Minutes of the ordinary Council meeting - 25 September 2012

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Reporting on the review of Council‟s procedure on the payment of expenses and provision of facilities to the Mayor and Councillors. This procedure is required to be reviewed annually and placed on public exhibition. 2012. 303 RESOLVED: Moved: Cl. Morris Seconded: Cl. Gribbin That Council move into committee of the whole to further discuss Council‟s procedure on the payment of expenses. 2012. 304 RESOLVED: Moved: Cl. Morris Seconded: Cl. Green That the Council meeting resume. 2012. 305 RESOLVED: Moved: Cl. Morris Seconded: Cl. Gribbin That Council‟s draft procedure on the payment of expenses and provision of facilities to the Mayor and Councillors be brought back to an extraordinary Council meeting aligned with an induction session and the procedure be amended in accordance with the discussions at this meeting. Director Corporate Management Recommendation: That Council‟s procedure on the payment of expenses and provision of facilities to the Mayor and Councillors be amended to include the changes as detailed in the report and the procedure be placed on public exhibition for 28 days. RECOMMENDATION IMPLICATIONS Environmental, Social: Nil Economic: Council‟s 2012-13 Operational Plan provides the following budgets for councillors expenses and provision of facilities: Travelling expenses $16,327 Communications expenses $11,483 Delegates expenses (conferences) $26,780. Policy or Statutory: Section 252 of the Act requires Council to advertise its policy each year and then adopt its policy after considering any submissions. REPORT DETAILS The Local Government Act requires that Council advertise its procedure on the Payment of Expenses and Provision of Facilities to the Mayor and Councillors each year and formally adopt it on an annual basis, prior to 30 November, with or without amendment. Annual review considerations In its annual review council should consider the appropriateness of the expense or reimbursement amounts in its procedure. If changes are to be made they should be made before exhibition of the draft procedure. The Division of Local Government Kempsey Shire Council FULL TEXT Minutes Ordinary Meeting 25 September 2012 Page 88
makes it clear that payment of expenses must not be open-ended, but show expense limits. The current adopted expense limits are shown in the following table: Councillor using own vehicle (clause 2.6 (b)) (based on Local Government State Award) Meal cost limits when travelling outside area (clause 2.7 (f)) Councillors communication costs (clause 2.9 (h)) Mayors communication costs (clause 2.9 (h)) Time limit for claiming expenses (clause 2.1 (b)) Accommodation reimbursement (clause 2.7(e)) $0.65/km (2.5L) Breakfast up to $27 Lunch up to $38 Dinner up to $65 Up to $250 per month Up to $500 per month 6 months Up to cost of conference venue Recommended amendments The amounts in the table above have been reviewed and are considered appropriate. The following amendments are recommended for inclusion in the new draft policy for public exhibition. 2.7 Travel outside the Local Government area Amended in clause 2.7(c) to state that a councillor who elects to use their own vehicle instead of an available council vehicle will not be reimbursed any kilometre rate. It is felt that there are sufficient council fleet cars available for councillors travel outside the Shire. If there are occasions where a council fleet car cannot be provided the councillor can then use their own vehicle and will be reimbursed the kilometre rate under clause 2.6. 2.9 Communications Clause 2.9 has been re-written to account for the introduction of new communication devices to replace laptop computers and facsimiles. The procedure document which shows amendments recommended is attached at (Appendix D - Page CM11). Public exhibition and submissions The Act requires that Council place its procedure on exhibition for 28 days, with or without amendment, and consider any submissions before adopting its procedure. Council is required to adopt its procedure each year before 30 November and then forward a copy of the adopted procedure to the Division of Local Government. 16 QUESTIONS FOR NEXT MEETING (Excerpt from Code of Meeting Practice Procedure 5.1.4) 2.4.3 Questions for Next Meeting 1 Councillors, just prior to the end of a Council meeting, may raise questions on the understanding that the answers will be provided at Kempsey Shire Council FULL TEXT Minutes Ordinary Meeting 25 September 2012 Page 89
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MINUTES OF THE ORDINARY MEETING OF
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8 CONSIDERATION OF REPORTS RELATING
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i) Measures to prevent potential co
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AND iii) iv) Measures to address po
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course, associated infrastructure n
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c) Council‟s agreement to provide
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xiv) xv) xvi) xvii) Details of how
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di) A Traffic Management Plan prepa
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12 The proponent shall be responsib
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RECOMMENDATION IMPLICATIONS Environ
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The erection of the temporary struc
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over the event day (from 9:00am to
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Steps Procedure Responsible person
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Under the Motor Vehicle Sports (Pub
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Objection Summary 8 Cars produce fu
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Objection Summary Planning Comment
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1.2 Two Storey Dwelling File: T6-12
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structurally adequate in accordance
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Minutes of the ordinary Council meeting - 25 September 2012

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