Elected member Allowances and Recovery of Expenses Policy Mileage and Travel

Elected member Allowances and Recovery of Expenses Policy Mileage and Travel Governance Policy POLICY REFERENCES Sponsor: Chief Executive Effective: 13 November 2013 Internal review due: Annual Legal compliance: Remuneration Authority Act 1977 Local Government Act 2002 Associated Documents/References: Sensitive Expenditure Policy (#143031) Remuneration Authority Determination 2013/14 COUNCIL Report 13/374 (A434043) Policy Number Purpose The purpose of this policy is to: Set out clearly the principles and guidelines for mileage and travel reimbursements. Ensure compliance with the Remuneration Authority rules. Ensure that mileage and travel reimbursements are assessed, authorised and reviewed consistently for all elected members. Include the Sensitive Expenditure Policy rules. Policy Authentication of Expense Reimbursements and Allowances Claims for mileage must be made within six months of travel and on the Mileage Claim Form (Appendix 1). All other claims must be made on the Expenses Claim Form (Appendix 2). Reimbursements and allowances will be paid, by direct credit to the member s nominated bank account. Travel request forms are to be completed prior to travel for accommodation and flights. All forms are available from the Democracy Support Services Manager or on the councillor webpage. Expense claims and reimbursements are approved by the Chief Executive and full original receipts are required. Requests to attend a conference/seminar or workshop must be approved by both the Mayor and the Chief Executive. Facilitator: Democracy Support Services Manager Date of Approval: 13 November 2013 A333477

Mileage Allowance 1. Mileage Rate, Cap and Threshold Elected members will be reimbursed for Council-related travel at: 77 cents per kilometre (up to 5000km cap in one financial year) and 38 cents per kilometre above this cap. All elected members have the right to claim/not claim mileage reimbursement. A threshold for mileage claimed in any one day is set at 30 kms. 2. Guidelines Eligibility: 2.1 Formal meetings of Council and meetings of Committees and sub-committees and other subordinate decision-making bodies and joint committees approved by Council under Clause 30, Schedule 7 of the Local Government Act 2002, to which members have been appointed. 2.2 Formal meetings attended by the Council nominated elected member representative (or, in their absence, approved substitute) at meetings of organisations/committees external to the Council. 2.3 Where approved by prior Council or Committee resolution, deliberative meetings, training sessions and workshops. 2.4 Specific site visits and inspections within the district prior arranged for elected members by Council or committee. 2.5 External meetings, conferences or seminars approved by prior Council resolution, or by the Mayor in conjunction with the Chief Executive. 2.6 Travel is to be calculated from an elected member s normal place of residence (which is determined to be the elected member s place of residence at the last election), to the meeting and return. A list of examples of eligible meetings is attached (Appendix 3) and available on the councillor webpage. Mileage is not eligible in the following circumstances: 2.7 When an elected member has attended to an issue of their own volition/interest. If there is any doubt with regard to eligibility of mileage in this type of event, he/she should seek guidance from His Worship the Mayor prior to attending. 2.8 When an elected member has car pooled with another elected member. The car owner only is eligible to claim for mileage in this circumstance. 2.9 When the elected member has used a Council vehicle for travel. 2.10 Where an elected member has made more than one return trip to attend the same meeting. In this situation only one return trip may be claimed. 2.11 Travel that is not related to the business of Council. For example, non-council business / personal travel interspersed with Council-related business must not be claimed. Facilitator: Democracy Support Services Manager Date of Approval: 13 November 2013 A333477

2.12 If you attend a meeting at which you are not a member. 2.13 The Mayor is not eligible to claim mileage. 3. Travel Time Allowance A travel time allowance will be paid to elected members for Council-related travel specifically related to Council and Committee meetings. The travel time allowance is payable only in respect of the member s travel for that day that exceeds one hour (threshold). The maximum amount payable is $35.00 per hour above the threshold. Travel expenses All elected members are eligible for reimbursement of reasonable and actual costs when travelling on Council business. Guidelines are listed below: 1. Taxis May be used for Council business, instead of private vehicles or public transport, for the following reasons; Safety/security reasons. When travelling outside Gisborne if a taxi is the most appropriate form of transport. When the distance and time makes a Council or hire vehicle not the most cost effective option. 2. Accommodation and Domestic Air This is arranged through the Council s preferred travel agent at the most economic cost available. For efficiency where a conference venue has accommodation facilities and conference rates are provided, this can be requested. 3. Meals All meals and drinks while travelling for Council business will be reimbursed with the exception of alcohol. 4. Car Parking Airport car parking costs will be reimbursed. 5. Minibars and movies Purchases are at the expense of the elected member. Application This policy applies to elected members only but should be read in conjunction with the Sensitive Expenditure Policy. Authorised by Date of approval: Facilitator: Democracy Support Services Manager Date of Approval: 13 November 2013 A333477

Appendix 3: Examples of Meetings Eligible for Mileage Claim Formal meetings Council/Committees (internal) Full Council Committees Formal meetings (external) Sister Cities Keep Gisborne Beautiful Creative Communities Road Safety Major Project team meetings Special consultative meetings Annual Plan meetings Hawkes Bay Regional Land Transport Committee Regional Affairs Committee (LGNZ) Patutahi Reserve Board Zone 2 (LGNZ) Tourism Eastland Safe Tairawhiti Zone 2 (LGNZ) RMA briefings LGNZ Annual Conference Facilitator: Democracy Support Services Manager Date of Approval: 13 November 2013 A333477

Allowances for Communication Devices Policy Policy References Sponsor: Chief Executive Effective: 24 October 2013 Internal review due: Tri annual Legal compliance: Remuneration Authority Act 1977 Local Government Act 2002 Associated Documents/References: Sensitive Expenditure Policy (A421043) Remuneration Authority Determination (May 2013) Policy: Management and Usage of Communication Devices Policy Purpose The purpose of this policy is to: Set out clearly the principles and decision making guidelines for Communication Devices Reimbursements. Set out clearly defined parameters for Communication Devices Reimbursements. Ensure that Communications Devices Reimbursements are assessed, authorised and reviewed consistently for all elected members. Include the Sensitive Expenditure Policy rules. Rationale Elected officials should not carry the cost of communicating with council or with ratepayers. Communication requirements and expectations of citizens have changed rapidly as has the workload of councils. Elected members will have access to the equipment that is required to undertake the work of Council. Ratepayers will have confidence that appropriate security of access could be guaranteed in a cost effective fashion. Communication covers the following: Verbal communications, generally via landline or mobile phone, but in some circumstances by other devices. An ability to transfer and reproduce written materials. An ability to access council information resources, such as websites, intranets, archives and policy and decision making tools. Facilitator: Eileen Cronin Date of approval: 3 October 2013 A441583 Page 1 of 3

Policy Elected members will be provided with: a mobile phone a tablet/pc a compatible scanner and printer a modem. Where the member provides their own communication equipment (including a Personal Computer (PC) or Tablet) to a standard that is compatible with Council communication needs, a maximum allowance of $1,050 would be available with no reimbursements for costs other than consumables. This will cover the following costs: Usage of hardware such as: o Tablet/PC o printer/scanner o modem o mobile phone Cost of connection and usage of: o Internet connection o costs of calls, texts, and data through mobile phones. All elected members providing their own communication equipment may claim up to the maximum allowance. However members also have the right not to claim for any allowance. Claims must be made within six months. Definitions Consumables are considered to be: Paper Printer cartridges Application This policy applies to elected members only but should be read in conjunction with the Sensitive Expenditure policy. Authorised by Date of approval Facilitator: Eileen Cronin Date of approval: 3 October 2013 A441583 Page 2 of 3

Procedure Management and Usage of Communication Devices Procedure. Document Management Control: Facilitator: Democracy and Support Services Manager Approval Date: 13 November 2013 Authorised by: Chief Executive Facilitator: Eileen Cronin Date of approval: 3 October 2013 A441583 Page 3 of 3

Meeting Fees for Hearings Committee Policy Governance Policy and Guidelines POLICY REFERENCES Effective: 13 November 2013 Internal review due: Tri annual Legal compliance: Remuneration Authority Act 1977 Local Government Act 2002 Associated Documents/References: Sensitive Expenditure Policy (#143031) Remuneration Authority Determination COUNCIL Report 13/374 (#A438912) Policy Number Purpose The purpose of this policy is to: Set out clearly the calculation of the meeting pool Provide guidelines for allocating Hearings Meetings fees Calculation of Meeting Pool Assumptions: There are expected to be 20 Hearings in the 2013/14 year: 3 are cancelled through lack of business 60% have a Consent Hearing component The average Consent Hearing component = 1.5 hours The hourly rate for Consent Hearings is; o o Chairperson $100/hr Councillor $80/hr Description There are up to 6 Councillors on the Hearings Committee, so the total remuneration paid is; Calculation $750 per meeting (refer calculation below) (5 x $80) + $100 = $500/hr or 1.5 x $500 = 750 per meeting The $140 meeting fee will be reduced by this amount for the 60% of meetings that have a consent component If there were no consent component, the meeting fee pool would need to be 6 Councillors x $140 x 17 meetings = $14,280 Facilitator: Eileen Cronin Date of Approval: 13 November 2013 EDRMS #A324583

Taking off the consent component on 60% of meetings, the pool needs to be $14,280 $6502.50 (60% of 17 x $637.50) = $7,777.50 Therefore, The Meeting Pool needs to be approximately $7,500 Guidelines For Allocation of Hearings Meeting Fees The Hearings Committee conducts Hearings controlled by about ten different pieces of legislation, like the Reserves Act, Council Bylaws, RMA and Building Acts. The range of Hearings is, therefore, far wider than the granting of Resource or Building Consents. The rules are: a) Every Elected Member who sits on a Hearings Committee to hear non-consent issues (e.g. a Council initiated Plan Change) will be paid a Meeting Allowance of $140 per day. b) When meeting fees can be charged to people seeking consents, the amount collected (per person) reduces the amount paid to committee members. Thus for a meeting comprising a consent and a Liquor Licensing Hearing, in which the consent took 1.25 hours: Fee from Consent for Councillor = 1.25 x $80 = $100, $140 - $100 = $40 Fee from Consent for Chairman = 1.25 x $100 = $125, $140 - $125 = $15 Thus a Councillor who spends 1.25 hours on a Consent Hearing (in which the consent applicant is charged) and some time on non-consent hearings, will receive $140 meeting fees for the day, paid for as $85 from the consent applicant, and $55 from the Meeting Pool. If the Consent Hearing lasted three hours, a Councillor would keep the whole of the $204.00 from the consent applicant, and the Chairman would keep the whole of the $224 from the applicant, and no money would come from the Meeting Pool. c) For Hearings at which there is consent application, and no other business, only the consent applicant s contribution is received by the Councillors, there is no top-up from the Meeting Pool. d) If there are more Non-RMA meetings than estimated, and the $7,500 Meeting Pool is exhausted before the end of the financial year, top-ups from the Meeting Pool will cease until the end of that financial year. This policy applies to elected members only but should be read in conjunction with the Sensitive Expenditure Policy. Authorised by Date of approval: Facilitator: Eileen Cronin Date of Approval: 13 November 2013 EDRMS #A324583