Model_Register_of_Allowance_and_Benefits_LGA_2005

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					Model A

CITY OF VALLEY
REGISTER ALLOWANCES AND BENEFITS HYPOTHETICAL (To be read in conjunction with the Model Registers)

The City of Valley is located in a semi urban area, 50km from the city centre of Adelaide. MODEL A Quarter One (20 May – 19 August 2003) Mayor Mark Allan, Councillor John Beebee and Councillor Joanne Carol all registered themselves for the LGA Elected Member Training Seminar which was held in Hahndorf on the 1st of June 2003. As the Mayor and the two Councillors paid for the seminar registration themselves they make a claim for reimbursement from the Council. This claim is consistent with the Council‟s policy under Section 77(1)(b) of the Local Government Act 1999. The Mayor was provided with a Toyota Camry motor vehicle at the commencement of his term in office, this is to assist him in the performance and discharge of his official duties. The Mayor attended the seminar in Hahndorf using his motor vehicle, Councillor John Beebee and Councillor Joanne Carol „car pooled‟ with the Mayor for the trip. Hence, no travel expenses were claimed by Councillor Beebee and Councillor Carol under Section 77(1)(b) for travel outside the Council area to attend the LGA Elected Member Training Seminar. All fuel used in the Toyota Camry is paid for using a fuel card issued in the Mayor‟s name, the bills are addressed to and paid directly by the Council. The Mayor keeps a log book and reimburses the Council for all fuel used for private use of the motor vehicle. The Council has agreed that the Mayor is entitled to use the motor vehicle for private use provided he fully reimburses the Council. The cost of all fuel used by the Mayor in conducting official Council business is recorded in the third column of the Register. Each Council member has been provided with a laptop and printer for use in performing their official functions and duties both at home and at Council and Council Committee meetings. The Council pays the service provider directly for the provisions of Internet facilities on behalf of each council member. These are quantified by the Council administration each quarter and recorded under “Other Benefits” in the third column of the Register. Quarter Two (20 August – 19 November 2003) The Mayor registered and paid for an LGA seminar out of his own pocket, and consequently made a claim for reimbursement from the Council, the registration fee included meal and accommodation as part of the seminar. The Mayor also made a claim for some facsimile costs he incurred, whilst he was in Adelaide for the day, it related to a meeting he had attended with the Minister for State/Local Government Relations. Both of these claims amount to “Reimbursed Expenses” to be recorded in the second column of the Register, both types of expenses have been approved as reimbursed expenses by the Council and are set out in its policy. Those benefits that the Mayor has received and which the Council has paid directly for, on behalf of the Mayor, are his mobile phone bill, Internet usage and fuel costs.

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Councillor Beebee was reimbursed for his telephone usage relating to his official duties and for childcare costs that he incurred whilst attending the Carers Week function at Government House in Adelaide. Usually Councillor Beebee‟s wife cares for the children but was in hospital at the time. Councillor Beebee was also provided with business card and the Council paid for his registration at the LGA seminar, both of these constitute a benefit received by the Councillor and that have been paid for by the Council. Councillor Carol attended a “Handling the Media” Seminar, which was paid for by the Council. Councillor Carol made her own way to the seminar and had a meal during the lunch time break. As the registration fee for the seminar was paid by the Council directly it appears as a benefit received by Councillor Carol in the third column of the Register. Councillor Carol has made a claim for reimbursement for the travel costs and meal expenses incurred by her in attending the seminar. Her claim would need to be substantiated by producing the relevant receipts, the Council would have reimbursed Councillor Carol in accordance with the Council Policy under Section 77(1)(b) of the Act. Quarter Three (20 November 2003 – 19 February 2004) The Mayor attended the ALGA Seminar in Canberra. This was paid for by the Council and constitutes a benefit received by the Mayor, for recording in the third column of the Register. The costs associated with the Mayor‟s mobile phones usage, the provision of a filing cabinet for home and Internet services; were all incurred in the course of conducting Council business. These have been paid for by the Council on behalf of the Mayor, and are „benefits‟ to be recorded in the third column of the Register. Councillor Beebee has had his Internet services for quarter 3 paid for by the Council and was provided with an ink cartridge for his Council provided printer. Both of these constitute a „benefit‟ received by Councillor Beebee and are recorded in the third column of the Register. Councillor Carol made a claim for reimbursement of some telephone expenses incurred in the course of performing her functions and duties, and she claimed these in accordance with the Council‟s policy. This reimbursed expense is recorded in the second column of the Register. The Council has paid on behalf of Councillor Carol those costs for her usage of the Internet services (via her Council provided laptop) as this benefit is paid for by the Council it appears in the third column of the Register. Quarter Four (20 February – 19 May 2004) Having misplaced his mobile phone the Mayor incurred some telephone call costs whilst conducting Council business during part of the fourth quarter. The Mayor claimed reimbursement in the sum of $10. The Mayor also claimed reimbursement for his purchase of an ink cartridge for his Council provided laptop over the weekend, when he had no access to the usual Council supplies. As the Council Policy does not cover the membership subscription to LGMA, specific Council approval was given via resolution 01/04. Each of these reimbursed expenses once they are paid to the Mayor are recorded in the second column of the Register under the heading “Reimbursed Expenses”. Again, the Council has paid, on behalf of the Mayor, his mobile phone costs, for business cards, Internet services and all fuel purchased by the Mayor

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in the course of performing his functions and duties. All these costs paid by the Council directly to the relevant supplier and are recorded in the third column of the Register. Councillor Beebee incurred telephone costs which he sought reimbursement for, likewise he made a claim for those costs incurred in care of his two children while he travelled to and attended a function in accordance with his official duty as the Deputy Mayor at Parliament House in Adelaide. His wife, who normally cares for the children was overseas at the time. All these reimbursed expenses, are recorded in the second column of the Register once they are paid, having been made in accordance with the Council‟s policy. MODEL B: The exact same scenario has been provided for Mayor Allan in Model B and therefore the same applies for each quarter as outlined above for Mayor Allan under Model A.

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Model A

CITY OF VALLEY
REGISTER OF ALLOWANCES & BENEFITS Chapter 5, Part 5 Local Government Act 1999 ___________________________________________________________________________

DEFINITIONS: Council Policy – means the Council‟s “Council Members’ Allowances and Benefits Policy” adopted on as per Council resolution ; DPM – means Deputy Presiding Member, and includes a Deputy Chairperson or a Deputy Mayor; EI - means Email and Internet line and usage costs; F – means Facsimile line and usage costs; MP – means Mobile Phone, handset and or call costs; MV – means Motor Vehicle and fuel costs; PM – means Presiding Member, and includes a Chairperson or a Mayor; T – means Telephone line and all costs. All amounts quoted in the attached example Register are rounded off to the nearest dollar and are GST inclusive/exclusive [select which is applicable].

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Model A

Quarter 1 (20 May – 19 August 2003) 1. 2. Reimbursed Expenses: via the Council Policy or specifically Allowance approved (cross reference to Council resolution) – Section 77(1)(b) Paid Telecommunications Seminars/ Child/Dependant Travel and Quarterly Conferences Care Misc. Section 76 Mayor $2,500 T ($20) LGA Nil Travel Mark Allan (Resolution Elected Adelaide (PM) TR 06/03) F ($7) Member (22/5/03) Training ($50) Seminar (1/6/03) ($100) Councillor $1,500 Nil LGA Nil Nil John (Resolution Elected Beebee TR 06/03) Member (DPM) Training Seminar (1/6/03) ($100) Councillor $1,500 Nil LGA Nil Nil Joanne (Resolution Elected Carol TR 06/03) Member Training Seminar (1/6/03) ($100)

3. Other Benefits paid or payable and Other Benefits provided (including Facilities & Support)

    

Use of MP $50 per month plan (total of $150 per quarter) (actual cost $100) Toyota Camry MV ($220). EI ($15) Laptop & printer (Email and Internet facilities) ($100) Laptop & printer (Email and Internet facilities) ($40)



Laptop & printer (Email and Internet facilities) ($50)

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Quarter 2 (20 August – 19 November 2003) 1. 2. Reimbursed Expenses via the Council Policy or specifically Allowance approved (cross reference to Council resolution) – Section 77(1)(b) Paid Telecommunications Seminars/ Child/Dependant Travel Quarterly Conferences Care and Misc. Section 76 Mayor $2,500 F ($20) LGA Seminar Nil Nil Mark (Resolution Registration, Allan TR 06/03) meals and (PM) accommodation (1/9/03) ($250) Councillor $1,500 T ($10) Nil $80 (4/9/03) Travel John (Resolution (1/9/03) Beebee TR 06/03) ($30) (DPM)

3. Other Benefits paid or payable & Other Benefits provided (including Facilities & Support)

   

MP ($76) EI ($50) MV ($400) Executive Car travel to Government House in Adelaide for “Carers Week” as Deputy Presiding Member (4/9/03) ($80) Stationary: Business Cards ($80) LGA Seminar Registration, travel, meal and accommodation (1/9/03) ($250) “Handling the Media” Seminar Registration (20/8/03) ($50) Stationary: Business Cards ($80)

  Councillor Joanne Carol $1,500 Nil (Resolution TR 06/03) Nil Nil Travel  and meal from  Council area to Adelaide City (20/8/03) $170

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Quarter 3 (20 November 2003 – 19 February 2004) 1. 2. Reimbursed Expenses via the Council Policy or specifically Allowance approved (cross reference to Council resolution) – Section 77(1)(b) Paid Telecommunications Seminars/ Child/Dependant Travel Quarterly Conferences Care and Misc. Section 76 Mayor $2,500 F ($20) Nil Nil Mark Allan (Resolution (PM) TR 06/03)

3. Other Benefits paid or payable & Other Benefits provided (including Facilities & Support)

       

Councillor John Beebee (DPM) Councillor Joanne Carol

$1,500 (Resolution TR 06/03) $1,500 (Resolution TR 06/03)

Nil

Nil

Nil

MP ($76) Filing Cabinet ($250) EI ($80) MV ($170) ALGA Seminar Registration travel, meals and accommodation (Canberra) (25/11/03) ($2,500) EI ($55) Stationary: Ink Cartridge ($50)

T ($30)

Nil

Nil

EI ($50)

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Quarter 4 (20 February – 19 May 2004) 1. 2. Reimbursed Expenses via the Council Policy or specifically 3. Other Benefits paid or payable & Other Benefits provided (including Facilities & Allowance approved (cross reference to Council resolution) – Section 77(1)(b) Paid Support) Telecommunications Seminars/ Child/Dep Travel and Misc. Quarterly Conferences endant Section 76 Care Mayor $2,500 T ($10) Nil Nil Stationary Ink  MP ($59) Mark Allan (Resolution Cartridge ($55).  Stationary: Business Cards ($80) (PM) TR 06/03) Two-year  EI ($60) subscription to  MV ($250) membership for the LGMA. (Resolution 01/04) ($150) Councillor $1,500 T ($13) Nil $50 Travel Expenses:  EI ($50) John (Resolution (23/2/04) SA Parliament Beebee TR 06/03) Official Function (DPM) (23/2/04) ($49) Councillor $1,500 Nil Nil Nil Travel Expenses:  F ($7) Joanne (Resolution 1) Regional  Stationary: Ink Cartridge ($50) Carol TR 06/03) Development  EI ($50) Board Meeting (23/3/04) ($25) 2) Cat and Dog Management Board Function (22/2/04) ($42)

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Councillors Name Quarter 1 Mayor Mark Allan A $2,500 RE $177 OB $435 Quarter 2 A $2,500 RE $270 OB $526 A $1,500 RE $120 OB $410 A $1,500 RE $170 OB $130

Summary Totals (20 May 2003 – 19 May 2004) Quarter 3 A $2,500 RE $20 OB $3,076 A $1,500 RE $NIL OB $105 A $1,500 RE $30 OB $50 Quarter 4 A $2,500 RE $215 OB $449 A $1,500 RE $112 OB $50 A $1,500 RE $67 OB $107 TOTAL $15,168

Councillor Beebee

John A $1,500 RE $100 OB $40 Joanne A $1,500 RE $100 OB $50

$6,937

Councillor Carol

$6,704

A = Allowance RE = Reimbursed Expenses OB = Other Benefits

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Model B

CITY OF VALLEY
REGISTER OF ALLOWANCES & BENEFITS Chapter 5, Part 5 Local Government Act 1999 ___________________________________________________________________________

DEFINITIONS: Council Policy – means the Council‟s “Council Members’ Allowances and Benefits Policy” adopted on as per Council resolution ; DPM – means Deputy Presiding Member, and includes a Deputy Chairperson or a Deputy Mayor; EI - means Email and Internet line and usage costs; F – means Facsimile line and usage costs; MP – means Mobile Phone, handset and/or call costs; MV – means Motor Vehicle and fuel costs. PM – means Presiding Member, and includes a Chairperson or a Mayor; T – means Telephone line and all costs. All amounts quoted in the attached example Register are rounded off to the nearest dollar and are GST inclusive/exclusive [select which is applicable].

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Model B

Name: Mayor Mark Allan (Presiding Member) Quarter 1 (20 May 2003 - 19 August 2003) Allowance Reimbursed Expenses: via the Council Policy or specifically Paid approved(cross reference to Council resolution)– Section 77(1)(b) Quarterly Telecommunications Seminars/ Child Care Travel and Section 76 Conferences Misc. $2,500 T ($20) LGA Elected Nil Travel (Resolution F ($7) Member Adelaide TR06/03) Training (22/5/03) Seminar ($50) (1/6/03)($100)

Other Benefits paid or payable and Other Benefits provided (including Facilities & Support)

   

Use of MP: $50 per month plan (total of up to $150 per quarter) (actual cost $100) Toyota Camry MV ($220) Facsimile charges ($15) Laptop & printer (Email and Internet facilities) ($100)

Quarter 2 (20 August 2003 – 19 November 2003) Allowance Reimbursed Expenses via the Council Benefits, Support and Other Benefits paid or payable & Other Benefits Paid Facilities Policy or specifically approved (cross reference to provided (including Facilities & Support) Quarterly Council resolution) – Section 77(1)(b) Section 76 Telecommunications Seminars/ Child Care Travel and Conferences Misc. $2,500 $20 (F) LGA Seminar Nil Nil  Use of MP ($76) (Resolution Registration,  EI ($50) TR06/03) travel, meal  MV ($400) and accommodation (1/9/03) ($250)

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Model B Quarter 3 (20 November 2003 – 19 February 2004) Allowance Reimbursed Expenses via the Council Policy or specifically Paid approved (cross reference to Council resolution) – Section Quarterly 77(1)(b) Section 76 Telecommunications Seminars/ Child Care Travel and Conferences Misc. $2,500 F ($20) Nil Nil Nil (Resolution TR06/03) Other Benefits paid or payable & Other Benefits provided (including Facilities & Support)

    

MP ($76) Filing Cabinet ($250) EI ($80) MV ($170) ALGA Seminar Registration, travel, meals and accommodation (Canberra) (25/11/2003) ($2500)

Quarter 4 (20 February 2004 – 19 May 2004) Allowance Reimbursed Expenses via the Council Policy or specifically Paid approved (cross reference to Council resolution) – Section Quarterly 77(1)(b) Section 76 Telecommunications Seminars/ Child Care Travel and Conferences Misc. $2,500 T ($10) Nil Nil Stationary Ink (Resolution Cartridge ($55) TR06/03) Two-year subscription to “Mayor Monthly”. (MK01/04) ($150)

Other Benefits paid or payable & Other Benefits provided (including Facilities & Support)

   

MP ($59) Stationary: Business Cards ($80) EI ($60) MV ($250)

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Model B

Name: Mayor Mark Allan (Presiding Member) – (20 May 2003 to 19 May 2004) TOTAL ALLOWANCE: $10,000 TOTAL REIMBURSEMENT & BENEFITS $5,168 Quarter 1 A $2,500 RE $177 OB $435 Quarter 2 A $2,500 RE $270 OB $526 Quarter 3 A $2,500 RE $20 OB $3,076 Quarter 4 A $2,500 RE $215 OB $449

A = Allowance RE = Reimbursed Expenses OB = Other Benefits

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