To outline the rights and responsibilities of Council and Councillors in terms of convening Council meetings, over night accommodation, absence from meetings and to ensure that Councillors are appropriately reimbursed for representing the Council at meetings and functions.

Council is to determine, in May of each year, the dates, times and location of its Ordinary Council meetings in addition to the appointment of members to committees.

All accommodation associated with attendance by Councillors at meetings will be arranged by the Chief Executive Officer and expenses thereof paid by Council.

Councillors are authorised to attend meetings and functions appropriate to their appointments to committees and external organisations and other functions approved by the Council in advance.

Reimbursements of expenses shall be in accordance with any other relevant policy of the Council as determined from time to time.

To ensure that there is a historical photographic record kept of serving Councillors and Senior Management and the Shire.

An official group photograph of Councillors and the executive management will be taken following each ordinary election.

To officially acknowledge of a person’s election/appointment to Council.

Plaques, bearing the crest of the Shire of Ashburton will be presented to Councillors on completion of their term of office, engraved with a record of their service.

In addition to the abovementioned item, a Councillor who has served two terms or more shall receive an additional momento of the district suitably inscribed to indicate Council’s appreciation of the services of the Councillor and the term of office.

The value of presentation items shall be resolved by the Council at its Budget Meeting each year.

The retirement of a Councillor who has also been Shire President shall be considered a special case for special resolution by Council.

This policy prevents any employee, Councillor or contractor from smoking on Council premises and in Council vehicles. It is designed to ensure that those who work for the Council do so in a clean and safe environment.

As an employer, the Shire of Ashburton has a duty under the Occupational Health, Safety and Welfare Act 1984 to provide a safe working environment and to protect the health of all employees from hazards in the work place.

On the basis of a current medical opinion and following a landmark judgement in the Federal Court of Australia, it has now been shown that passive smoking may affect a person’s health. Accordingly, Council prohibits any member of Council, or employee of the Shire of Ashburton from smoking in any enclosed workplace building or vehicle of Council, including all Council and Committee meetings.

All members of Council and employees shall have an individual responsibility of drawing the prohibition on smoking to the attention of any visitor or caller who, it appears, may be in contravention of the Policy.

Council’s commitment to the Policy will be demonstrated publicly by the display of appropriate signs throughout Council’s buildings and facilities. All job advertisements will clearly state that the Shire of Ashburton offers a smoke-free work environment.

For facilities made available for hire, this policy shall be at the discretion of the hirer and a decision to allow smoking by the hirer will be at the hirer’s own risk.

To ensure that there is an ongoing review of, and where necessary, a modification to Council’s policies.

Every two years following the ordinary elections, the policy manual is to be presented to Council for review.

The review shall take place within four months of the ordinary election.

This does not prevent Council from adding, revoking or amending any policy at any given time.

To maintain a pictorial record of the Shire’s history.

The Council’s staff are to take every opportunity to photograph significant events in the life of the Shire for the purpose of maintaining a historical record of the Shire of Ashburton.

This Code of Conduct provides Councillors and staff at the Shire of Ashburton with consistent guidelines for an acceptable standard of professional conduct. The code addresses in a concise manner, the broader issue of ethical responsibility and encourages greater transparency and accountability in the affairs of Council.

The Code is complimentary to the principles adopted in the Local Government Act and regulations which incorporates four fundamental aims to result in:-

. better decision-making by Council;

. greater community participation in the decisions and affairs of Council;

. greater accountability by Council to its communities; and

. more efficient and effective organisation.

The Code provides a guide and a basis of expectations for Councillors and staff. It encourages a commitment to ethical and professional behaviour and outlines principles in which individual and collective responsibilities may be based.

The primary role of the Council is to make decisions for the good government of the residents and ratepayers of the Shire of Ashburton. In undertaking this role the focus of the Council will be the effective translation of the community’s needs and aspirations into an agreed direction and future of the Shire.

The primary role of the Council’s staff is to assist Council to make decisions in the community’s best interest and to foster economic prosperity and enhance the standard of living for people who live in the communities and to do so within the parameters of their position.

The focus of all Council staff will be the effective translation of Council decisions into an efficient, effective and professional service to the community.

The objective of Council’s staff is to ensure that the Shire of Ashburton continues to be a progressive, customer focused organisation, delivering services and providing infrastructure that is responsive and appropriate to the needs of the community.

In fulfilling its various roles and objectives better, Councillors and staff will work towards fostering economic prosperity and enhance the standard of living for people who live and work in our community.

This will be done through the provision and facilitation of a range of relevant services, by positioning the community for diverse future development opportunities, supported by strong alliances with the business, government and community sectors.

Councillors and staff will ensure that there is no actual or perceived conflict of interest or incompatibility between their personal interests and the impartial and independent fulfilment of their professional duties.

Councillors and staff will not use confidential information to gain improper advantage for themselves or for any other person or body, in ways which are inconsistent with their obligation to act impartially, or to improperly cause harm or detriment to any person or organisation.

Councillors and staff will not take advantage of their position to improperly influence Councillors or staff in the performance of their duties or function, in order to gain undue or improper (direct or indirect) advantage.

Councillors and designated employees will strictly adhere to the principles of disclosure of financial interests as contained within the Local Government Act 1995.

Councillors and relevant staff will disclose their interests in a written return at or prior to relevant meetings.

Staff will give effect to, and Councillors will acknowledge, any lawful order and policies of the Council whether or not they agree with or approve of them.

Staff will ensure, and Councillors will support, compliance with proper and reasonable administrative practices and conduct, and professional and responsible management practices.

Councillors and staff are often asked to represent the Council on external organisations. Such positions should only be accepted within time and other constraints which do not adversely reflect on Council’s commitment to that organisation, and in doing so, Councillors and staff should fairly represent the Council’s position to the best of their abilities as it is understood by them at that time.

All aspects of communication by staff and Councillors (including verbal, written or personal) involving Council activities should reflect the status and objectives of Council and should be accurate, polite and professional.

To facilitate the thorough understanding of issues for consideration at Council meetings prior discussion of those issues between Councillors and the appropriate senior officer(s) shall occur prior to the Council meeting.

Individual Councillors should not direct individual employees as to the course of their duties but shall make such requests to the CEO or a Divisional Manager. The Council’s Management is to accommodate all reasonable and lawful requests from Councillors in accordance with this requirement.

Councillors and staff will only claim or accept travelling and sustenance expenses arising out of travel related matters which have a direct bearing on the services, processes or business of the Council in accordance with Council’s policies and any other statutory obligation.

Staff and Councillors whilst at a meeting or representing Council, are expected to comply with neat and responsible dress standards at all times as may be determined from time to time.

An effective Councillor will work as part of the Council team with the Chief Executive Officer and other members of staff. That teamwork will only occur if Councillors and staff have a mutual respect and co-operate with each other to achieve the Council’s corporate goals and implement the Council’s strategies.

To achieve that position Councillors will:

accept that their role is a leadership, not a management or administrative one; and

acknowledge that they have no capacity to individually direct members of staff to carry out particular functions.

Councillors and staff, in working together as a corporate team, will refrain from publicly criticising each other in a way that casts aspersions on the professionalism, competence and creditability of either party.

To ensure consideration is given to all invitations to Council to submit nominations for representation on regional or State-wide committees/organisations, whenever such invitations are received.

The policy also establishes a procedure for dealing with such invitations and for advice to Council.

Whenever an invitation is received for Council to submit a nomination, to be represented at meetings of committees, advisory councils and other organisation which have no direct association with the normal functions of the Council, and the deadline for the submission of nominations does not allow the matter to be considered at a normal Council meeting, the Shire President is authorised to submit nominations as he believes appropriate.

If the nomination is of significance, the Shire President may choose to contact all Councillors by way of a teleconference, to discuss the matter and resolve a nomination. In all cases, when nominations are invited and whether or not a nomination is submitted, Councillors will be advised by way of a notice in the Information Bulletin.

This policy recognises Council’s legal obligations under the Equal Opportunity Act 1994 and ensures that in all its training and employment opportunities, the criteria for providing such opportunities will be based solely on the principle of merit.

The Shire of Ashburton is committed to maintaining and promoting an equal opportunity program whereby the objective is to ensure that none of the grounds that are now recognised as being discriminatory under the Equal Opportunity Act are contravened by Councillors, Management and any employee of, or contractor engaged, by the Shire of Ashburton.

No discrimination shall take place on the basis of:

. Gender

. Marital Status

. Pregnancy

. Race

. Disability

. Age

. Religious conviction

. Political conviction

. Sexual harassment

. Family responsibility or family status

To provide Councillors with the opportunity to attend an advanced elected members course.

Council seeks to assist elected members further their knowledge and skills as a Councillor so that they can better represent their constituents.

To this end, Council will provide in its Municipal Budget, sufficient funds for appropriately experienced Councillors to attend on occasion, the Advanced Elected Members Course in Canberra.

In determining which Councillors shall attend, preference will be given to those Councillors who have completed an introductory Elected Members Training course.

Council requires that any course material, papers etc, that are provided to Councillors as part of the course enrolment fee, becomes the property of the Shire of Ashburton. This material, on return, shall be forwarded to the Chief Executive Officer who shall make it available to any other interested Councillors or members of staff.

This policy is designed to encourage Councillors to liaise with their constituents and to build their profile within the community.

Councillors requiring personalised letterheads or facsimile cover pages may arrange for supplies from the Senior Administration Officer.

Personalised letterheads/facsimile cover pages may be used by Councillors only for the purpose of communicating with constituents on matters of general Council concern.

The letterhead/fascimile cover must NOT be used for promoting the political interests of Councillors or of any State or Federal Political Party or representative.

Neither should the letterhead be used to express opinions or beliefs which are in contradiction to a decision which has been made, or policy adopted, by Council.

Councillors will be individually responsible for the typing of, distributing of and the cost of distributing multiple copies of letters, however, they will be able to access the services of Council’s secretarial service for the typing and distribution of individual correspondence, provided prior arrangements are made with the Senior Administration Officer. However, if this option is exercised, then the Chief Executive Officer will be entitled to peruse such correspondence.

Councillors will be able to utilise Council’s photocopying equipment for the purpose of reproducing multiple copies of corrspondence for distribution provided prior arrangements are made with the Senior Administration Officer.

Council will not be held responsible for the content of correspondence distributed under the hand of an individual Councillor and reserves the right to withdraw the supply of the letterhead from individual Councillors at any time.

The letterhead/facsimile cover page will contain the Shire crest and contact details of the Councillor, in addition to the following disclaimer:

Business cards are also provided for use by Councillors and will in the first instance be available as soon as possible after Councillor duties commence.

Business cards must not be used for promoting the political interests of an individual Councillor nor to contradict a decision or policy adopted by the Council.

It is the responsibility of the Councillor to advise administration as to the requirement for business cards and letterheads/facsimiles.

This policy covers the proper use of Council’s common seal, on what documents it can be applied and under what circumstances. In addition, the policy streamlines the decision making process relating to the affixation of the seal by not requiring such use to be presented to Council on all occasions when the sealing of a document may be necessary.

The Shire President and Chief Executive Officer are authorised to sign and affix the common seal to documents where such action is necessary to protect Council’s interest, to give effect to a Council resolution, or to complete a legal document.

In the absence of the Shire President and Chief Executive Officer, as the case may be, the Deputy Shire President and an Officer so delegated the power by the Chief Executive Officer, are authorised to affix the common seal on their behalf.

Details of all transactions where the common seal has been affixed shall be recorded in a Register, which shall be available for inspection by Councillors upon request to the Chief Executive officer during normal office hours.

To require that the Shire President and relevant Councillors are made aware of petitions forwarded by members of the public.

Unless otherwise requested by the petitioners or determined by the Chief Executive Officer, (ie the petition be sent to all Councillors) upon receipt of a petition, the Chief Executive Officer shall advise the Shire President and Councillors in whose ward the subject matter of the petition relates, of details of the petition received.

This policy outlines the Council’s relationship with the media so as to increase its profile in the community and convey information to the public.

All public statements on behalf of the Council shall be issued by the President or the Chief Executive Officer.

Statements made by Councillors are to be identified as their opinions only and not necessarily the position of Council.

To detail the opening hours for Council offices in Tom Price, Paraburdoo, Onslow and Pannawonica.

All offices of the Shire of Ashburton are to be open to the public on normal working days as follows:

Tom Price Monday to Friday 9.00am to 4.00pm

Paraburdoo Monday to Friday 9.00am to 12.30pm and 1.30pm to 4.00pm

Onslow Monday to Friday 9.00am to 4.00pm

Whilst no office is maintained at Pannawonica, the Library is to provide relevant services. The opening hours are to be:

Monday 1.00pm to 4.00pm and 7.00pm to 9.00pm

Tuesday & Thursday 9.00am to 12.00 midday

Wednesday & Friday 1.30pm to 4.30pm

Councillors, Staff and other authorised persons are required from time to time, to travel away from home and to incur expenses associated with accommodation, meals, refreshments, travel and other incidental expenses whilst conducting business on behalf of the Council.

The objectives of this policy are:

To make clear the Council’s responsibilities to meet accommodation, travel and incidental expenses of Councillors, Staff and other authorised persons whilst on legitimate and approved Council business.

To ensure the funds of the Council are properly used and accounted for by representatives of the Shire when they incur expenses on behalf of the Council whilst on legitimate and approved Council business.

To ensure that representatives of the Shire who are attending to legitimate and approved business on behalf of the Council are not financially disadvantaged as a result of attending to that business.

The Council will pay the cost of accommodation expenses (excluding meals and refreshments – refer below) incurred by a representative of the Council, be they a Councillor, Staff member or other authorised person, where that person requires accommodation away from home to attend to legitimate Council business.

In all cases, except emergency or unforeseen situations, accommodation for the representative is to be arranged by the Council’s management in accordance with guidelines, directions and procedures in existence at the time.

Guidelines directions and procedures may include such things as:

Purchasing procedures

Preferred accommodation providers

Corporate charging arrangements

A daily allowance for a representative of the Council for the purchase of meals and refreshments by the representative shall be determined by the Council from time to time.

Any costs for meals and refreshments which exceed the daily allowance, shall be the responsibility of the representative.

Prior to embarking on any Council business appropriate to this policy, the representative will be paid, in a manner deemed appropriate by the Chief Executive Officer, the daily allowance multiplied by the number of days the representative will be paid by the Council as well.

The allowance determined by the Council for meals and refreshments purposes is $60.00 per person per day.

The Council will pay the costs of travel expenses incurred by representatives of the Council and authorised spouses or partners related to legitimate Council business.

Where travel is required to be booked in advance (eg. Airflights, rental vehicles) this shall in all cases, except emergency or unforeseen situations, be arranged by the Council’s management in accordance with guidelines, directions and procedures in existence at the time.

The Shire President and Staff and their spouses where appropriate, shall be provided with economy class travel when travelling by air to attend to Council business in Western Australia.

The Shire President and Staff and their spouses where appropriate, shall be provided with business class travel when travelling by air to attend to Council business interstate or overseas.

Council will purchase individual annual membership to the Qantas Club for the Shire President, the CEO and Divisional Managers each year together with club membership being made available to the Councillors and staff through the WAMA Council Purchasing Scheme but at the Councillors/Staff members own cost.

Guidelines, directions and procedures may include such things as:

Purchasing procedures

Preferred transportation providers

Corporate charging arrangements

This section of the policy relates to incidental expense which may include:

Taxi fares

Other minor transportation expenses

Dry cleaning expenses

Where incidental expenses are incurred by a representative of their authorised spouse or partner, the following procedure shall apply:

Incidental expenses shall be paid out of the representative’s own pocket

The representative shall obtain a receipt for the incidental expenses from the supplier

Immediately upon the representative’s return to the Shire, they shall make a claim for reimbursement of the incidental expenses to the Chief Executive Officer by producing the receipts

The Chief Executive Officer may make any inquiries he or she feels appropriate to verify the legitimacy of the costs incurred by the representative or his or her spouse or partner

The representative shall comply with all reasonable requests for information made by the Chief Executive Officer

The Chief Executive Officer upon verifying the legitimacy of incidental expenses incurred by the representative or their authorised spouse/partner shall reimburse those expenses on behalf of the Council, to the representative immediately by cash for amounts up to $50.00 or by cheque authorised through the Council’s next meeting for larger amounts.

The Shire president shall be entitled to an entertainment allowance paid by the Council. Entertainment expenses incurred by other Councillors and staff shall be their own responsibility unless approved by the Council or the Chief Executive Officer in advance on each occasion.

Entertainment allowances shall be expended in accordance with the procedure described for the incurring of incidental expenses.

The Shire President shall be permitted to incur expenses as claims against his/her entertainment allowance as they see fit but only up to the annual limit of the allowance.

To make clear the Council’s position with regard to human activity in and around Wittenoom and its adjacent former blue asbestos mine sites.

The policy also acknowledges the intention of the Council to minimise its exposure to future claims for compensation or damages.

The town of Wittenoom and adjacent mine sites based upon latest information (or lack of it to the contrary) represent a hazard to human health due to the considered presence of airborne blue asbestos fibres (crocidolite).

No Council employee shall go onto or pass through Wittenoom town site (defined as comprising the area bounded by Forrest Street, Seventh Avenue, the former King Street to Third Avenue, Burgess Street, Windell Avenue and First Avenue) or go within 1km of the mine sites located within the Wittenoom or Yampire Gorges, on Council business without the express permission of the Chief Executive Officer.

No promotion of Wittenoom or the mine sites by the Council or any person acting on its behalf shall take place. On the contrary, Council advocates the avoidance of these areas.

If for any reason a Council employee has to go to or pass through Wittenoom or the areas of the mine sites then protective clothing and apparatus is required (pursuant to the provisions of national standards for dealing with asbestos) to be provided by the Council and worn by the employee upon entering the site(s). Vehicles taken into these sites shall be hosed down in an appropriate manner as soon as possible after leaving the site(s).

The Council discontinues the provision of any services to the township of Wittenoom.

Any rates which the Council may levy in respect of occupied properties and privately owned vacant land within the Wittenoom township shall be written off.

The Council shall do everything within its power to encourage remaining residents of Wittenoom to relocate to other areas.

To promote the Shire of Ashburton, as an organisation, throughout the local community, state and country.

The Shire of Ashburton will maintain an appropriate quantity of promotional items that can be distributed throughout the community. Those items are Hat Pins, Badges, Stubby Holders and Fridge Magnets which may change from time to time.

Each Councillor, upon commencement of his/her term will be issued with one item of their choice. The spouse of the Shire President will be issued with a pin or badge, free of charge.

Every employee, upon commencement will be given an opportunity to obtain one item of their choice, free of charge.

Councillors and staff will be able to purchase additional items at purchase cost with members of the community being able to purchase items at the following prices:

Stubby Holders: $4.00

Hat Pins: $2.00

Badges: $2.00

Fridge Magnets: $1.50

Councillors and Senior Management will be provided with additional items when attending a conference/seminar to the value of $25.00 of which advice is to be given to the Senior Administration Officer when such items are required.

To provide guidance for Councillors making expense claims and to set out the substantiation requirements to support such claims.

The Local Government Act 1995 allows for certain expenses to be reimbursed

The onus is on the Council member to provide sufficient documentary evidence of the expense to support the claim.

The Local Government Act allows reimbursement of expenses incurred by a Council member in performing a function under the express authority of the Council, and expenses incurred by a Council member in relation to a person who accompanies them while performing a function of the Council, to be reimbursed if Council so decides.

In the case of claiming any of the above, or any claim allowed for in Council Policy C0016, all receipts are to be presented with the claim, and in the case of telephone expenses, a photocopy of the telephone bill, indicating calls made for Council related purposes. For travel claims a diary is to be kept, that indicates the following:

distance travelled (odometer readings at start and finish of journey);

the date in which the travel occurred; and the purpose of the travel.

 

[ Home ] [ Up ]

29 November, 1999

Site Designed bySpinne Developments Australia