,

memo books, satchels and appropriate convention cases as and when required.

 

In addition to the above, the Mayor/Deputy Mayor, when elected, will be issued with

the appropriate stationery and associated items in the name of their newly-elected

Office. This is provided by Council and does not form part of the stationery allowance

provided to Councillors.

 

        10.6 Attire

 

Councillors will be provided with either a tie or scarf when elected to Office or when

the design of these items varies.

 

Councillors will be provided with the following to wear when representing Council at

functions and events:

 

·   A Corporate Blazer/Jacket, and;

·   Two Corporate Polo shirts, and;

·   Two Penrith Business shirts

 

        10.7 Courier Deliveries

 

Council will meet the cost of regular deliveries to Councillors to enable them to fulfil

their official functions and duties.

 

10.8 Meals

 

10.8.1 Ordinary Meeting, Policy Review Committee Meeting and Councillor Briefings

 

Councillors shall be provided with a ‘sit-down’ 2-course meal on the evenings of

Ordinary and Policy Review Committee Meetings and Councillor Briefings.

 

             10.8.2 Committee and Working Party Meetings

 

Councillors shall be provided with light refreshments at Committee and Working Party Meetings, commensurate with the time of day that the meeting is to be

held, and the amount of business to be conducted at the Meeting.

11. Provision of Equipment for Councillors

 

Councillors will be provided with the latest technology required for the effective

carrying out of their civic duties. Specifically, Councillors will be provided with the

following:

 

        11.1 Office Equipment

 

Councillors will be provided with reasonable access to the photocopier, facsimile

machine and printers in the corporate area during normal office hours for work

directly related to the duties of office.

 

        11.2 Communication Equipment

 

        11.2.1 Mobile Telephones/iPad

 

Council will provide a mobile phone to any Councillor who requests it. The telephone

will be of the same standard as those used within the Council and will be included in

the Council’s Telecommunications Provider’s appropriate Corporate Plan.

 

The Council will cover the costs of calls and other charges associated with a Councillor’s activity in their role as a Councillor up to a maximum of $236.50 per month (adjusted annually in line with inflation).

 

Councillors who already have a mobile telephone and wish to retain it for use in their

civic duties will have the cost of calls and other charges associated with a Councillor’s activity in their role as a Councillor paid up to a maximum of $236.50 per month (adjusted annually in line with inflation) upon receipt of an appropriate claim (Appendix A).

 

Councillors should be aware that is their responsibility to contact Council’s Information Technology Department prior to any overseas travel to ensure they are aware of any increased mobile telephone charges due to global roaming, and to have their phone settings changed accordingly to minimise unexpected costs.

 

Councillors will be issued with an iPad for use in receiving and reading Council business papers, along with other documents which are otherwise provided in hard copy. Councillors will receive a sim – card for use in their iPads which will be limited to $30.50 per month, allowing 3GB of data usage.

 

        11.2.2 Home Office

 

Councillors will be provided with an internet connection at a nominated location for

the purpose of accessing the internet and email for Councillor business. The

expense for the installation of the connection and its associated use will be met by

Council, at cost. Council will provide a broadband internet connection that will not exceed $94.00 per month.

 

Council will also provide a telephone service equipped with a combined telephone /

facsimile / answering machine at the residence of Councillors for use in relation to

official functions and duties of Mayor, Deputy Mayor and Councillors. Council will

meet the cost of the telephone/facsimile/answering machine, line installation,

maintenance, training, and line rental, at cost. Council related call costs and any

other associated costs will be limited to $118.00 per month (adjusted annually in line with inflation).

 

Councillors who already have an internet connection or home phone and wish to retain it for use in their civic duties will have the cost of the service or calls and any other charges associated with a Councillor’s activity in their role as a Councillor paid up to a maximum of $94.00 per month for the internet connection and $118.00 per month for the home phone (adjusted annually in line with inflation) upon receipt of an appropriate claim (Appendix A).

 

        11.2.3 Technology Equipment

 

Contemporary Technology Equipment will be provided to the Councillors as per the corporate computer program in place for the organisation. This equipment will remain in the possession of the Councillor during his/her term of office and will be maintained by Council as and when required. Any equipment requiring maintenance is to be returned to Council for servicing.

 

Council will provide and maintain all necessary computer software, Internet access

and provide any necessary consumables to Councillors to enable Councillors to

undertake their duties.

 

In the event that a Councillor requests computer equipment be provided that is not supported in Council’s corporate computer program, that Councillor will be reimbursed the purchase price of the equivalent computer in the corporate program. In the event that issues occur with the function of the equipment, it should be noted Council’s IT staff will assist where practical but this may not always be possible.

12. Provision of additional Equipment and Facilities for Mayor

 

It is recognised that the Mayor of the day has specific needs to adequately meet the

demands of civic office particularly to fulfil the duties and responsibilities of the

Mayor in a large and thriving Regional City like Penrith.

 

Accordingly the Mayor, in addition to the facilities outlined elsewhere in this Policy,

will be provided with the following facilities:

 

        12.1 Office Facilities and Secretarial / Corporate Support

 

The Mayor will be provided with a fully furnished office and telephone as well as

secretarial / clerical support from the Executive Assistants, during normal office

hours, for work directly associated with the official functions and duties of the office

of Mayor.

 

Council will meet the cost of postage of correspondence forwarded by the Mayor in

the conduct of official duties.

 

        12.2 Mayoral Vehicle

 

Council will provide to the Mayor, at its cost, a registered, insured, maintained and

fuelled vehicle for use by the Mayor on official duties and for private use.

 

The vehicle is provided on the following basis:

 

·   The changeover of the vehicle is to occur in accordance with Council’s Motor Vehicle Policy

·   The Mayor is to be provided with a suitably equipped vehicle commensurate with the requirements of the Office of Mayor in accordance with Council’s Motor Vehicle Procurement Policy that is in place at the time of purchase

·   The Mayor is to enter into Council’s standard agreement for the use of the vehicle, which is the subject of this Policy.

 

             12.3 Car Parking

 

A secure car parking space will be provided in the basement car park at the Civic

Centre exclusively for use of the Mayor.

 

             12.4 Mobile Telephone

 

A mobile telephone will be provided to the Mayor for use in relation to official

functions and duties of the office of Mayor and the Council will meet the cost of

maintenance, rental and calls.

 

             12.5 Mayoral Robes and Chains

 

Mayoral chains, robes and other insignia of Office will be provided to the Mayor to be

worn at civic functions.

 

        12.6 Gifts

 

The Mayor undertakes a range of civic, ceremonial and promotional activities.

In recognition of this the Mayor will be provided with mementos of token value such as ties, scarves, cuff links, Council spoons and Council books for presentation to people who have made significant contributions to the community, dignitaries or guests who visit the area.

 

The Mayor at his/her absolute discretion may provide Councillors with mementos of token value for presentation, by the Councillors, to people visiting the City who it is considered have made significant contributions to the community, are dignitaries or are guests who visit the area.

 

        12.7 Photographs

 

The Mayor will be given an official framed photograph of himself/herself as a

memento of his/her term in Office.

 

        12.8 Credit Card

 

·   The Mayor will be provided with a Corporate Credit Card to facilitate payment of incidental expenses such as attendance at functions, parking and entertainment in conjunction with discharging the functions of the Mayoral Office.

·   The credit card will have a limit of $A5,000.

·   The account is to be in the name of Penrith City Council, the card being personally issued to the Mayor. The application form is to be signed by the Mayor.

·   The credit card is to be used for Council-related business expenditure only.

·   The credit card must not be used for obtaining cash advances.

·   Upon completion of the Mayoral term, the credit card is to be returned to the General Manager on or prior to the date the term ceases.

·   On-going use of the credit card by the Mayor will be in accordance with and subject to any other policy relating to the use of such credit facilities adopted by Council from time to time.

 

 

13. Private use of Equipment and Facilities

 

Councillors should not generally obtain private benefit from the provision of equipment and facilities, nor from travel bonus or any such loyalty schemes. However, it is acknowledged that incidental use of Council equipment and facilities may occur from time to time. Such incidental private use is not subject to a compensatory payment.

 

In the event that private benefit that is not of an incidental nature does occur, the Mayor (or if the Councillor in question is the Mayor, then the Deputy Mayor) and the General Manager may request the Councillor to reimburse Council for the determined cost of the private benefit.

 

This Policy has provision for Council to deduct from the Councillor’s fees any outstanding sum of money still owed after three (3) months since the benefit is deemed to have occurred.


 

Part 4 Other Matters

14. Acquisition and Returning of Facilities and Equipment by Councillors

        14.1 Equipment to Remain the Property of the Council

 

Any equipment or office machinery provided to Councillors remains the property of

the Council. It is to be returned to the Council, in good working order and condition

having regard to the age of the equipment, within 21 days of the Councillor ceasing

to hold office unless otherwise specified in this Policy.

 

Councillors will be responsible for meeting the cost of repairs to any damaged

equipment.

 

             14.2 Purchase of Equipment

 

Councillors will have the option to purchase laptops, mobile phones,

telecommunications equipment and the like, allocated to them, but owned by

Council, at the cessation of their duties. These items are to be purchased at an

agreed fair market price.

 

             14.3 Invitations to Events

 

Councillors may from time to time, be given tickets and/or invited to cultural events in the local area by Council’s external controlled entities. It would be generally accepted that acceptance of such invitations is in line with the role of a Councillor.

15. Special Circumstances

 

If special circumstances arise where it is impractical for the strict terms of this Policy

to be applied the General Manager may authorise a one-off variation to the Policy to

meet those special circumstances.

16. Status of the Policy

 

This Policy, once adopted, is to remain in force until 30 November 2015 unless it is

reviewed beforehand by the Council in accordance with the provisions of Sections

253 and 254 of the Local Government Act 1993.

 

 


Policy Review Committee Meeting                                                                                                   13 October 2014

Attachment 1 - Payment of Expenses and Provision of Facilities to the Mayor, Deputy Mayor and Councillors Draft Policy

 

17. Summary of Limits to Specific Expenses

(All fees GST Inclusive and adjusted annually in line with CPI or by the relevant Tax Determination)

 

Clause

Section

Type

Expense Limit

Comments

9.1.1 - 9.1.4

Annual Fees

Monthly Fees

Range set by legislation, Amount set by Council resolution

 

9.2.1-

9.2.2.5-

9.2.3

Attendance at Seminars and Conferences

Registration costs

As reported to relevant Council meeting

 

Accommodation

As per table 2 of TD 2014/19

In the first instance accommodation is provided at the venue of any conference. If conference venue does not provide accommodation this limit applies. However, this limit may be varied by the Mayor or GM, subject to location and availability

Meals

As per table 2 of TD 2014/19

 

Incidental

As per table 2 of TD 2014/19

 

9.2.2.1-9.2.2.2-9.2.2.3-

Transportation

 

Air

Economy Class Travel

Business/Premium Class may be used for travel to: Western Australia, Northern Territory, Tasmania, Qld (Nth of Brisbane), Overseas

Rail

$31.50 per day

First Class Rail fare for long journeys

Bus

$21.00 per day

 

Taxi

$156.50 per day $313.00 Max (Per month)

Cab Charge

Private Vehicle

Under 2.5 litres – $0.68 p/km

2.5  litres and over – $0.78p/km

As per the Local Government State Award, 2010

Parking

$83.50 per day

 

9.2.5

Training and Educational Expenses

 

$4,000.00 per Councillor

 

Annually (Limit may be varied where approved by the Mayor, General Manager or by Council resolution)

 

 

Clause

Section

Type

Expense Limit

Comments

9.2.8

Legal Expenses and Obligations

 

 

The reimbursement shall be limited to the extent that the rates charged are of a comparable rate to that charged by Council’s Solicitors.

 

 

10.5

Stationery

Miscellaneous supplies

$563.00 (annually) per Councillor

To include: Business Cards, Letterheads, Envelopes, With Compliments Slips, Christmas Cards, Postage Stamps, Diary

 

11.2

Communication Equipment

Mobile Telephones

$236.50 per month

Adjusted with inflation annually

Internet (at home)

iPad

$94.00 per month

$30.50 per month

Adjusted with inflation annually

Home Office

$ 118.00 per month

Adjusted with inflation annually.