Minutes

Melton Shire Council

Policy Review Panel

10 AM to 12 NOON

Wednesday 6 February 2013

Councillors Lounge Melton Civic Centre

Policy Review Panel Attendance:

Cr Kathy Majdlik (Mayor Chair)

Cr Nola Dunn (Councillor)

Cr Sophie Ramsey (Councillor)

Peter Bean (General Manager Corporate Services)

Fiona MacPherson (Corporate Policy & Planning Coordinator)

Also in attendance:

Dan Hogan (Customer Engagement Manager)

Liz Pace (Minute Taker) (PA to General Manager Corporate Services)

Apologies:

Nil

  1. Minutes from previous meeting

Confirmation of Minutes held on 20 December 2012.

Peter Bean presented and distributed a draft copy of the Councillor Caring Allowance Clause as recommended at the 20 December 2012 Policy Review Panel Meeting.

It was agreed by the Panel that clause 4.6 Child Care Expenses of the Resource Support and Expenses of Councillors and Special Committee Members Policy be replaced with the following clause and be circulated with these minutes.

4.6 Councillor Caring Allowance

Council will reimburse Councillors who incur expenses for providing care for immediate family members, for children (up to 16 years of age) when he or she is required to attend*:

  • Council and Forum meetings;
  • Informal briefing sessions held by management or by other Councillors;
  • Civic or ceremonial occasions convened by the Council;
  • A meeting, function or official role attended as a representative of the Council;
  • Meetings arising as a result of a Councillor being appointed by Council to an external body or committee;
  • Or discuss with Council Officers or other Councillors any matter relating to Council;
  • In the capacity of a Councillor, to inspect a site, property or area (or to discuss with any person) any matter affecting or affected by the Council; and
  • Conferences, study tours/official visits, training sessions and functions in capacity as a Councillor.

Council will reimburse the Councillor for carer expenses for immediate family members and for childcare which has been paid to:

(i) A recognised care provider; or

(ii) To a person who does not:

  • Have an immediate family or like relationship with the Councillor;
  • Reside permanently or temporarily with the Councillor;
  • Have a relationship with the Councillor or his or her partner such that it would be inappropriate for Council to reimburse monies paid to the care provider.

Caring expenses consist of:

  • Hourly fees;
  • Agency booking fees, and
  • Reasonable travelling expenses

Councillors need to provide:

  • The date and title of the Council event/meeting for which reimbursement is being requested
  • Completed Australian Tax Office ‘Statement by a Supplier’ Form (required if not quoting an Australian business Number (ABN) for child care provided)
  • Completed Expense/Entitlement Reimbursement Claim form
  • Copy of the receipt – clearly outlining:
  • The provider of the service
  • The type of service provided
  • The date on which the service took place
  • The hourly rate of the provider and hours of service
  • Signature of the person who has provided the service and total received payment.

If a receipt or tax invoice cannot be produced, the Councillor should submit a statement or letter to the Council (Chief Executive) outlining all of the details outlined above.

Fees are payable per hour or part of an hour, subject to any minimum period which is part of the provider’s usual terms, to a maximum hourly rate of $41. A receipt from the care provider shall be required for the reimbursement of any expenses claimed.

A Councillor must certify that a claim for care services relates to the business of Council Claims, together with invoices, are to be forwarded to the Chief Executive Officer.

*Where a suitable carer lives under the same roof as the Councillor and they are both prepared and able to fulfil the caring responsibilities of the Councillor, while the Councillor is on Council business, then the Councillor will not be entitled to claim caring allowance.

Recommendation 1:

That the Resource Support and Expenses of Councillors and Special Committee Members Policy be amended to incorporate the provision as proposed.

Recommendation 2:

Cr Dunn/Ramsey

That Council adopt the minutes of the Policy Review Panel held on 20 December 2012.

  1. Review of Policy Review Panel Objectives and Terms of Reference

The Committee agreed that this matter be removed from the agenda.

  1. Suburb Naming Advisory Committee Terms of Reference for approval

Dan Hogan attended the meeting and briefed the Panel on the following:

Purpose of Committee

Dan advised the Panel of the importance of the Suburb Naming Advisory Committee in ensuring that due process is followed in the determination of suburb names. As defined in the Council Plan this Committee encourages investment, employment and growth within the municipality.

Responsibility

The Suburb naming Advisory Committee will provide specialist advice and recommendations in reference to suburb naming for consideration by Council.

Membership Composition

Dan discussed the need of having skilled based representation which includes:

  • Council
  • Heritage
  • Local indigenous
  • Historical
  • Family History Group
  • Community
  • Chamber of Commerce representation.

Community Engagement

Dan briefed the panel on:

  • Engagement Plan awareness
  • Community input
  • Suburb evaluation

The Committee supported the Terms of Reference as revised.

Action:

An Officers Report to Council is to be developed on that basis.

  1. Next Meeting date and Meetings to be set for 2013

Fiona informed the panel that all dates had been set for 2013 and diary requests had been set.

The panel made a request that a copy of the Policy Review Panel Agenda be distributed to members at the commencement of the meeting.

The meeting closed at 12.47 pm.