POLICY ON CIVIC OFFICE
EXPENSES AND FACILITIES
Adopted by Council 26th September 2005
(Minute 8099)
Policy 217
Amended May 22 2006 Minute # 8455
INDEX
1
INTRODUCTION
2
2
LEGISLATIVE PROVISIONS
2
3
OBJECTIVES
3
4
WHO DOES THIS POLICY APPLY TO
4
5
CONFERENCES & SEMINARS
4
6
OVERSEAS TRAVEL
5
7
TRAVEL EXPENSES
5
8
INSURANCE
7
9
LEGAL ASSISTANCE FOR COUNCILLORS
7
10
FACILITIES
9
11
RETENTION OF EQUIPMENT ISSUED TO COUNCILLORS
15
12
ACCOUNTABILITY
15
ANNEXURE 1 – CONFERENCES AND SEMINARS
16
ANNEXURE 2 - CABCHARGE USAGE POLICY
19
2
1. INTRODUCTION
In accordance with the Local Government Act 1993 the Council is required to
adopt a policy concerning the payment of expenses incurred by and the
provision of facilities to the Lord Mayor, Deputy Lord Mayor and other
Councillors in relation to their roles as elected persons and members of the
governing body of the Council. The provision of such facilities and expenses
assist Councillors in carrying out their civic duties. Furthermore it provides
reasonable recompense for expenses incurred whilst they remain a Councillor
of Parramatta City Council.
The Code of Conduct provides that you must use Council property, facilities
and equipment ethically, efficiently, economically and carefully and not use
them for private purposes. Further you must not allow others to abuse these
resources.
A simple test when these issues arise is to ask yourself the question ‘what
would an impartial observer think of the action or occurrence’. It is important
that at all times you act in a manner that enhances community confidence in
our Council. The citizens of the Parramatta local government area expect you
to set a good example and display the highest ethical standards.
2. LEGISLATIVE PROVISIONS
The Local Government Act 1993 provides:252
Payment of expenses and provision of facilities
1) Within 5 months after the end of each year, a council must adopt a policy
concerning the payment of expenses incurred or to be incurred by, and the
provision of facilities to, the mayor, the deputy mayor (if there is one) and the
other councillors in relation to discharging the functions of civic office.
(2) The policy may provide for fees payable under this Division to be reduced
by an amount representing the private benefit to the mayor or a councillor of a
facility provided by the council to the mayor or councillor.
(3) A council must not pay any expenses incurred or to be incurred by, or
provide any facilities to, the mayor, the deputy mayor (if there is one) or a
councillor otherwise than in accordance with a policy under this section.
(4) A council may from time to time amend a policy under this section.
(5) A policy under this section must comply with the provisions of this Act, the
regulations and any relevant guidelines issued under section 23A.
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253 Requirements before policy concerning expenses and facilities
can be adopted or amended
(1) A council must give public notice of its intention to adopt or amend a policy
for the payment of expenses or provision of facilities allowing at least 28 days
for the making of public submissions.
(2) Before adopting or amending the policy, the council must consider any
submissions made within the time allowed for submissions and make any
appropriate changes to the draft policy or amendment.
(3) Despite subsections (1) and (2), a council need not give public notice of a
proposed amendment to its policy for the payment of expenses or provision of
facilities if the council is of the opinion that the proposed amendment is not
substantial.
(4) Within 28 days after adopting a policy or making an amendment to a policy
for which public notice is required to be given under this section, a council is
to forward to the Director-General:
(a) a copy of the policy or amendment together with details of all submissions
received in accordance with subsection (1), and
(b) a statement setting out, for each submission, the council’s response to the
submission and the reasons for the council’s response, and
(c) a copy of the notice given under subsection (1).
(5) A council must comply with this section when proposing to adopt a policy
each year in accordance with section 252 (1) even if the council proposes to
adopt a policy that is the same as its existing policy.
Restrictions On Private Use
The Code of Conduct states that Council's equipment and resources must not
be used for private business and in particular for political purposes namely
Council Elections and the like, other than as provided in this Code.
3. OBJECTIVES
In applying the provisions of the legislation, Parramatta City Council has
adopted certain objectives. They are:1.
To ensure that the Lord Mayor, as the first citizen of the City of
Parramatta, as the leader of the governing body of the Council and as
the principal spokesperson on Council policy and attitude is reimbursed
for expenses reasonably incurred in performing the role of Lord Mayor
and is provided with a standard and range of facilities appropriate to the
importance of the office.
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2.
To ensure that the Councillors of the City of Parramatta in their dual
roles as members of the governing body of the Council and as elected
persons are reimbursed for expenses reasonably incurred in the
performance of the role and are provided with a standard and range of
facilities to assist in discharging the functions of civic office.
In adopting these objectives, Council recognizes that it values family friendly
principles. Council will assist its Councillors in the performance of their duties
in accordance with these principles.
4. WHO DOES THE POLICY APPLY TO?
This policy applies to all current Councillors of Parramatta City Council. The
facilities provided to the position of the Lord Mayor and Deputy Lord Mayor
only apply whilst a Councillor holds either of these positions.
This means that upon ceasing to hold civic office in either capacity, then the
standard facilities provided to Councillors would apply. Furthermore, once a
Councillor fails to be re-elected, the person ceases to have access to any
Council resources and facilities and must return to Council immediately all
resources and equipment (except as provided in the Clause - Retention of
Equipment issued to Councillors).
Benefits such as a security access card will be invalidated to prevent
unauthorised use.
5. CONFERENCES AND SEMINARS
For attendance at authorised Conferences, seminars and the like, Council will
organise and pay:(a)
Registration and associated conference costs including official lunches,
dinners and tours as well as travel and accommodation costs.
(b)
The standard of travel to be paid by the Council is to be economy class
air, hire car, rail, taxi or where a private vehicle is used, then at the
award rate per kilometre (as set in Local Government State Award
2004 – rate will be varied as the award varies).
(c)
Council will reimburse expenses incurred while at authorised
conferences, seminars, training and official functions to a limit of the
allowance applicable in the NSW Government Public Service
Allowance standard travel and allowances scale. This will cover
Councillors’ out of pocket expenses that are not able to be prepaid by
Council and in the conference fee eg. some meals, phone calls etc. A
DRAFT CIVIC OFFICE EXPENSES & FACILITIES 26 SEPTEMBER2005 (8099)
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claim for such expenses must be made. Councillors may request
payment in advance in anticipation of such costs but must substantiate
the expenses with a claim for payment with receipts and must
reimburse any funds not expended on expenses.
(d)
Council will not pay for the travelling, accommodation or sustenance
expenses of spouses subject to any variation where special
circumstances exist and as approved by the Lord Mayor or General
Manager in accordance with the provisions of the Local Government
Act 1993.
(e)
A member who is elected as an office bearer of a relevant Industry
Association or not-for-profit boards such as the Institute for
Public/Private partnerships with Council's endorsement is entitled to be
reimbursed in accordance with this Policy for travel, accommodation
and sustenance expenses within Australia not met by the Industry
Association concerned.
Note In the event that a councilor arranges own travel, then Council will
reimburse the actual cost of the travel paid for by the Councillor in
accordance with this policy.
6. OVERSEAS TRAVEL
Plans for any such travel should be transparent to the community and have an
identifiable benefit to the local area through council activity.
Any proposal for overseas travel related to the functions of Council shall be
presented to Council for determination prior to the travel being undertaken.
In the event that the issue is urgent and arises between meetings or whilst
Council is in recess, the Lord Mayor shall determine the matter and report to
Council as soon as practicable.
Interstate and overseas travel will be reported through Council’s Annual
Report.
7. TRAVEL EXPENSES
The cost of official Council travel will only be paid once by Council. Possible options
for payment of local travel include:Payment by cabcharge
Payment of bus/ train/ ferry fares through petty cash
Payment of mileage allowance for the use of private vehicle
Use of Council car using Shell card
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7.1
Use of Cabcharge
Cabcharge be made available to all elected members who request
same, for use when travelling on business which in the opinion of the
Councillor concerned, is bona fide Council business under the following
conditions:(a)
Cabcharge Cards may be used by Members when travelling:•
•
•
•
•
(b)
to and from meetings of the Council or its Committees.
to and from Sydney Airport when attending Conferences
as approved by Council
On inspections within the Council's area, in association
with the business of the Council or in exercising civic
duties, or in accordance with resolutions of the Council.
In association with attendance at meetings, conferences
or seminars in accordance with resolutions of the Council.
For Community consultation in relation to Council
activities .
Council will only be responsible for those travel costs incurred
which are associated with the business of the Council.
Cardholders will be required to meet costs related to private
travel, such costs to be paid by Councillors direct to Council or
the amount deducted from their allowance, whichever agreement
is reached between the Councillor and the General Manager.
Note:- Cabcharge accounts will be checked, upon receipt, to ensure
that the cabcharge was used on authorised activities only.
See Council’s Cabcharge Usage Policy and Procedures(
Annexure 2)
7.2
Use of Private Vehicle
Councillors may use their private vehicle for Council business within
New South Wales. A Councillor who uses his/her private vehicle in the
discharge of his/her civic office shall be entitled to be reimbursed for
such use at the rate of 0.60¢ per kilometre (as set in Local Government
State Award 2004 – rate will be varied as the award varies). Evidence
of a current comprehensive insurance policy will be required to enable
claim payment.
Note: Reimbursement for the use of a private vehicle on official
Council business covers all costs associated with that use. Such costs
include tyres, engine repairs, petrol, oil, insurance and associated
incidental costs.
8. INSURANCE
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Councillors are to receive the benefit of insurance cover whilst in or on any
activity directly or indirectly connected with or on behalf of Council including
whilst travelling to and/or from such activity. Such injury being bodily injury
caused by violent, accidental, external and visible means and including death,
permanent disablement, temporary total disablement, bed care benefit and
non medical expenses but not including medical expenses, subject to the
conditions and limitations of Council's personal accident insurance policy
current at the time of occurrence of the injury as follows :8.1
Personal Injury
Whilst ever on Council authorised business, worldwide, covering bodily
injury caused by accidental, violent, external and visible means up to a
sublimit for death and capital limits of $350,000 BUT subject to any
limitation or conditions set out in the policy of insurance which is taken
out at the direction of Council. Also covering permanent disablement,
temporary total disability and temporary partial disability. The cover
does not include medical expenses.
8.2
Professional Indemnity
For matters arising out of Councillors' performance of civic duties or
exercise of their functions as Councillors provided the performance or
exercise of the relevant civic duty or function is in the opinion of Council
bona fide and/or proper and is carried out in good faith, as required
under Section 731 of the Local Government Act, BUT subject to any
limitation or conditions set out in the policy of insurance which is taken
out at the direction of Council.
8.3
Public Liability
For matters arising out of Councillors' performance of civic duties or
exercise of their functions as Councillors, carried out in good faith BUT
subject to any limitations or conditions set out in the policy of insurance
which is, at the direction of Council, taken out.
9. LEGAL ASSISTANCE FOR COUNCILLORS
In the event of:9.1
An inquiry, investigation or hearing by any of:•
The Independent Commission Against Corruption
•
The Office of the Ombudsman
•
The Department of Local Government and Co-operatives
•
The Police
•
The Director of Public Prosecutions
•
The Local Government Pecuniary Interest Tribunal
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•
9.2
The Council into the conduct of a Councillor; or
Legal Proceedings being taken by or against a Councillor, arising out
of or in connection with the Councillors' performance of his or her civic
duties or exercise of his or her functions as a Councillor:Council shall reimburse such Councillor, after the conclusion of the
inquiry, investigation, hearing or proceeding, for all legal expenses
properly and reasonably incurred, given the nature of the inquiry,
investigation, hearing or proceeding, on a solicitor/client basis,
PROVIDED THAT
9.3
(i)
The amount of such reimbursement shall be reduced by the
amount of any monies that may be or are recouped by the
Councillor on any basis.
(ii)
The Councillors' performance or exercise of the civic duty or
function was in the opinion of Council bona fide and/or proper.
(iii)
The amount of such reimbursement in respect of solicitors fees
be limited to the extent that only fees charged at a rate
equivalent to the hourly rate then being charged by Council's
solicitor will be paid, i.e. any portion of the expenses
representing any hourly charge rate higher than the then hourly
charge rate of Council's solicitor will not be reimbursed. Where
Counsel is used reimbursement is to be submitted to Council for
approval.
(iv)
The finding of any inquiry, investigation, hearing or proceeding is
substantially favourable to the Councillor.
Defamation Proceedings
In the event that defamation proceedings are taken or threatened to be
taken against a Councillor arising out of comments or actions of that
Councillor in a Council meeting or on Council related business eg onsite meetings and the like and providing that Council is satisfied that
such comments were made during the consideration of Council
business, in good faith and without malice, Council shall consider and if
it feels appropriate, resolve to indemnify or reimburse such Councillor, ,
all legal expenses properly and reasonably incurred, given the nature of
the inquiry, investigation, hearing or proceedings on a solicitor/client
basis PROVIDED THAT
(i)
The amount of such reimbursement shall be reduced by the
amount of any monies that may be or are recouped by the
Councillor on any basis.
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(ii)
The amount of such reimbursement in respect of solicitors' fees
be limited to the extent that only fees charged at a rate
equivalent to the hourly rate than being charged by Council's
solicitor will be paid i.e., any portion of the expenses
representing any hourly charge rate higher than the then hourly
charge rate of Council's solicitor will not be reimbursed.
(iii)
Any reimbursement shall not include any damages awarded
against the Councillor.
(iv)
Any reimbursement shall not include any action by one
Councillor against another Councillor.
10. FACILITIES
10.1
Councillors
Councillors are provided with the following resources and facilities only
to be used in the exercising of their Civic Duties:(a)
Stationery
-
(b)
Use of personalised letter head and business cards.
Supply of up to 150 Council Christmas Cards per year.
Secretarial Assistance
Word processing and administrative support provided by the
Councillors’ Support Officers. This support includes typing and
photocopying of information to residents relating to such matters
as precinct meetings, Council decisions relating directly to their
area and follow up work which can be expected from Council. At
no time is such assistance to be connected in any way with
campaign type brochures.
(c)
Computers
Supply of a suitable notebook computer, scanner and printer for
use in connection with civic duties, including Electronic Business
Paper. In addition, a Councillor may use the computer and
printer for private purposes, subject to the following conditions:(i)
Council's Information Technology division arranging
installation of any software as well as any configuration of
notebooks considered necessary for protection of Council
applications.
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(ii)
Any licensing requirements relating to the software are
met.
(iii)
Use of the equipment is in accordance with Council’s
Code of Conduct.
Note: This supply includes the provision of suitable data and
power connections.
The standard of equipment supplied will be that which is
presently under contract to Council.
(d)
Meetings Meals and Refreshments
Provisions of meals and refreshments associated with Council
meetings, workshops and Council related business
(e)
Councillors' Offices
Will be made available at the Council Chamber Building and
Granville Town Hall for use by Councillors, they will be equipped
with a telephone, photocopier, stationery and appropriate
refreshments.
(f)
Attache Case/Pilot Case and Executive Portfolio (with
Calculator)
Will be issued, on loan, on request.
(g)
Electronic Equipment
Electronic equipment of an appropriate capacity, in accordance
with Council’s current supply contract, will be issued, on loan, for
use in the conduct of Council business. This equipment will
include items such as Palm pilots, Blackberry devices and the
like.
(h)
Presentation Items
Suitable reasonable presentation items will be made available
for issue to visiting delegates or in recognition of community
services or as a promotion of the city.
(i)
Facsimile Machines - Facsimile Equipment
(i)
Council will provide at the residence of a Councillor, an
appropriate facsimile machine to facilitate the
transmission of information relating to a Councillor's
duties of office. Council will arrange for the installation of
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(ii)
(j)
the necessary telephone line and associated equipment
and provide the necessary maintenance and consumable
products required for the operation of the equipment.
This equipment will remain at all times at the residence of
the Councillor during his/her term of office. Council will
only be responsible for those transmissions associated
with Council business.
Where Councillors have a facsimile machine already
installed in their home, Council will be responsible for the
payment of rental of the line and any transmissions
associated with Council business.
Financial Year/Calendar - Year Diaries
Will be issued, on request.
(k)
Hand Held Dictaphones
Will be issued, on loan, on request, for use in connection with
Council business.
(l)
Postage Stamps
Supply of up to 1000 ordinary postage stamps per annum.
Stamps shall only be used in respect of the discharge of
Councillor’s civic duties ie Council business. The use of stamps
is not to be for private or political purposes namely Council
Elections and the like. Councillors mail will only be posted using
the stamps provided.
(m)
Filing Cabinet
A filing cabinet of an appropriate capacity will be issued, on loan
to each Councillor who requests it, for storage of documents and
equipment associated with the functions of civic office.
(n)
Mobile Telephone & Appropriate Hands Free Car Kit
A mobile telephone and appropriate hands free car kit is to be
issued on loan to each Councillor who requests one. The terms
of use of the mobile telephone are based on up to the first
$175.00 of monthly operational costs being met by Council, with
any additional cost above this amount to be the Councillor's
responsibility. The above operational cost will be indexed to the
inflation rate annually as at 1 July (commencing 1 July 2006) for
the subsequent period until the end of the Council term.
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In the event of Council’s monthly allocation of $175.00 to each
Councillor not being fully expended, the excess amount to roll
over at the end of each month and be credited to the next
month’s account, but in doing so, the accumulated credit be only
allowed to each a maximum amount of $750.00 throughout the 4
year term of Council.
For Councillors who elect to have their mobile phone system
linked to Council’s Paging System, Council will pay the cost of
the diversion call to the paging system in the event of the mobile
phone being engaged, out of range or switched off.
(o)
Councillor Parking
A car parking space be provided for each Councillor at the
Council Chamber Building to assist with the carrying out of their
civic duties.
(p)
Formal Attire
Where Councillors are required to officially represent Council at
a function requiring special attire (e.g. formal wear), Council will
reimburse the reasonable cost of hire of such attire on request.
(q)
Charitable and Community Functions
Where Councillors accept an invitation to attend charitable and
community functions in the role of Councillor, Council will meet
reasonable costs associated with such attendance. The costs
associated with a Councillor’s partner’s attendance, when
specifically invited as the Councillor’s partner, will be met by
Council.
(q)
Hat
A wide brimmed hat will be provided upon request to each
Councillor.
10.2
Lord Mayor
In addition to those facilities provided to Councillors, the Lord Mayor is
to receive the benefit of:(a)
Lord Mayoral Suite
For office purposes and the discharge of civic responsibilities
generally.
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(b)
Secretarial Services
Word processing and administrative support provided by the
Lord Mayor's Personal Assistant.
(c)
Administrative and Policy Support
Assistance with the organisation of functions, meetings and the
like including research, policy and media support.
(d)
Office Refreshments
As provided in the Lord Mayoral Suite for entertainment
purposes
(e)
Stationery
-
(f)
Lord Mayoral letterhead, envelopes, business cards and
stationery generally.
No restriction on the number of Christmas Cards issued
annually.
Presentation Items
No limitation on the supply of presentation items for use by the
Lord Mayor for presentation to visiting dignitaries and or other
appropriate occasions.
(g)
Council Vehicle
May be provided for use by the Lord Mayor, if desired. Use of a
driver as required for official purposes. The vehicle is to be used
at the discretion of the Lord Mayor for Lord Mayoral, Councillor
or Council purposes.
The Council recognises that the Lord Mayoral vehicle may be
used incidentally for private purposes and accepts that use
without charge. Given Council's standing within the Greater
Metropolitan Area, such private use is accepted within the area
bounded by Newcastle, Wollongong and Bathurst.
The Lord Mayoral vehicle shall be at a maximum standard of an
8 cylinder Holden Caprice or Ford LTD or similar, choice of
which shall be in accordance with Council’s Fleet Policy.
(h)
Mobile Telephone & Appropriate Hands Free Car Kit
A mobile telephone and appropriate hands free car kit is to be
issued, on loan, to the Lord Mayor. The terms of use of the
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mobile telephone are based on all monthly operational costs
being borne by Council.
(i)
Corporate Credit Card
A corporate credit card is to be issued to the Lord Mayor for the
period of the Lord Mayoral term, subject to those terms and
conditions outlined in the Corporate Credit Cards Policy and
Procedures Manual.
(j)
Formal Attire
Where the Lord Mayor is required to officially represent Council
at functions requiring formal attire, Council will reimburse the
cost of purchase of such attire for that purpose up to a value of
$500 per twelve month term.
10.3
Deputy Lord Mayor
In addition to those facilities provided to Councillors, the Deputy Lord
Mayor is to receive the benefits of the Lord Mayor when acting in the
Office of the Lord Mayor, excluding the use of the Lord Mayoral vehicle
and credit card. The Lord Mayoral vehicle and credit card will be
provided to the Deputy Lord Mayor when acting in the Office of the Lord
Mayor for a continuous period in excess of three months.
10.4
Other Equipment & Facilities
Councillors requiring the use of other equipment not specifically
covered in this policy shall seek the approval of the Lord Mayor or
General Manager before using such equipment.
10.5
Loss of or Damage to Council's Equipment
In the event that any of council's equipment such as computer, fax
machine, mobile telephone are damaged, lost or stolen, the Councillor
concerned must advise the Councillor Support Officer, immediately, to
report the incident. The Councillor Support Officer will make the
necessary arrangements with the relevant staff to rectify the situation.
11. RETENTION OF EQUIPMENT ISSUED TO COUNCILLORS
Immediate former Councillors may purchase for their own use, equipment,
such as computer, printer, electronic organiser, facsimile machine, dictaphone
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and the like, previously issued to them in their role as a Councillor, in
accordance with the following conditions:(a)
The equipment purchased is no longer required within the organisation
and/or is surplus to Council's requirements.
(b)
The value of the equipment to the organisation and consequently the
appropriate purchase cost, shall be determined by the General
Manager or Group Manager Corporate in line with relevant commercial
prices for similar equipment.
12. ACCOUNTABILITY
Section 428(2)(f) of the Local Government Act provides that Council's Annual
Report must contain a statement of:"the total amount of money expended during the year on Mayoral fees
and Councillor fees, the Council's policy on the provision of facilities for
use by Councillors and the payment of Councillors' expenses, together
with a statement of the total amount of money expended during that
year on the provision of such facilities and the payment of such
expenses."
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Annexure 1
CONFERENCE CATEGORIES
Category A Major National or State Conference.
(i)
(ii)
Local Government Association - NSW
Australian Local Government Women's Association State Conference
Category A - Conditions
(i)
(ii)
Attendance at the Local Government Association (NSW Conference) should
be limited to five (5) Councillors and three (3) to five (5) Councillors for any
other Category A conference i.e. the Lord Mayor (or nominee) plus any other
nominated Councillors.
All reasonable costs will be paid.
Category B Other National or State Conferences
i.
ii.
iii.
iv.
v.
vi.
Australian Local Government Women's Association National Conference
Australian Local Government Association - National Local Government Assembly
(Canberra)
Local Government Managers' Association National Congress (Canberra).
Local Government Managers' Association (NSW Division)
Local Government Aboriginal Network Conference (NSW)
International River Management Symposium Improved Collaborative Indigenous
Policy Development Conference
Category B - Conditions
(i)
(ii)
Attendance of not more than three (3) Councillors i.e. the Lord Mayor (or
nominee) plus two (2) other Councillors.
All reasonable costs will be paid.
Category C All other Conferences/Seminars not elsewhere included.
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
xiii.
Australian Sister Cities Association
Royal Australian Institute of Parks & Recreation Annual General Conference
The Australian ICOMOS Conference
Australian Local Government Women’s Association National Biennial Conference
Annual Floodplain Management Conference
State of Australian Cities National Conference
Local Government Financial Awareness Conference
International Local Government Conference
Environment and Planning Law Association (NSW) Inc Conference
Parks and Leisure Australia Conference
National General Assembly of Australian Local Government
Local Government Symposium
Property Council of Australia Cities Summit
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xiv. National Mainstreet Conference
xv. EcoEdge Conference
xvi. Risk Management Institute Australasia (RMIA) National Conference
xvii. Australian Sister Cities Association National Conference
xviii. Parks and Leisure Australia World Leisure Congress
xix. Local Government Managers Association (LGMA) National Congress and Expo
xx. International Cities Town Centres and Communities Conference
xxi. UDIA National Congress
xxii. ICLEI New South Wales Local Government Action Forum
Category C - Conditions
(i)
(ii)
(iii)
Conferences will be considered to fall into this category if they involve major
policy changes which have significant affect on Parramatta.
Attendance limited to one (1) Councillor or appointed delegates only.
All reasonable costs will be paid.
Provided always that Council may by resolution allow extra Councillors to attend a
Conference in any category where a case can be made in support of that additional
attendance.
In determining attendance every effort should be made to ensure that all Councillors
have an opportunity to attend at least one conference annually for their own
professional development.
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Annexure 2
Cabcharge Usage Policy
1. Background
This policy has been developed to regulate and provide guidelines for the use and
administration of Cabcharge Cards and Taxi Dockets.
2. Objectives
To establish:
2.1 The Purpose of Cabcharge
2.2 Procedures for Cabcharge Management
3. Scope
This policy applies to the use of Cabcharge by Parramatta City Council Councillors.
4. Relationship to Legislation
This policy operates in accordance with the Local Government Act.
5. Related Strategies, Plans and Policies
This policy operates within the Civic Office Expenses and Facilities Policy, under the
scope of the Council’s Code of Conduct, and is related to the Petty Cash Guidelines.
6. Purpose Statement
The Cabcharge service is provided to facilitate business related travel.
Cabcharge Cards are available to all Councillors for the term of their elected office.
Accountability for card use will lay with Cardholders.
Taxi dockets are issued to Councillors on request for business related travel in line
with Civic Office Expenses & Facilities Policy ( 7.1 )
Accountability for docket use will lay with the individual in whose name the docket is
issued.
Cabcharge Cards and dockets must not be used without first having read and
acknowledged these terms.
7. Gratuity/ Tipping
Passengers wishing to ‘tip’ their drivers are to do so at their own expense.
Cabcharge Cards and taxi Dockets are not to be used to provide gratuity to drivers.
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8. Breaches
A breach of this policy constitutes a breach of the Council’s Code of conduct.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - -- - - - - - - - - - - - - - -- - - - - - - - - - - - - -- - 9. Acknowledgement
I, __________________________ have read and agree to these conditions for
Cabcharge Use.
______________________
Signed
_____________
Date
Cabcharge Procedures
1.1. Cabcharge Card Issue
At the time of Card issue, card and user details will be recorded in the Cabcharge
Taxi Management System (CTMS) database by the Councillor Support Officer.
These details will include:
• Name of Cardholder
• Card Number
• Card Expiry Date
• Reason for Card Issue i.e. Councillor, Snr Management etc.
• Date of Issue
• Date of Cancellation
Prior to the issue of Cabcharge Cards, cardholders will be required to read and
formally acknowledge the Cabcharge Usage Policy.
2.1
Cabcharge Cards-Terms for Use
Cabcharge Cards may be used only by the cardholder, as named on the
Cabcharge Card. Cabcharge Cards may be used when travelling:
• To and from meetings of the Council or its Committees.
• On inspections within the Council’s area, in association with the business
of the council in accordance with the resolutions of the Council.
• In association with attendance at meetings, conferences or seminars in
accordance with resolutions of the Council.
• For Council Business related activities.
As outlined in the Civic Offices Expenses and Facilities Policy, Use of Cabcharge.
Cardholders will be required to meet costs related to private travel, such costs to
be paid by Councillors direct to Council or the amount deducted from their
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allowance, whichever agreement is reached between the Councillor and the
General Manager.
Cabcharge Cards should not be used:
•
•
•
By anyone but the registered cardholder.
In any way other than in accordance with this policy.
Without the cardholder first reading and formally acknowledging the terms
and conditions contained herein.
Administration of the Cabcharge System
Information about Cabcharge Cardholders and their account details, and all taxi
docket records will be stored on the CTMS (Cabcharge Taxi Management
System) Database, provided by Cabcharge. Taxi Docket records will also be
stored here.
3.1
Procedures for Cabcharge Cards
At the end of each month, Cardholders will be provided with the following:
• Invoice of Card Usage for that Month
• Card Use Confirmation Form – This must be signed and returned, verifying
that all travel listed on the invoice is correct, and was consistent with that
allowed under S2.1 of this policy
• Business Purposes Form – This must be filled out clearly and returned
along with all receipts accrued for that month. Here the reason for each
instance of travel must be provided. Usage that is not identified as
business usage will be assumed to be private usage and subject to
reimbursement in accordance with this policy.
The Councillor Support Officer will ensure that relevant documents are issued to
cardholders. Cardholders are to return all required documentation within 14 days.
It is the responsibility of the Cardholder to retain all receipts of taxi travel issued,
and return them with the above documentation. Failure to return the above
documents may lead to cancellation of the cabcharge and/or deduction of
outstanding charges from the cardholders payments.
Payment of the Cabcharge Account
Monthly Cabcharge Bills will be paid on or before the due date.
It is the responsibility of the relevant Cabcharge administrators to advise
Accounts Payable to pay the monthly bill/s.
Storage of Records
All paperwork relevant to Cabcharge is to be kept in a secure cabinet and access
restricted. The same restriction is to apply to the CTMS database. Access is to be
restricted to the relevant administrators (i.e. the Councillor Support Officer,
Governance Unit) and the Internal Auditor.
Lost or Stolen Cards and Dockets
6.1 Cabcharge Cards
It is the responsibility of the Cardholder to immediately report the theft/loss to
Cabcharge on 02 9867 9903, and then to the Councillor Support Officer.
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A written notification will then be sent to Cabcharge by the Councillor Support
Officer.
Termination of Employment/ Term
At the termination of employment, or the close of ones term in civic office,
Cabcharge Cards must be returned to the Councillor Support Officer. It is the
responsibility of the Councillor Support Officer to ensure that cards are cancelled
and issued to incoming staff/councillors.
Return of Cards/ Unused Dockets
8.1 Cabcharge Cards
Unwanted Cards are to be returned to the Councillor Support Officer. The
Councillor Support officer will cancel the card, and issue a Card Return Receipt to
the Cardholder.
Audits and Reviews
Internal Audit will undertake a yearly review of the processes and usage of
Cabcharge and related accounts.
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