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Resolutions
That Council:
1. Receives and notes the “Local Government Members (2017-18)
(Local Authorities) Determination 2017” staff report.
2. Agrees that the decisions to be made are not significant under the
criteria contained in Council’s adopted Significance and Engagement
Policy, and that Council can exercise its discretion and make decisions on
this issue without conferring directly with the community and persons likely
to be affected by or to have an interest in the decision.
3. Approves that the new elected member remuneration, allowances and
expenses be accepted and be made effective from the 1 July 2017.
4. Adopts the updated Elected Members Allowances and Expenses Policy following.
5. Notes that the Chair of the Council and the Chief Executive will
be discussing the remuneration of the Chair of the Maori Committee and the
Co-Chair of the Regional Planning Committee with the current office holders,
and will table a proposal to the Council for consideration.
Hewitt/Dick
CARRIED
Title: Elected Members’
Expenses and Allowances
Staff
Responsible for the Policy: HBRC
Corporate Accountant
Commencement Date: 9
October 2016
Amended August 2017
Rationale
Council’s
policy and rules for expenses (including reimbursement allowances) for the
electoral tenure commencing 9 October 2016. Amended for the
2017-18 Local Government Members (2017-18) Determination.
Policy
1.
Authentication of Expense Reimbursement and Allowances
The
principles and processes under which Hawke's Bay Regional Council ensures
that expense reimbursements and allowances are payable are as follows.
1.1. Principles
1.1.1. Are in
line with Council policies.
1.1.2. Have a
justified business purpose.
1.1.3. Are
payable under clear rules communicated to all claimants.
1.1.4. Are
approved by a person able to exercise independent judgement.
1.1.5. Are
adequately documented.
1.1.6. Are
reasonable and conservative in line with public sector norms.
1.1.7. Are, in
respect of allowances, a reasonable approximation of expenses incurred on behalf
of the local authority by the elected member.
1.1.8. Support
administrative efficiency by the payment, where possible, of standard
allowances based on fair and reasonable value of costs incurred, rather than
requiring elected members to continue to make numerous claims.
1.2. Processes
1.2.1. Councillors
are issued with an explanatory memorandum explaining their entitlements and
how they should claim them.
1.2.2. Councillors
are required to make expenditure claims for all allowances, other than agreed
regular payments, which are approved by the Chief Executive prior to
payment.
1.2.3. All
reimbursement costs will be based on actual and reasonable expenditure with
claims to be supported by appropriate invoices to substantiate the claim and
will be approved as part of the Council’s normal creditor payment
process.
2. Vehicle
Provided
2.1 Where
the Chairman decides to take up the entitlement to a Council vehicle then the
terms and conditions for the supply of a vehicle will be determined by the
Chief Executive Officer in line with policies set out by the Remuneration
Authority.
3. Vehicle
Mileage Allowance
3.1 A
vehicle mileage allowance is payable to an elected member for travel by that
member each day, but only if:
3.1.1 The
member is not otherwise provided with a vehicle by the Council; and
3.1.2 The
travel is:
•
In
a private vehicle; and
•
On
Council business; and
•
By
the most direct route that is reasonable in the circumstances, and
3.2 The
maximum vehicle mileage allowance payable in any one twelve month period is
the rate per kilometre as set out in the current Remuneration Authority
determination:
3.2.1 $0.81
per kilometre for the first 10,000 kilometres if the member is using an
electric vehicle
3.2.2 $0.73
per kilometre for the first 10,000 kilometres for any other vehicle type
3.2.3 $0.37
per kilometre for any distance over 5,000 kilometres.
3.3 ''Council
business'' is defined as ''Official Council business whereby elected
members are invited or required to attend both informal or formal meetings or
events related to Council. These do not include meetings with constituents,
or the elected member's own initiatives to familiarise or better inform
themselves in any way with Council business, or where a Council function is
primarily entertainment”.
4. Travel
Time Allowance
4.1 Council
may pay a Councillor a travel time allowance if the office of the Councillor
cannot be properly regarded as a full-time position.
4.2 An
allowance may be paid to a Councillor under sub clause (4.1) for each day
within the period of this determination that:
4.2.1 The
Councillor is travelling on Council business and by the quickest form of
transport reasonable in the circumstances; and
4.2.2 The
travel time of the Councillor exceeds one hour.
4.3 The
allowance is payable, in relation to each day for which the Councillor
qualifies under sub clause (4.2):
4.3.1 At
no more than $37.50 per hour; but
4.3.2 Only
in respect of the travel for that day that exceeds 1 hour.
4.4 In
this clause, on the Council’s business includes:
4.4.1 Travel
between a Councillor’s residence and the Council Head Office.
5. Travel
and Accommodation - (Mileage Claims – refer Section 3)
5.1 Taxis
and Other Transport
5.1.1 Elected
members will be reimbursed for the actual and reasonable cost of any
expenditure on taxis and other transport incurred where such expenditure is
considered reasonable and necessary for the attendance at conferences,
seminars and business related meetings attended at the request of Council, or
approved by the Chairman.
5.2 Carparks
5.2.1 Individual
carparks are allocated to each elected member for use on Council and
Committee meeting days only. In addition, the Chairman has a permanent car
park and one other car park is permanently available for any other elected
member to attend Council business at the Council offices.
5.3 Use
of Rental Cars
5.3.1 Elected
members will be reimbursed for the actual and reasonable cost of any
expenditure on rental cars where this is considered necessary to attend
conferences, courses and business meetings attended at the request of
Council, or approved by the Chairman. If rental cars are used they are to be
cheaper than mileage allowance or air fare.
5.4 Air
Travel – Domestic
5.4.1 All
domestic travel is to be approved in advance by the Chairman or Chief
Executive and booked through Council Corporate Services.
5.5 Air
Travel – International
5.5.1 All
international travel is to be approved in advance by the Chairman or Chief
Executive and booked through Council Corporate Services.
5.5.2 Council
will meet the cost only of economy class airfares unless specifically
approved otherwise by the Chairman or Chief Executive.
5.5.3 Stopovers
for long distance flights will be at the discretion of the Chairman or Chief
Executive, and where approved, will be paid or reimbursed.
5.6 Airline
Clubs/Airpoints/Airdollars
5.6.1 The
Chairman is provided with a Koru Club membership on the basis of frequency of
air travel. Airpoints or Airdollars earned on travel, accommodation
etc, paid for by the Council are available for the private use of members.
5.7 Accommodation
Costs While Away at Conferences, Seminars, etc
5.7.1 Elected
members will be reimbursed for the actual and reasonable cost of any
expenditure incurred where this expenditure is incurred for attendance at the
request of Council or approved by the Chairman or Chief Executive. Travel is
to be approved in advance and all bookings are to be made through Council
Corporate Services. This provision also applies to Councillors who normally
live at a distance from Napier who stay overnight prior to or between Council
or committee meetings.
5.8 Meals
and Sustenance, Incidental Expenses
5.8.1. The
reasonable cost of meals and sustenance will be paid or reimbursed where such
expenditure is incurred for attendance at conferences, courses and business
meetings attended at the request of Council, or approved by the Chairman or
Chief Executive. A light lunch is generally provided to Councillors on
Council and Committee meeting days.
5.9 Private
Accommodation Paid for by Local Authority
5.9.1 An
allowance of $50 per night can be claimed by elected members where they
decide to stay privately when attending a conference, course or business
meeting where their attendance is at the request of the Council or approved
by the Chairman or Chief Executive. Reasonable additional costs associated
with staying privately can be claimed only if the prior approval of the
Chairman or Chief Executive has been received.
6. Entertainment
and Hospitality
6.1 There
are no hospitality or entertainment allowances paid to elected members. Where
entertainment or hospitality is required at the request of the Council, or on
the approval of the Chairman or Chief Executive, reimbursement can be claimed
of an actual and reasonable basis.
7. Equipment
and Technology Provided to Elected Members
7.1 The
following allowances are paid to elected members to assist with the costs of
equipment and technology provided by the elected member. Where Council
requires members to use the following equipment the allowances below will be
paid:
Item Annual
Allowance
Use of personal computer $200
Use of a printer (with or without
scanner) $40
Use of a mobile phone $150
Use of an internet connection $400
Council related toll and mobile
phone charges $400
TOTAL $1,190
7.2 Elected
Members will be limited to a total payment in any one financial year of
$1,190.
7.3 If
elected members choose not to use their own equipment then Council may
provide the equipment and technology required. All equipment provided
by the Council will be subject to approval by the Chairman. This
equipment continues to be the property of the Council. The
communications allowances which refer to the equipment provided will not be
paid.
8.
Professional Development, Clubs and Associations
8.1. Council
pays for the cost of professional development courses, seminars, etc approved
by Council or the Chairman, within a specified annual budget.
8.2. No
expenses or allowances in respect of subscriptions to Clubs or associations
are paid other than professional bodies specific to their role with Council
– eg, RMLA for Hearings Committee Members.
9.
Other Expense Reimbursements and Allowances
9.1. The
following are reimbursed or provided to elected members:
9.1.1. Clothing
•
Elected
members will be supplied with a rain jacket bearing the Council's logo.
9.1.2. Stationery
•
Stationery
and printer cartridges are available on request for use on Council business.
9.1.3. Elected
Members' Office
•
Elected
members are entitled to use the Councillors' Office, located next to the
Council Chamber on the ground floor of the Regional Council building. The
office is equipped with desks, phone and a computer.
9.1.4. Chairman’s
Office
•
The
Chairman is provided with an office at the Council’s offices in Napier.
This office includes a direct dial telephone extension, a mobile phone with
associated costs and a networked computer. Full secretarial assistance is
also provided.
10. Signature
10.1.
I
seek approval from the Remuneration Authority, in relation to the electoral
tenure commencing 8 October 2016, of the expense reimbursement rules and
payments of allowances applicable to elected members as set out in this
document which was adopted by Council on 30 August 2017.
10.2.
The
approved document and any attachments will be available for public inspection
in accordance with the Remuneration Authority's determination.
HBRC
Chief Executive, James Palmer
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