Councillor Support Policy 

August

2024

Council re

spectfully acknowledges and recognises Wurundjeri and Bunurong peoples as

the Traditional Custodians of this land and pays respect to their Elders past, present and

future.

Council acknowledges the legal responsibility to comply with the Charter of Human Rights

and Responsibilities Act 2006 and the Equal Opportunity Act 2010. The Charter of Human

Rights and Responsibilities Act 2006 is designed to protect the fundamental rights and

freedoms of citizens.

The Charter gives legal protection to 20 fundamental human rights under four key values

that include freedom, respect, equality and dignity.

Councillor Support Policy 

1.4.1 Councillor Expense

Reports ............................. 5

1.4.2 Publication of

expenses .......................... 5

1.4.3 Payment of

Allowances ........................ 6

2.1.1 Induction .......................... 6

2.1.2 Ongoing Development ........ 6

2.1.3 Support Expenses

Covered ............................ 7

2.1.4 Attending conferences

and seminars ..................... 8

2.1.5 Planning sessions and

workshops ......................... 9

2.1.6 Training courses and

seminars ........................... 9

2.1.7 Memberships and

subscriptions ..................... 9

2.1.8 Requirements and

Limits ............................. 10

2.1.9 Accountability ................... 10

3.1.1 Events covered ................ 11

3.1.2 Requirements .................. 11

3.1.3 Civic hosting .................... 11

3.2.1 Online Engagement .......... 12

3.2.2 In-person

Engagement .................... 12

4.1.1 Car parking fees and

permits ........................... 12

4.1.2 Public transport ............... 12

4.1.3 Use of taxis/Uber ............. 13

4.1.4 Use of car share

schemes/hire cars ............ 13

4.1.5 Use of private

vehicles .......................... 13

4.1.6 Tolls ............................... 13

4.1.7 Council fleet vehicles ........ 13

4.1.8 Accommodation and

incidentals ....................... 14

4.2.1 Authorisation and

reporting framework ......... 15

4.2.2 Bookings and

confirmation .................... 16

4.2.3 Travel documentation ....... 16

4.2.4 ICT arrangement and

expenses ........................ 17

4.2.5 Reimbursement of

travel expenses ................ 17

4.2.6 Travel expense

reporting ......................... 17

5.1.1 ICT devices ..................... 17

5.1.2 ICT Policies ....................... 18

6.1.1 Administrative Support

– Mayor .......................... 19

6.1.2 Administrative

Support - Councillors ........ 19

6.1.3 Councillor Portal ............... 20

6.1.4 Stationery/Mail ................ 20

6.1.5 Photocopying ................... 20

6.1.6 Newspapers/Public

ation sub

scriptions ........... 20

6.1.7 Photographs .................... 20

6.1.8 Name Badges .................. 21

6.1.9 Business Cards ................ 21

6.1.10 Uniforms ......................... 21

6.2.1 Catering .......................... 21

6.2.2 Office of Mayor ................ 22

6.2.3 Councillor Offices ............. 22

6.2.4 Access and Parking ........... 22

6.2.5 Meeting Rooms and

Venues ........................... 22

6.2.6 Viewing Council Files ......... 22

6.2.7 Requests for

Information ..................... 23

7.1.1 Approved carers ............... 24

7.1.2 Carer costs ...................... 24

7.3.1 Counselling support .......... 25

7.3.2 Protective clothing ............ 25

8.1.1 Compliance with

legislation and policy ........ 25

8.1.2 Procurement of legal

advice ............................. 25

8.1.3 Legal protections .............. 25

8.2.1 Councillors and Officers

Liability ........................... 26

10.2.1 Forms and Receipts .......... 28

10.2.2 Councillor

Reimbursing Personal

Use ................................ 28

10.2.3 Authorisation levels .......... 28

10.2.4 Accountability and

Reporting ........................ 29

10.2.5 Tax requirements ............. 29

Significant demands and expectations are placed on the Mayor and Councillors of Brimbank

City Council (Council) in carrying out their civic and statutory functions. This policy provides

an overview of how the Council can provide assistance and support to the Mayor and

Councillors when conducting council business. The policy recognises the support Councillors

require to serve, engage and act in the best interests of the community.

The allowance paid to Councillors is set by the State Government. The current allowance

rates can be found at www.vic.gov.au/allowances-mayors-deputy-mayors-and-councillors.

Section 42 of Local Government Act 2020 (the Act) requires a Council to make available

minimum resources and facilities for the Mayor and Councillors.

Councillors and members of delegated committees are entitled, under section 40 and 41 of

the Act, to reimbursement of bona fide expenses reasonably incurred in the performance of

their duties. This policy ensures that the reimbursement of these expenses is in accordance

with the Act and meets the Act’s principles of public transparency; achieving the best

outcomes for the municipal community; and ensuring the ongoing financial viability of the

council.

The cost of allowances and reimbursed expenses paid to Councillors, together with the

costs of related services and resources, are managed as part of Council’s annual budget

process and publicly reported in compliance with the Act and this Policy.

Councillors should put in place processes for documenting their claimable expenses. They

should also seek their own financial and taxation advice.

The Councillor Support Policy (Policy) supports, and is incorporated by reference in, the

Councillor Code of Conduct (Code). This Policy applies to a Councillor of Council. For the

purposes of this Policy, the term ‘Councillors’ includes the Mayor, the Deputy Mayor and all

other Councillors of Council.

This policy should be read in conjunction with the current version of the Conduct During

Election Period Policy.

The general principles underpinning the Policy are:

1. Councillor support expenses are those bona fide costs necessarily incurred by

Councillors

(out-of-pocket) or on behalf of Councillors, in conducting their official

Council

duties.

2. ‘Official Council duties’ are defined as a Councillor attending:



Ordinary and Special Council Meetings or Committees of Council



Formal briefing sessions and planning forums



Civic or ceremonial functions convened by the Council or presided over by the

Mayor



Meetings scheduled by the Council or the Mayor



A meeting, function or other official role as a representative of the Council or Mayor,

including meetings with residents and constituents



Meetings of advisory or external committees, community groups, organisations and

statutory authorities to which the Councillor has been appointed the Council

delegate/representative



Conferences, study tours/official visits (domestic and overseas), seminars and

training sessions as a Councillor where attendance has been approved by Council or

in accordance with this Policy. This includes travel to and from air, rail or other

transport when embarking on interstate or international Council business.

3. The services and facilities provided are for use while conducting Council related

business.

4. When claiming out-of-pocket expenses, tax receipts or supporting documentation must

be provided to support claims.

5. Any costs incurred by a Councillor which are not covered specifically within the Policy

will not be met, unless the Councillor has received prior authorisation from the Council

or, by delegation, from the Chief Executive Officer.

6. Remuneration or fees offered to Councillors for participation in external activities in the

capacity of Councillor should be paid to Council. This includes fees for presentations

delivered at conferences and seminars. It also includes fees for positions on external

boards, committees and organisations received by virtue of direct appointment by

resolution of Council – excepting MAV, VLGA, and the Metro Waste Board. In

circumstances where fees are offered for positions gained through a separate election

or selection process conducted by an external organisation, a Councillor may retain the

fees.

As part of Council’s commitment to open and transparent activities and in accordance with

the Act and the Public Transparency Policy, details of support expenses incurred by the

Mayor and Councillors are subject to regular reporting.

Councillor expenses are reconciled and reported to Council’s Audit and Risk Committee on a

bi-annual basis and are made public via Council’s website.

Councillors will be provided with bi-annual reports on expenses that they have claimed

which have been accepted by Council as directly attributable to their role as Councillor.

Councillors will generally be provided 3-5 days to review a report and seek clarification

from Council where required, prior to the issuing of the Council Meeting agenda.

Councillors shall be given an opportunity to reimburse Council for any expenditure incurred

on non-Council related business. Where a Councillor chooses to reimburse Council,

reimbursement should occur by the end of the month of which the expense was incurred.

Councillor expenses will be presented to a Council Meeting on a bi-annual basis, and

published on the Council website for the term of the Council. Expenses incurred as part of

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interstate and international travel on behalf of Council will be recorded in the travel

register.

Section 39 of the Act provides for payment of annual allowances to the Mayor and

Councillors, in accordance with a Determination of the Victorian Independent

Remuneration Tribunal under the Victorian Independent Remuneration Tribunal and

Improving Parliamentary Standards Act 2019 (section 23(a)); a Council must review and

set the allowance amount within the category range within six (6) months of a general

election.

Councillors will also be paid an amount equivalent to the superannuation guarantee, as

published by the Minister for Local Government. In accordance with section 39 (5) of the

Act, the Mayor and Councillors may elect to:

(a) receive the entire allowance to which they are entitled; or

(b) receive a specified part of the allowance to which they are entitled; or

(c) receive no allowance.

Council must review and set the allowance amount for the Mayor and Councillors, in

accordance with the Act. Allowances are taxable income. Any personal taxation

implications are the responsibility of the Councillor.

Councillors have the opportunity to participate in professional development opportunities

that will increase their skills and knowledge relevant to their duties of office, and improve

their effective community representation and advocacy, especially in relation to their

Portfolio responsibilities.

Professional development may include conferences, courses, and training - generally a one

off, occasional or short-term nature, and supported by a program, course material or

invitation by organisers.

Council is required to make available for public inspection all details of overseas or

interstate travel undertaken in an official capacity by Councillors (with the exception of

interstate travel by land for less than 3 days), including name, dates, destination, purpose

and total cost (including accommodation) to Council of the travel.

Councillors will be supported in their role through the provision of a comprehensive

induction program arranged by the Chief Executive Officer. Section 32 of the Act requires

a Councillor to complete induction training within 6 months after the day the Councillor

takes the oath or affirmation of office.

Councillors can seek assistance from the Chief Executive Officer or delegate to analyse

their particular requirements and identify appropriate professional development to meet

their needs. The CEO/ Director will provide a response to the initial request within 14

business days, which may include a meeting to discuss individual needs.

Councillors may attend professional development opportunities that:



Relate directly to the duties and responsibilities of the Councillor



Relate to a Councillor’s portfolio responsibilities



Are organised by a Local Government peak body/association - MAV, VLGA, ALGA,

ALGWA, etc.



Are a governance and leadership course approved by the Chief Executive Officer,

such as the Australian Institute

of Company Directors (AICD) course



All Councillors must undertake mid-term refresher training on Governance,

L

eadership and Integrity as approved by the Chief Executive Officer or in

accord

ance with the Act or Regulations



Are specific needs-based training approved by the Chief Executive Officer, including

media,

chairing, public speaking and social media use; and



have ‘demonstrable benefit’ for the City of Brimbank:

2.1.2.1 Definition of Demonstrable Benefit

(a) Clearly apparent benefit to the City of Brimbank and its community

(b) Relates directly to the role of Council or a Councillor of Brimbank (under the

Local Government Act

)

(c) Clear link to achieving Council’s key commitments under the current Council

Pla

n

(d) Contributes to the development and skills of a Councillor, to perform their

duties and responsibilities

(e) Relevant to Portfolio/Advisory Committee responsibilities and supports the

role of a

Portfolio Councillor/ Representative in developi

ng their knowledge

a

nd advocating for Portfolio issues

(f) Unlikely to create the impression an attempt is being made to compromise

the impartiality of the Councillor in relation to their decision-makin

g

(including planning applications, tenders, policy positions, community fund,

budget

process etc.)

2.1.2.2 Courses Nearing End of Council Term

Any professional development courses undertaken by a Councillor should provide a

demonstrable benefit to the Brimbank community. To reflect this commitment, all

courses must be completed at least three months prior to the commencement of

the election period for a general municipal election. For higher investment courses

(more than $5,000), such as AICD, to ensure benefit to the community, Councillors

will only be able to undertake these courses in the first three years of the Council

term.

: If, before you became a Councillor, you read about this expense/attendance 

by a Councillor, would you think it was reasonable?

8 

Council will pay the following expenses for Councillor attendance at professional

development opportunities:



Registration



All meals for the duration of the Conference/Course within reasonable limits



Payment for the conference dinner.



Accommodation that is booked through Councillor Support team from the day prior

to com

mencement of the conference/course and ending on the day where o

fficial

sessions conclude,

where the conference/course is held outside of

metropolitan

Melbourne.



Wi-Fi costs



Transportation to and from the conference/course that is related to the duties of

office will be booked by Councillor Support. Transportation during

the

conference/course rel

ated to the duties of office may be booked by

Councillor

Support or

reimbursed to the Councillor upon completi

on of a claim form with

receipts attached. As

appropriate, transport arranged will be by:

‐

Aircraft – Economy Class (unless travel by business class is resolved by

Council prior to travel)

‐

Taxi

‐

Private/Council vehicle (including car parking)

‐

Train/bus – economy class

‐

Hire car – up to standard 6 cylinder.



Return transport will be covered, including if a Councillor stays for additional days at

their

own cost.

Council will not pay the following

expenses for Councillor attendance at professional

development opportunities:



Any additional accommodation costs incurred as a result of the attendance of

partners, children or

other guests.



Any additional meal costs incurred as a result of the attendance of partners,

children or

other guests.



Charges for alcohol not consumed during a conference/course dinner where the

ticket covers that cost.



Minibar (excepting bottled water) and room phone charges will not be covered.

Conferences and seminars are organised by local government related organisations,

professional bodies and private sector providers on issues and events which impact on the

role of Councillors and the City of Brimbank in general.

Requests for attendance at interstate or international conferences and events must be

made in line with the interstate and international travel approval processes outlined in

section 4.

2.1.4.1 Accompanying partners/guests

A partner or guest may accompany a Councillor to conferences, and conference-related

events and functions. Events and functions will generally involve luncheons and

evening activities and be of a nature where other attendees will be accompanied by

partners. In situations where a Councillor wishes to invite one guest to a function or

event, the cost and arrangements will covered by Council and reported as a Councillor

expense (within the Councillor’s personal development budget). Additional guests to a

function or event, costs and arrangements will be paid by the Councillor (as a personal

cost).

If a partner, spouse, companion or children wishes to accompany a Councillor in a

private capacity, such accommodation is able to be booked through Councillor Support.

Any additional costs incurred by the person accompanying the Councillor in a private

capacity, including meals or additional accommodation, will not be funded by Council.

It is the responsibility of the Councillor to reimburse all private or personal costs to

Council, within three months of the cost being invoiced. Failure to reimburse Council

within this period will be considered a breach of the Code and will be reported in

accordance with the Act.

2.1.4.2 Presenter at a conference

Councillors may receive invitations to speak at a conference in their capacity as a

Councillor. In some cases, conference organisers may waive or cover registration fees

for participation. This would be considered a gift or hospitality benefit, and appropriate

reporting in line with this Policy and the Councillor Gifts, Benefits and Hospitality Policy

will be required. The invitation to speak can only be accepted if it is in relation to

primacy of the Mayor, then Deputy Mayor, and then Portfolio Councillor.

Councillors will participate in Council planning and development sessions and workshops

organised through the Chief Executive Officer. The costs of these sessions, and any

associated accommodation, meals, and travel, will be paid for by Council.

The Council strongly supports the enhancement of skills required by Councillors to assist in

carrying out their role. This includes participating in a range of one-off or short-term training

courses, seminars and activities in a variety of areas of professional and personal

development. These may be provided internally or by professional bodies, private

organisations and educational institutions.

Councillors wishing to undertake any training courses offered outside Victoria need to seek

travel approval in accordance with requirements set out in section 4.

Professional or personal development needs which require or involve on-going, longer-term

support, guidance or mentoring should first be discussed with the Chief Executive Officer or

delegate who will assist Councillors in line with an agreed framework and process, including

in accordance with 2.1.2.2. The Chief Executive Officer will inform all Councillors of

implemented arrangements. Reporting will be in line with this Policy and the Public

Transparency Policy

Council will reimburse Councillors or directly pay membership and subscription fees to

bodies and organisations whose activities are relevant to the role of Councillors. In seeking

10 

membership or subscription, the Councillor will identify the link to Council business and how

membership will assist in development or fulfilment of their role. Appropriateness will be

determined by the CEO or delegate.



A Councillor will discuss their desire to attend any interstate or overseas professional

development with the Mayor and Chief Executive Officer, prior to any arrangements being

made.

All overseas travel by a Councillor will require approval by resolution of Council at a

meeting open to the public.

The total maximum annual expenditure for attendance at professional development

opportunities, directly related to the Councillor role, is $7,000 (plus GST) per annum for

Councillor, and $12,000 (plus GST) per annum for Mayor. Subject to budget funding,

Councillors may exceed this annual limit to participate in the Australian Institute of

Company Directors Course and other professional development opportunities if they are

considered appropriate and received approval by the CEO. This expenditure includes

registration, accommodation, and related travel and incidental expenses.

All registration, travel and accommodation arrangements and payment of costs will be

organised by Councillor Support. Councillors will provide Councillor Support with a

reconciliation (including receipts) of all expenditure incurred within 10 business days of

return, for the statutory registers to be updated.

Within two weeks of return from any interstate or overseas professional development

opportunity, the Councillor will provide a written delegate’s report for inclusion at the next

practicable Ordinary Council Meeting.

Councillors undertaking higher investment courses such as AICD, will be required to sit the

accreditation.

A Councillor who does not complete the accreditation will be required to refund the

Council, unless exceptional circumstances exist as assessed by the Chief Executive Officer.

Training organised for all Councillors as part of the induction program or in-house

development program, will not be required to be reported as part of expense reports.

All other professional development opportunities costs will be publically reported, in

accordance with this Policy.

Attendance at local events and functions is a key part of a Councillor’s representative role.

Councillors will carefully consider if their attendance at an event or function truly relates to

the duties of office, and whether community resources should be used to pay for their

attendance.

Councillors are required to declare and avoid Conflicts of Interest and Misuse of Position in

accordance with the Act, Governance Rules and the Councillor Code of Conduct.

Councillors will avoid conflicts of interest (or perceptions of) that may arise as a result of

their attendance at events and functions, including the applicable gifts threshold.

Hospitality is a gift where a Councillor attends an event or function:



From free tickets the Councillor received and they have no official duties to perform.



With free membership.



Where the hospitality is generous.



Examples of hospitality that is not reasonable include:

‐

serving of alcohol under any circumstances;

‐

a 'fine dining’' working meal at another organisation’s premises or venue

booked or hired by another organisation; or



a free spot at an industry sports day.

Councillors

will act in accordance with the Act, this Policy and the Councillor Gifts, Benefits

and Hospitality Policy.

If invited, Councillors will be supported to attend paid/non-paid events that:



Are Council-organised or Council-sponsored



Are held by councils, groups or organisations in the City of Brimbank or the

Metropolitan Region and have a ‘demonstrable benefit’ to the lo

cal community, as

def

ined at section 2.1.2.1



Melbourne-based events hosted by key community partners/stakeholder

organisations, departments or agencies, where an official invitation is received and

the Councillor has been invited in an official capa

city and attendance has been

approved b

y resolution of Council or the Chief Executive Officer.



Are not conflicting with any Council policies or resolutions, for example, gambling,

an

d attendance can reasonably be seen to support the achievem

ent of Council‘s

objectives.



Are a ticketed event for Councillors invited by written invitation to attend local

fundraiser/charitable events, where eve

nt benefits the City of Brimbank dire

ctly.



The cost of a Councillor’s partner or guest will be covered by Council. The ticket

may constitute an applicable gi

ft under The Act for the Councillor if accepted

free of

charge.

The

Chief Executive Officer, in consultation with the Mayor, will determine appropriate

events for Council to purchase ‘a table’, if invited to do so. In principle, a table should be

purchased only if 50 per cent or more of Councillors are able to attend.

All event registration/ticket and payment for Councillors will be organised by Councillor

Support. Council will only cover the cost of the ticket price, and any incidental expenses

relating to transport, car parking or family care will be claimed as per section 10.2

Reimbursement.

Each Councillor will be provided with a web page on Council’s website – containing their

official headshot photo, contact details, ward map, representation on committees, and

ward meeting details. These will be discontinued or amended to include only minor details

during an election period.

Support will be provided to Councillors to participate in Councillor engagement in

accordance with the Community Engagement Policy. Councillors may undertake their own

community engagement activities at their own expense or seek the approval of the Chief

Executive Officer.

Councillors and members of delegated committees are entitled, under section 40 of the Act,

to reimbursement of bona fide expenses reasonably incurred in the performance of their

duties.

The following support is provided to assist Councillors and members of delegated

committees with local travel costs when conducting Council business. Councillors and

members of delegated committees are encouraged to consider the most environmentally

friendly modes of transport and should take into account the circumstances of a particular

situation including weather, time of day and distance.

Where possible, all travel should be by most direct route, and carpooling is encouraged

(where it is safe to do so) and where more than one Councillor attends the same event or

meeting

On and off-street car parking fees may be reimbursed and claims should be accompanied

by details stating the nature of Council business and date and time of activity.

Councillors shall have access to a Council supplied Myki card, via request to Councillor

Support team, to enable travel on trains, trams, buses and light rail journeys within and

outside the municipality. Any personal use will need to be reimbursed to Council.

Councillors can submit a claim for specific trips undertaken on Council business. Details

stating the nature of Council business and date and time of activity to be provided to

Councillor Support for maintaining in a register and for expense reporting purposes.

Cab-charge Cards issued to Councillors may be used for taxi services for Council business.

Cab-charge Cards are to be used by the cardholder only and must not be provided to any

other individual for use, or used for personal business.

Councillors should retain which will assist in the verification of nature of Council business,

date, time and cost of transactions. To assist the process, transaction statements will be

issued to Councillors. Councillors who incur taxis costs without use of a Cab-charge card

can make a claim for reimbursement.

Councillors and members of delegated committees are able use Uber – or an equivalent

registered service - for travel in relation to Councillor duties. Costs will be reimbursed and

claims should be accompanied by a tax receipt and claim form stating the nature of

Council business and date and time of activity.

Details of all services detailed above are to be provided to Councillor Support for

reimbursement and expense and reporting purposes.

Councillors wishing to use a car share scheme will be responsible for managing the

booking and logistics. Council will not be able to pay or reimburse annual subscription or

registration fees for car share schemes. Councillors will be reimbursed for use of car share

schemes where the expense was incurred undertaking Council business.

Councillors will comply with all parking restrictions and Road Rules, and will be personally

liable for any damage, or infringement penalties received.

Councillors and members of delegated committees are able to claim costs relating to use

of a private vehicle based on the following allowance rates may be claimed in accordance

with the rates as determined by the Australian Taxation Office.

A record of private vehicle use must be maintained by the Councillor and shall contain

details of Council business, date, destination and number of kilometres and any tolls.

Councillors and members of delegated committees will comply with all parking restrictions

and road rules, and will be personally liable for any infringement penalties incurred.

Councillors will also be required to have current registration and minimum third party

insurance in place. Separate reimbursement for insurance is not able to be claimed, as it is

covered in the allowance rates above.

Councillors and members of delegated committees may incur tolls including those

associated with the use of

while conducting Council business. Councillors may

seek reimbursement of costs associated with tolls, including the use of day passes or those

transactions incurred as part of existing personal e-tag accounts.

Council supplied e-tags will be provided for the Council fleet vehicle issued to the Mayor.



When travelling on Council business in outer metropolitan Melbourne and regional Victoria,

Councillors may require accommodation. Councillors can stay in reasonable

accommodation appropriate to the area travelled to and the nature of the visit.

Bookings for accommodation should be made through Councillor Support team. Prior to

making the booking, the authorisation of the Chief Executive Officer or delegate must be

obtained. All reasonable sustenance and incidental costs associated with outer

metropolitan Melbourne and regional Victoria travel will be met by Council. If travel

includes attendance by a partner, spouse, companion or children, Council will only cover

expenses in accordance with Section 2 of this Policy.

As part of their duties, the Mayor, Deputy Mayor and Councillors may be required to

undertake interstate and international travel on behalf of Council. Representation of Council

at national/international levels can be an important part of developing, communicating and

implementing Council policy and includes:



Travel to investigate issues, projects or activities of relevance to actions contained

in the Council Plan and other policies and programs including those relating to

portfolio responsibilities.



Attendance at conferences, workshops and forums as either a presenter or a

delegate on topics relating to Council’s policies, aims and projects or on areas of

professional development for Councillors.

Where a request is initiated by Councillor and approved by the Chief Executive Officer for

travel that includes attendance by a Councillors partner, spouse, companion or children

scheduling will be processed in conjunction with the Councillors bookings for each

additional attendee by the Councillor Support team. A Council tax invoice will be raised to

the Councillor for the full cost incurred excluding any expense for Councillor duties, with

payment required by Councillor in full within three month of the invoice date by Council.

Additional expenses will be paid in accordance with Section 2 of this Policy. Failure to

reimburse Council within this period will be considered a breach of the Code and will be

reported in accordance with the Act.

4.2.1.1 Proposal to travel by Mayor, Deputy Mayor and Councillors

All proposals relating to international travel by the Mayor, Deputy Mayor and

Councillors requires the approval by resolution of Council. Such proposals should be

presented in a report by the relevant Director or Manager, including identification of

how the proposal will underpin or support Council’s Council Plan actions, key

strategies or Portfolio responsibilities, and the costs of the proposal.

Interstate travel does not require approval by Council. Financial thresholds and

requirements as per section 2.1.4 apply. A Councillor must report interstate and

international travel to Council in accordance with this Policy, including a

conference/post travel report, and a briefing to Councillor colleagues.

4.2.1.2 Leveraging opportunities – additional stakeholder meetings

If a Councillor wishes to include additional meetings relating to their Councillor

duties on either side of a conference or professional development opportunity, they

must request this in writing to the Mayor and Chief Executive Officer. If determined

to be appropriate, the meeting/s will be organised by the relevant Director.

Approval to represent Council will be required regardless of whether an expense is

incurred.

4.2.1.3 Undertaking Council business while on private travel

If the Mayor, Deputy Mayor or Councillor proposes to officially represent the Council

while on private interstate or overseas travel, authorisation should be sought in line

with approval processes and requirements outlined above in 4.2.1.2. Approval to

represent Council is required regardless of whether or not expenses will be incurred.

4.2.1.4 Partner/companion travel

The cost of a partner, spouse, companion or children accompanying a Councillor on

a business trip is the financial responsibility of the Councillor for payment (as a

personal cost). If a partner, spouse, companion or children wishes to accompany a

Councillor in a private capacity, such travel is able to be booked through Councillor

Support. Any costs incurred by the person accompanying the Councillor in a private

16 

capacity will not be funded by Council. It is the responsibility of the Councillor to

reimburse all private or personal costs to Council, within three months of the cost

being invoiced. Failure to reimburse Council within this period will be considered a

breach of the Code.

4.2.1.5 Non-Council funded travel

Offers of sponsored travel from international organisations, foreign governments,

educational institutions and industry bodies can be considered provided that:

‐

The offer of travel is not made in exchange for, nor with an expectation of,

the granting of favourable treatment

‐

The acceptance of the offer does not give rise to an actual or perceived

conflict of interest

Care must be taken to ensure that there is no conflict of interest in such situa

tions

with Councillors being seen to use the status of their office to advance the interests

of other organisations or interest groups.

Overseas or interstate visits in relation to invitations from inter-governmental,

official agencies, governments or private organisations (where all or part of the

costs are to be met by the Council) are subject to this policy.

Councillors should seek advice from Council officers before accepting any sponsored

travel.

Travel at the expense of other parties should be in accordance with the standards of

the sponsoring organisation. Supporting documentation should be provided

confirming both external funding arrangements and appropriate authorisation by the

host city or organisation for such travel by Councillors.

Councillors undertaking private travel arrangements in conjunction with Council

approved and funded travel, must ensure that all costs incurred with private travel

are clearly delineated from Council funded travel arrangements.

Travel and accommodation arrangements will generally not be made in anticipation of

approval. However, it is recognised that in some circumstances, tentative arrangements

may need to be made to secure the most cost effective airfare and accommodation

options.

All travel and accommodation reservations apart from private travel and non-council

funded travel, should be booked through Councillor Support. To permit the option for

bookings to be scheduled by Councillor Support team for travel by a partner, spouse,

companion or children; Councillors must confirm arrangements for travel and

accommodation with the Councillor Support team at the same time as requesting their

own arrangements.

The Councillor will be responsible for all costs incurred for travel of additional parties,

including insurances and where applicable any cancellation fees.

When travelling, Councillors will need to maintain accurate documentation relating to

expenses incurred.

4.2.3.1 Insurance

Councillors are covered by Workcover under the Workplace Injury Rehabilitation and

Compensation Act 2013, both in Australia and overseas. Councillors are also

covered by Council’s Personal Accident and Corporate Travel Insurance policy. This

covers Councillors whilst engaged in any activity connected with or on behalf of the

Council. Non-business related travel and non-business related items are not covered

by this policy. Any non-business related travel including travel by a Councillor and

travel by a partner, spouse, companion or children will require consideration by

Councillor to seek independent travel insurance.

4.2.3.2 Passport and visas

Councillors travelling overseas on Council-related business are responsible for

ensuring that they have a current passport and obtain any required visas. Costs can

be reimbursed by the Council.

A Councillor will be responsible for ensuring that any additional travel by a partner,

spouse, companion or children, have a current passport and obtain any required

visas. No reimbursement by Council will be available for additional parties.



When using mobile devices while on international travel, Councillors should avoid

excessive communication costs and are encouraged to use internet services provided

through place of accommodation.

Councillors on leave of absence will store their devices securely, or have their ICT devices

appropriately managed by Councillor Support, including an out of office message and

disabling of data roaming, as appropriate. Where a Councillor travels overseas on Council

business, ICT staff will ensure appropriate international roaming on the Council ICT device

before the Councillor leaves.

Councillors must submit any claims for reimbursement within 30 days of return.

Councillors will be required to complete a Claim form via the Councillor Portal, with claims

supported by accounts and other receipts.

The exchange rate to be applied by Councillors when making claims and reconciling

expenses shall be the rate identified by a banking institution or credit card company as

being the closing rate on the day of departure for travel, or on the day of transaction,

where a credit card is used.

All travel and associated expenses will be reported in accordance with the Act, this Policy

and the Public Transparency Policy.

Section 42 of the Act, ensures that the Mayor and Councillors have the tools, services and

facilities necessary to undertake their roles.

18 

Communication equipment and services shall be provided to assist Councillors in the

conduct of Council business.

Councillors will be provided with an iPhone, an iPad and a laptop, in accordance with

Council’s ICT procurement contracts. The devices will be Wi-Fi, Bluetooth and mobile data

enabled. In car phone kits will be provided if requested. Councillors can be provided with

portable printers, on request.

Councillors will be provided with a maximum 6GB data plan for Council business, and

unlimited storage plans.

A multifunctional device (to scan, print, email, copy) will be provided in the Councillor

offices, to facilitate communication relating to the Councillor’s duties.

Councillors will not have access to delete any Council standard applications provided on

the iPhone and iPad.

5.1.1.1 Broken and faulty devices

For the safety and protection of these Council assets, cases will be provided for

assets. If an asset is taken out of its case, it is the responsibility of a Councillor to

replace it with another case.

Councillors will present a broken or faulty device to Councillor Support for repair or

replacement. Broken items will only be replaced once per year per Councillor, and

reported in accordance with this Policy and the Public Transparency Policy.

A Councillor must report a stolen device to the Victoria Police and to Councillor

Support as soon as possible. Stolen devices will be replaced on receipt of a police

report.

Every 12 months devices are recalled by the Councillor Support team to be tagged

and tested to ensure the device meets required standards. Any product not found to

meet the requirements will be repaired or replaced as required.

Councillors will act in accordance with Brimbank City Council’s Mobile Phone Policy,

Acceptable Use of ICT Resources Policy, Mobile Computing Device Policy, Internet & Email

Security Policy, and the Information Security Policy.

5.1.2.1 Non-Council related use

Council phones and mobile data enabled devices will be provided to support a

Councillor to undertake their duties, however, it is recognised that for practical

reasons, a Councillor may make a reasonable number of non-Council related calls.

They may also make reasonable personal use of mobile devices, including mobile

data.

Each Councillor will be responsible for determining the personal use to be

reimbursed to Council. The Chief Executive Officer may also determine where a

Councillor’s personal phone or data use charges is beyond reasonable limits, and

require reimbursement.

International calls will not be considered reasonable use unless a Councillor is

conducting Council business (such as related to a conference/tour that has been

approved by a resolution of Council). Telephone calls to information/ service

providers which incur a significant per minute charge will normally not be

considered reasonable use. App store purchases will not be covered by Council and

must be reimbursed.

Councillors must not, under any circumstances, use Council provided equipment for

private business purposes, including making telephone calls and using data

(internet/email).

Councillors who take leave from their Councillor duties for 2 weeks or more, are

required to provide devices back to Council for the duration of their leave.

Councillors electing to use their own equipment will be entitled to receive a

reimbursement package to cover the costs of equipment use and consumables

expenses relating to Councillor duties in accordance with this Code.

Itemised bills will be provided to each Councillor on request. Councillors will

reimburse Council in accordance with Section 10 of this policy, on a monthly basis.

Failure to reimburse Council for personal use that is deemed to be beyond

reasonable limits by the Chief Executive Officer will be considered a breach of the

Code and be reported in accordance with the Act.

The issued items remain the property of Council, are recorded in Council’s Asset

Register, and must be returned at the end of the Council term.

Councillors are responsible to ensure that fully charged Council issued devices (iPad,

IPhone and laptop) are brought to all scheduled meetings, along with plugs and

charges as a supply backup.

Administrative support will be provided to the Mayor for work directly related to the duties

of office, acknowledging the responsibilities and greater level of commitments and

expectations placed on the Mayor. All support will be overseen by the Manager

Governance, and undertaken by Councillor Support.

Limited administrative support is available to Councillors for work directly related to their

duties of the office. All support will be overseen by the Manager Governance, and

undertaken by Councillor Support.

The following activities are deemed inappropriate for council staff to engage in at the

request of Councillors:



Undertaking personal errands or tasks unrelated to council work



Management or handling of personal finances or private business matters.



Provision of support for personal social events or parties.



Assistance in any individual political campaigning activities.

20 



Writing of notices of motion, debate notes for Council meetings, etc.

It is

essential that council staff's time and resources are used effectively for the benefit of

the community we serve. Council staff are here to support the functions of the council and

not for personal or political tasks. This policy aims to ensure that the relationship between

Council staff and Councillors remains professional and focused on serving our community.

All information for Councillors, including Council, portfolio and committees agendas and

minutes, request status updates, and invitations, will be available through the Councillor

Portal.

When communicating with constituents, Councillors are encouraged to use electronic

formats. Where postage services are required on Council business related matters,

Councillors shall have access to postal services which will be arranged through Councillor

Support.

Standard stationery will be made available in the Councillor Offices. Stationery will include

paper, writing implements and pads, envelopes and a diary (on request). Councillors will

not modify Council stationery in any way and will only use reasonable supplies for carrying

out their duties of office. The supply of stationery will be organised by Councillor Support.

Councillors will not use any Council stationery for any personal, business, political or

election-related purposes.

A photocopier is provided in the Councillor Offices for a Councillor to undertake small

amounts of photocopying directly related to carrying out their duties of office.

Photocopying on behalf of external groups or organisations is not permitted. Photocopying

is a reportable expense and Councillors will not use for any personal, business, political or

election-related material.

Councillors will be provided with an internally-produced media monitoring record (Media

Watch).

Annually, Councillors will have the option of a subscription to the Age and/or Herald Sun

online newspapers.

Councillors will be provided with subscription copies of key local government industry

publications.

Councillors will be given the opportunity of sending corporate Christmas/Festive Season

cards. These shall be available in electronic format.

Councillors will not use images for any personal, business, political or election-related

material.

On request, Councillors will be given access to the Council image library for carrying out

their duties of office. The images remain the property of Council (copyright) and will only

be used by Councillors for a specified and approved purpose.

At request from Councillor to Councillor Support, Councillors will be able to update their

official Councillor headshot (using a Council-engaged photographer) each year.

Councillors will not use images for any personal, business, political or election-related

material. All image access and use must be approved by the Manager Media and

Communications.

Councillors will be provided with a Councillor name badge (approved Councillor format) for

use while carrying out their duties of office.

Councillors will be provided with a Councillor business card (approved Councillor format)

for use while carrying out their duties of office.

On request, the business card may include a Councillor’s Facebook, LinkedIn or other

social media address (set up and maintained by a Councillor for the purposes of their role),

but not a personal Facebook, LinkedIn or other social media address.

On request, Councillors will be able to access an item/s of uniform or use while carrying

out their duties of office, up to a value of $1,000 (excl. GST) per term, including any

Council branding requirements. The item must include the Brimbank Council logo. All

items will be organised by Councillor Support, in consultation with the Councillor. Uniforms

may not be worn for election related events or activities and if the Office of Councillor is

ceased.

To assist Councillors in meeting the demands and expectations while conducting Council

business, the following internal sustenance arrangements shall be offered to all

Councillors:



Reasonable refreshments served on Council premises during meetings of Council

business. The type

of refreshments shall depend on the nature of the meetin

g,

timing and attendees.



Reasonable meals served during evenings of Committees, Council and other key

meetings.



Provision of light refreshments in the Councillors’ Offices.

Ca

tering for the above will be provided by Council’s contracted catering panel.

Alcohol will not be served or made available, except at official Council functions, as

approved by the Chief Executive Officer. Non-Council business related functions organised

by a Councillor must be paid for by the Councillor.

Where a Council Meeting is held by virtual livestream, a Councillor has an option to order a

meal to their location and submit through the Councillor Portal request for reimbursement

a claim for the cost of the meal to a total value of the reasonable amount for overtime

meal expenses as published by the Australian Taxation Office, with the supply of a tax

receipt.

22 

Due to the special role of the Mayor, a separate office is provided in the Councillors Office,

including a computer and landline, for the Mayor to carry out their duties.

Councillors are provided with a shared office area - the Councillors Office - at Brimbank

Community and Civic Centre, reserved solely for Councillor use. The Councillors Office will

be equipped with three workstations, including landlines and a multifunctional device (to

scan, print, email, and copy), a lounge and dining area, and a separate meeting room. The

shared office area will be suitable for office work, reading, research, and small meetings.

Visitors can only be provided access if accompanied by a Councillor.

Councillors will be provided with a security card allowing 24 hour access to the Councillors

Office. The Mayor will also have access to the Mayor’s office. Parking spaces are available

at the Brimbank Multi deck carpark.

Councillors can book meeting rooms at Council-managed venues, subject to availability,

for meetings where the primary purpose is for the Councillor to carry out their duties. The

Councillor must be in attendance at the meeting. Councillors are required to schedule the

use of any meeting room at Council-managed venue through Councillor Support. Due to

the limited space available, meeting must be scheduled on an individual booking and not

able to be a standing booking. e.g. not available to book for a monthly, school term or

annual booking.

Requests made to Councillors by community, charitable or non-profit organisations for

meeting rooms/venues, should be referred to the appropriate operational area for

assessment against policy and previously determined criteria. This includes requests by

external organisations for single, occasional or on-going access to meeting facilities for the

conduct of that organisation’s business.

As a general operating principle, in circumstances where individual Councillors, in pursuing

an issue or project, believe it is beneficial to arrange a function involving a large number of

people, this should be arranged in consultation with the appropriate operational area. Such

functions should be funded by the relevant area, therefore ensuring attribution of the cost

to the project or issue. Where the cost cannot be attributed to a project or issue and the

matter relates to Council business, the function will require the approval of Council via

resolution.

A Councillor viewing a Council file must do so in the presence of the relevant Director, or

Manager nominated by the Director.

Documents cannot be removed from files or the Council premises (other than copies made

available by the Chief Executive Officer/Director). Councillors will be unable to access

Council’s electronic document management system, however copies of approved

documents may be made electronically available (email or portal) by the Chief Executive

Officer/Director. A Councillor requesting to view a public register must do so through the

statutory process (filling out a form and viewing the register in the presence of a Council

officer).

A Councillor will request information through the Chief Executive Officer or relevant

Director.

If the information is public, it will be circulated to all Councillors. If the information is

confidential or potentially restricted, the Councillor will also provide the purpose they

require the information for. The Chief Executive Officer /Director will contact the Councillor

to discuss the matter, and if the information is able to be viewed/disclosed, will organise

an appropriate response as soon as possible.

Provisions relating to confidentiality and privacy are set out in section 4.8 of the Code.

Councillors may not be able to access information that protected by legislation (including

the Protected Disclosure Act 2012, and Privacy and Data Protection Act 2014), designated

as ‘commercial in confidence’ or is privileged legal advice.

The organisation will provide professional advice and recommendations to Councillors via

Council reports. A forward plan of proposed Council business for the upcoming fortnight

will be maintained and made available to all Councillors on the Councillor Portal (updated

weekly).

The preparation and submission of these reports will generally be based on:



: These reports are necessary to implement actions of the

adopted Council Plan and Budget, as well as related policies and strategies.



: The proposal brings up an issue of significant public interest.



: The proposal introduces an issue of policy or process not covered by

existing policy or practice.



: The proposal is deemed to require community consultation to receive

feedback from affected communities and stakeholders.



: The proposal has caused substantial public objection or is likely to do so.



: The Chief Executive Officer or delegate recommends approval of the proposal,

but such approval would be, or could reasonably appear to be, inconsistent with a previous

decision or decisions.



: Implementation of the proposal would require expenditure of

Council funds not specifically provided for in the budget.



: The Chief Executive Officer or delegate believes that the proposal or

any issue arising from it should be decided by the Council rather than the organisation.



: Any Councillor has expressed a desire to call in the proposal for

Council consideration.



: Appropriate reporting as determined by legislation, policy, plan, and

strategy.

Section 41 (c) and (d) of The Act provides for the reimbursement of child care costs to

Councillors and delegated committee members where the provision of child care is reasonably

24 

required for a Councillor or member of a delegated committee to perform their role. The Act

provides for re-imbursement of child care costs for children 0-15 years old where the

Councillor is a carer in a care relationship as stated in the

, and/or

the

.

Reimbursement of costs will be available for immediate family only, that is, where the

Councillor or domestic partner is the primary care giver.

Council will reimburse the Councillor for carer expenses paid to:



An accredited child care/attendant care provider/nanny or



A person providing care who does not:

‐

have a familial or like relationship with the Councillor, or

‐

reside either permanently or temporarily with the Councillor - except where a

live-in (professional) helper, such as a nanny, is required to work extra time

at extra expense because of the Councillor’s duties, or

‐

have a relationship with the Councillor or their partner such that it would be

inappropriate for Council to reimburse monies paid to the care provider.

Councillors who require carer or support services for other immediate family members

should raise the matter with the Chief Executive Officer, or delegate, who shall advise on

possible arrangements including reimbursement processes.

Requests for reimbursement will be processed on receipt of the following by Councillor

Support:



Councillor Claim Form – including details on the reason care was needed (official

Councillor duties)



Copy of receipt (clearly identifying the registered provider, type of service, date and

time of service, hourly rate and hours of service, provider signature and tota

l

paym

ent re

ceived).



A Statement by a Supplier Form required if the provider does not quote an

Australian Business Number (ABN).

Fees will

be payable per hour or part of an hour (subject to any minimum period which is

part of the provider’s usual terms). Block or full day care options are available if

appropriate to support the Councillor’s duties of officer, with the approval of the Chief

Executive Officer or delegate.

Maximum fees will be determined as rates not exceeding reasonable market rates

available within the municipality.

Delegated committee members will make claims for reimbursement for family care by

supplying relevant details for the request for reimbursement by email to the Councillor

Support team.

The Chief Executive Officer or delegate will assess and approve reasonable support - through

additional facilities and expenses - to allow a Councillor or member of a delegated committee

with a disability to perform their duties of office.

Councillors may be able to access Council’s Employee Assistance Program (EAP)

counselling service – Councillor Support, to assist with their health and wellbeing during

their term of office. Access to this program can be requested through the Chief Executive

Officer or delegate.

As appropriate, Councillors will be loaned protective clothing to meet safety requirements

in carrying out the duties of office (for example, high visibility vests for site visits).

Councillors will return any protective clothing at the completion of the activity/ duty.

At the start of a Mayoral term the Mayor will be supplied with a single pair of steel caped

safety boots to wear as instructed when this PPE is required. This item will be available to

be retained by the Mayor.

This section outlines the legal and insurance protections, and support exemptions, for

Councillors.

Councillors will comply with all relevant laws and regulations and adhere to Council‘s

confidentiality, legal and privacy requirements. Councillors will act in accordance with

legislation, all Council Policies adopted under the Act, the Councillor Code of Conduct,

Council’s ICT policies, and Livestreaming of Council’s Meeting Policy.

A Councillor may seek legal advice at their own expense – including advice relating to

conflicts of interest – but must not direct Council officers to do so.

Council will not pay for any legal advice organised or commissioned by a Councillor

(including advice that relates to their duties of office or Council matters). Any legal advice

relating to Council matters will be procured through the Chief Executive Officer (or their

delegate), in accordance with the Code of Conduct and the Act.

Council will not bear the costs of legal representation for any party in a dispute resolution

process. For avoidance of doubt, this does not affect the ability of any party to a dispute to

seek their own legal advice. Where a party procures their own legal advice, the cost of the

legal advice will not be paid or reimbursed by Council.

Public Council meetings are an open forum. Occasionally some things that are said may be

regarded as defamatory.

26 

Defamation occurs when statements are made and published about a person, which

causes injury to that person’s reputation by disparaging them, causing others to shun or

avoid them, or subjects them to hatred, ridicule or contempt.

Councillors may have legal protection against defamation under ‘qualified privilege’ when

undertaking their duties of office, however, only when comments are made in good faith

and without malice.

This includes comments made when undertaking the duties of office in a Council Meeting,

to the media, at events, in hard copy or electronic publications.

Third parties may attempt to hold Council liable for defamatory statements made by

Councillors during a Council meeting. This risk is increased if the meeting is recorded and

published online or made available to the public. In that case, Council may be liable for

defamatory statements made by Councillors or members of the public, as it has published

those comments.

In the event a Councillor makes an intentional defamatory comment, Council will not

provide resources to legally defend the Councillor, and the Councillor may face disciplinary

action and/or could be sued in their personal capacity. Council will not provide legal advice

in relation to the liabilities of a Councillor.

Councillors and delegated members of committees are covered under the following Council

insurance policies on a 24 hour basis while undertaking their duties of office, including

attendance at meetings of external bodies as Council’s representative or delegate:



Public Liability



Professional Indemnity



Councillors and Officers Liability



Travel – Council business, including to and from Council meetings.

Council

equipment provided to Councillors is covered for damage or theft under Council’s

insurance policies. Councillors are expected to exercise due care in protecting the

equipment from damage or theft.

Councillors must provide information requested annually for insurance purposes, to ensure

appropriate level of cover. For claims relating to travel, an incident report must be

completed.

Council will not bear the costs of legal representation for any party in an informal or formal

dispute resolution process. For avoidance of doubt, this does not affect the ability of any

party to a dispute to seek their own legal advice. Where a party procures their own legal

advice, the cost of the legal advice will not be paid or reimbursed by Council. Councillors

should note that the nature of arbitral processes and Councillor Conduct Panels are an

informal ones and as such should consider participation without legal representation.

Section 321 of the

relates to the possible imposition of a

surcharge (cost recovery) by the Secretary of the State Department in relation to any

expenditure, deficiency or loss incurred by Council due to the misconduct of a Councillor.

That section provides that the Secretary of the State Department may impose a surcharge

any deficiency or loss has been incurred by the misconduct of a Councillor. In any such

case, the Secretary may by notice in writing require the Councillor to show cause why they

should not be surcharged. If the Councillor or member of the Council staff does not show

cause to the satisfaction of the Secretary, the Secretary may by notice in writing impose

the surcharge.

Councillors and delegated committee members will ensure they follow Occupational Health

and Safety requirements while undertaking their duties of office. A Councillor injured while

carrying out their duties may be entitled to claim workers compensation under the Accident

Compensation Act 1985. Each case will be determined based on individual circumstances.

Councillors must declare their personal interests in corporations, unincorporated

associations, business partnerships, trusts, paid employment, land owned, significant

shareholdings, personal debt, and any other interests that may give rise to a conflict of

interest. The personal interests must be declared through biannual returns, and a summary

of these returns must be published on the council's website for transparency and

accountability purposes. Non-compliance with these requirements can result in penalties.

Seeking assistance from council governance staff, the CEO, legal professionals, or

accountants is recommended when completing personal interest returns.

This section sets out the exclusions to reimbursement of expenditure by Councillors and

delegated committee members.

Any expenditure not specified in this Code of Conduct will be the responsibility of the

Councillor.

A Councillor and delegated committee members will not be able to be reimbursed for any

claims made outside of the timeframes specified. If a Councillor and delegated committee

members does not claim a particular expense within the designated timeframe, this cannot

be claimed as an additional amount for another expense.

Any expenses arising for a Councillor and delegated committee members from a breach of

road, traffic, parking or other regulations or laws, will not be reimbursed or funded by

Council.

Any expenses relating to legal advice or insurance, as set out in Section 8.

Council will not be able to reimburse Councillors for immediate family members/associates

attending conferences, seminars, training, planning sessions, or corporate hospitality or

events, except as provided for in the policy.

Councillors and delegated committee members are ineligible for the Brimbank City Council

employee discount rate for membership to Council’s aquatic centres, as under legislation,

they are not able to receive an employee financial benefit.

This section outlines the timeframes and requirements for reimbursement for, and by,

Councillors and delegated committee members. Councillors and delegated committee

28 

members will only claim reimbursement for reasonable, bona fide out-of-pocket expenses

incurred while performing their duties of office.

Councillors and delegated committee members will submit their claims for reimbursement

on a monthly basis, to ensure equitable public reporting of expenses, and management

within Council’s financial cycle.

All claims for an ending financial year will be finalised and submitted to Councillor Support

by the end of that financial year. Claims submitted outside the financial year they were

incurred, will only be reimbursed with the approval of the Chief Executive Officer (excepting

expenses incurred in the month of June, which must be claimed by the end of July).

Claims by a Councillor for a previous term must be finalised within one month of a

Brimbank City Council election or by-election. After this time, the entitlement of the

Councillor to claim the expense will cease.

Claims by a delegated committee members must be finalised within one month of ceasing

to hold a position within a committee. After this time, the entitlement of the committee

members to claim the expense will cease.

Councillors will act in accordance with this Code of Conduct and any reimbursement

protocol or direction provided by Council to claim reimbursement of expenses.

Councillors are aware their approved support expenses will be reimbursed in accordance

with Council’s financial processes (including fortnightly scheduled payment runs and

electronic funds transfer only).

Councillors are responsible for retaining and submitting all documentation for their

reimbursement claims. Councillors will submit reimbursement claims on a monthly basis.

To maintain transparency and probity, all reimbursements will be paid directly into the

Councillor’s nominated bank account. A remittance of payment will be provided to the

Councillor.

Councillors and delegated committee member will submit all claims for reimbursement

through the Councillor Portal, including providing fully detailed tax receipts for any

expenses incurred in accordance with this Code.

A Councillor claiming for private vehicle use is responsible for keeping a travel log,

including mileage.

A Councillor is only able to reimburse Council, for personal expenses paid for by Council,

for example, telephone calls, by a Councillor making payment via Council’s Customer

Service and providing a copy of the receipt to Councillor Support.

The Chief Executive Officer shall stipulate authorisation levels and designate Council

officers in respect of reimbursement and other expense transaction processes referred to

in the Policy.

Remittance will be provided for Councillor's records.

The Chief Executive Officer or delegate has processes to monitor the quantum of

Councillor expenses and review transaction processes to ensure accurate allocation of

costs.

Reporting will be in accordance with the Act and the Public Transparency Policy. The

following Councillors support expenses will be reported to a Council Meeting and made

available on Council’s website for the current term:



Travel (excluding for professional development)



Vehicle Mileage



Child Care/Family Care



Professional Development – Conferences, Seminars, Training, including associated

costs of tra

nsport, accommodation and meals for professional developm

ent



Information and Communication Technology



Events and Functions

The report will include details of reimbursements, including justification for claims made by

Councillors that were approved by the Chief Executive Officer (or delegate) to be paid

outside the one month limit for claims.

Any reimbursement provided by a Councillor for personal use of Council resources, for

example, phone calls, will be deducted from reported support expenses.

Councillors and members of delegated committees will also have their expenses reported

to the Audit and Risk Committee of Council.

Please note: legal and insurance costs related to conduct matters will be reported

separately to Council.

When making a claim, Councillors and delegated committee member must supply tax

invoices which are tax invoice compliant for Goods and Services Tax purposes.

Councillors should seek their own personal taxation and financial advice.



Councillor Code of Conduct



Councillor Gift, Benefit and Hospitality Policy



Public Transparency Policy



Councillor Gifts Protocol and Declaration of Gift Form



Conduct During Elections Policy



Councillor Portfolio Policy



.

Councillor support and expenses policies and procedures of the Cities of Melbourne,

Dandenong, Maribyrnong, Hobsons Bay, Melton, Wyndham and Moonee Valley.

C

19 April 2016

Adopted as

Major Policy as

part of

Councillor Code

of Conduct

Local

Government

Act 1989

February

2017

D

14 February 2017

Local

Government Act

1989 requirement

October

2017

E

February 2020

Status as Major

Policy New

standalone policy

(incorporated by

reference in the

Code)

June 2020

F

June 2020

Loca

l

Government Act

2020 update

June 2022

G

October 2023

Review

Octo

ber

2025

H

February 2024

Review

February

2026

32 

Section 9(1) of the

(Act) requires Council to give effect to the

overarching governance

principles, in the performance of its role. Section 9(2) of the Act

specifies the governance principles as follows:

a)

Council decisions are to be made and actions taken in accordance with the relevant

law (Compliance with

the law);

b)

Priority is to be given to achieving the best outcomes for the municipal

comm

unity, including future

generations (Achieve best outcomes for the

community);

c)

The economic, social and environmental sustainability of the municipal district,

including m

itigation and

planning for climate change risks, is to be promoted

(Promote the sustainability of the municipality);

d)

The municipal community is to be engaged in strategic planning and strategic

decision m

aking (Engage the

community in strategic planning and decision making);

e)

Innovation and continuous improvement is to be pursued (Strive for

innovation and continuous

improvement);

f)

Collaboration with other Councils and Governments and statutory bodies is to be

sought (

Collaborate with

all other levels of government and government agencies);

g)

The ongoing financial viability of the Council is to be ensured (Secure the ongoing

financial

viability of

Council);

h)

Regional, state and national plans and policies are to be taken into to account in

st

rategic planning and

decision making (Strategic planning and decision making must

take into account plans and policies in

operation at all levels);

i)

The transparency of Council decisions, actions and information is to be ensured

(Council decisions, actions and information must be transparent).

In developing the Councillor Support Policy (the Policy), Council has considered and given

effect to the overarching governance principles, as summarised below:

(a) Compliance with the law All relevant legal requirements have been considered in

developing

the Policy. In particular, and without

limitation, the Policy complies with the requirements in

Part 6 of the Act, the public transparency principles

at section 58 of the Act, and the

.

(b)

Achieve best

out

comes for

the

commun

ity

The Policy ensures transparent and accountable

re

imbursement of expenses while providing support,

resources, and protections for Councillors to effectively

serve the community, promoting positive outcomes for

all.

(c) Promote the

sust

ainability

of the

municipality

The Policy helps ensure the

sustainability of the

municipality by providing Councillors with the necessary

resources and support to effectively carry out their

duties, thereby fostering good governance and decision

making. Additionally, the policy promotes transparency

and accountability through regular reporting of

Councillor expenses, ensuring responsible use of public

funds and maintaining public trust in the municipality's

operations.

(d)

Engage the

commun

ity

in

s

trategic pla

nning

an

d

decision making

In developing the Policy Council undertook a

co

mmunity consultation process, in accordance with

Council’s Community Engagement Policy.

(e) Strive for innovation

an

d

continuous

i

mprovem

ent

Coun

cil will review the Policy on a no less than biennial

basis, and pursue innovation and continuous

improvement during every review.

(f)

C

ollaborate with

all

other levels of

govern

me

nt and

govern

me

nt

agen

cies

In developing the Policy, Council considered the

provided by the by the Local Government Inspectorate

and also reviewed Councillor support and expenses

policies and procedures of the Cities of Melbourne,

Dandenong, Maribyrnong, Hobsons Bay, Melton,

Wyndham and Moonee Valley.

(g)

Secure the ongoing

financial viability of

C

ounc

il

The Policy helps to se

cure the ongoing financial viability

of Council by ensuring that reimbursement claims for

expenses incurred by Councillors and delegated

committee members are submitted within designated

timeframes and comply with the specified

requirements.

(h) Strategic planning and

decision making must

tak

e

into account

pl

ans and

policies in

o

peration at all

levels

The Policy helps strategic planning and decision making

by providing guidelines and resources for Councillors to

carry out their duties effectively and efficiently. It takes

into account plans and policies in operation by aligning

reimbursement processes with Council's financial cycle

and reporting requirements, ensuring transparency and

accountability.

34 

(i)

C

ouncil decisi

ons,

action

s

and

i

nformation must be

transparen

t

The P

olicy helps to ensure that Council decisions,

actions, and information are transparent by providing

guidelines for the reimbursement of expenses incurred

by Councillors and delegated committee members, and

by requiring regular reporting and disclosure of these

expenses to the public. Additionally, the policy outlines

the accountability and reporting processes, including the

monitoring of expenses by the Chief Executive Officer

and the reporting of expenses to the Audit and Risk

Committee, further enhancing transparency in Council

operations.