Supplementary Agenda of Finance and Governance Committee Meeting

Item No. 11

Supplementary Agenda (Open Portion)

Finance and Governance Committee Meeting

Page 4

11/9/2018

REPORT TITLE: Aldermanic Professional Development - Revised Policy

REPORT PROVIDED BY: General Manager

1. Report Purpose and Community Benefit

1.1. The purpose of this report is to present a draft revised policy for Aldermanic professional development for consideration by the Committee and endorsement by the Council.

1.2. As a community service organisation, it is in the Council’s interest to have a clearly understood framework in place which addresses the provision of professional development for its elected representatives.

2. Report Summary

2.1. The Finance and Governance Committee considered a report in relation to Aldermanic Professional Development, at its meeting held on 17 July 2018.

2.2. The Committee subsequently deferred the matter pending the presentation of a draft professional development policy.

2.3. A draft policy and supporting guidelines appear as Attachment A to this report.

2.4. In addition to the draft new policy, a copy of the existing elements of the current policy is provided as Attachment B, showing deletions and amendments in tracked-changes.

2.5. Also attached for the information of the Committee is the paper prepared by the NSW Division of Local Government titled Councillor Induction and Professional Development: A Guide for Councils. Attachment C.

3. Recommendation

That:

1. The Council adopt the revised policy provisions and supporting guidelines relating to the delivery of training and development activities for Aldermen of the City of Hobart, as shown in the document marked as attachment A to this report titled “Aldermanic Training and Development - Revised Policy Provisions and Guidelines”.

2. The Council’s policy titled “Aldermanic Development and Support” be varied, by the inclusion of the revised policy provisions.

4. Background

4.1. The current policy in relation to Aldermanic Development and Support was most recently considered and endorsed by the Council at its meeting held on 24 July 2017.

4.2. Professional development for Aldermen was first introduced as a specific training and development activity within the policy, by resolution of the Council on 14 July 2014.

4.3. Since that time there have been various policy amendments; however, there remains an ongoing degree of concern about its appropriateness.

4.4. Amendments to the Local Government (General) Regulations 2015 which were introduced earlier this year, require Aldermen to declare that they will engage in ongoing professional development as part of their Declaration of Office, upon election to the Council.

4.5. In considering professional development requirements and outcomes in the local government context, it is important to ensure that activities relate to the role of elected members and the Council as a whole.

4.6. Section 28 (2) of The Local Government Act 1993 (the Act) provides that The councillors of a council collectively have the following functions:

(a) to develop and monitor the implementation of strategic plans and budgets;

(b) to determine and monitor the application of policies, plans and programs for –

(i) the efficient and effective provision of services and facilities; and

(ii) the efficient and effective management of assets; and

(iii) the fair and equitable treatment of employees of the council;

(c) to facilitate and encourage the planning and development of the municipal area in the best interests of the community;

(d) to appoint and monitor the performance of the general manager;

(e) to determine and review the council's resource allocation and expenditure activities;

(f) to monitor the manner in which services are provided by the council.

4.6.1. In terms of individual councillors, the Act includes the following functions:

(a) to represent the community;

(b) to act in the best interests of the community;

(c) to facilitate communication by the council with the community;

(d) to participate in the activities of the council;

(e) to undertake duties and responsibilities as authorised by the council.

4.7. As decision and policy makers, Aldermen are not expected, or required to hold specialist technical knowledge regarding Council activities.

4.7.1. Section 65 of the Act, supports the role of Aldermen and the Council in undertaking their roles by requiring the General Manager to ensure that matters placed before the Council for consideration are accompanied by relevant qualified advice, as necessary.

4.8. Section 27 of the Act assigns responsibility for the performance of Aldermen to the Lord Mayor.

4.9. In developing a policy, it is necessary to adopt a common understanding of the term “professional development” as it relates to the Aldermen of the City.

4.10. There was support at the last Finance and Governance meeting for the following definition:

As a guiding principle, the primary function of aldermanic professional development activities should be to improve the operations and capacity of the Council, with a residual professional benefit to the individual Alderman from undertaking the training and development.

4.11. The structured identification of professional development requirements provides the opportunity for Aldermen to assess their ongoing needs throughout their term of office, as required by the Oath of Office.

5. Proposal and Implementation

5.1. Professional development is categorised as education, specialised training or other learning activities, which improves the knowledge, competence and effectiveness of the participant and may be provided through avenues including:

Ø formal study;

Ø workshops, briefings, seminars and business forums;

Ø peer programs;

Ø local government sector activities; and

Ø conferences.

5.2. The draft policy has been prepared around this understanding and includes the following key elements:

5.2.1. A definition of professional development and its purpose, as outlined in clause 4.10 above;

5.2.2. The introduction of an annual elective professional development planning process, facilitated by the Lord Mayor;

5.2.3. Limitation of professional development activities to within Australia;

5.2.4. Reporting on all professional development activities on a bi-monthly basis; and

5.2.5. The addition of guidelines, to support the implementation of the policy.

5.3. The scope of professional development activities include Aldermanic:

· Induction;

· ongoing in-house City of Hobart training and awareness activities; and

· elective professional development activities, as identified and approved by the Lord Mayor.

5.4. Existing Aldermanic activities that aren’t categorised as professional development include Aldermanic:

· representation of the city at a conference as a speaker, presenter or to accept an award;

· participation in study and inspection tours; and

· international relationships;

all of which are approved by the Council.

5.5. In terms of the mechanics of the process, it is proposed that the Lord Mayor facilitate an annual professional development planning process with individual Aldermen, after the post-election induction which follows each election.

5.6. In determining individual requirements for professional development, the Lord Mayor would consider the available budget, equity of expenditure and distribution of activities, and any other issues considered relevant at the time.

5.7. With the assistance of the General Manager, the Lord Mayor would then formulate an annual professional development plan which would be presented to the Council for noting purposes.

5.8. With the Lord Mayor’s approval, “out-of-session” applications may be considered. Where this results in variations to the annual plan, these would also be noted by the Council.

5.9. The guidelines attached to the policy provide the framework for the Lord Mayor to assist the implementation of the annual planning process.

5.10. The proposed changes to the policy provisions are summarised in the following table for information.

Training and development activities listing within the existing Aldermanic Development and Support policy	Training and development activities listing within the new draft policy & Guidelines
Induction	No change - retained as a separate activity
Conference attendance:	Changes as follows: 1. Where Aldermen are approved to attend as part of their elective professional development plan, Lord Mayor approves. 2. Where Council may approve an Alderman as speaker at a conference, cost attributed to the individual as “representing the Council as conference speaker”.
Local Government Sector development activities	Changes as follows: 1. Elements may be delivered as part of the Aldermanic induction program. 2. Outside this attendance is treated as elective professional development.
Study and Inspection Tours	No change.
Local workshops and seminars	Changes as follows: 1. Elements may be delivered as part of the induction program. 2. Outside this, attendance is treated as elective professional development.
International Relationships	No change
Topical issues	Changes as follows: 1. May form part of Council’s ongoing in-house training and awareness activities. 2. Outside this attendance is treated as elective professional development.

5.11. In terms of the current provisions for Aldermanic professional development, the key differences include discontinuation of international travel and individual professional development allocations, the adoption of a facilitated annual planning process, noting of the annual professional development plan by the Council, and a reshaping of the activities contained in the current policy provisions into the following categories:

· Professional development;

· Representing the Council at a conference as speaker, presenter or collector of an award;

· Study and inspection tours; and

· International relationships.

6. Strategic Planning and Policy Considerations

6.1. The proposal meets the strategic objective and City of Hobart mission; to ensure good governance of our capital city.

7. Financial Implications

7.1. Funding Source and Impact on Current Year Operating Result

7.1.1. The approved budget for 2018/19 for Aldermanic training and development activities, which include conference representation, study tours and international relationships is $106,000.

8. Legal, Risk and Legislative Considerations

8.1. There is no legal or risk consideration.

9. Community and Stakeholder Engagement

9.1. The Chairman of the Risk and Audit Panel has been consulted.

10. Delegation

10.1. The Council is responsible for varying and adopting Council policies.

As signatory to this report, I certify that, pursuant to Section 55(1) of the Local Government Act 1993, I hold no interest, as referred to in Section 49 of the Local Government Act 1993, in matters contained in this report.

Nick heath

N.D Heath

General Manager

Date: 7 September 2018

File Reference: F18/83035

Attachment a: New Policy and Guidelines ⇩

Attachment b: Existing Policy With Marked Up Revisions Reflecting New Policy ⇩

Attachment c: NSW Councillor Induction and Professional Development Guide ⇩

Item No. 11

Supplementary Agenda (Open Portion)

Finance and Governance Committee Meeting - 11/9/2018

Page 11

ATTACHMENT a

City of Hobart

New Policy Provisions

Title: Aldermanic Development and Support

Category: Corporate Governance

Date Last Adopted:

C ALDERMANIC PROFESSIONAL DEVELOPMENT

In order to meet the obligations of their Oath of Office, taken upon election, Aldermen are to engage in ongoing professional development in order to maintain and improve their skills and effectiveness and to stay in touch with issues relevant to the City.

Continuing professional development for Aldermen is an investment which enhances the effectiveness of the City’s performance in achieving its goals. Well trained and informed elected representatives are best placed to represent their community.

It is important that activities relate to the role of elected members and the Council as a whole, as defined within the Local Government Act 1993,.

In considering professional development requirements, it should be noted that, as decision and policy makers, Aldermen are not expected, or required to hold specialist technical knowledge regarding Council activities, as the provision of qualified advice is the responsibility of the General Manager, in accordance with Section 65 of the Local Government Act 1993.

The primary function of aldermanic professional development activities is to improve the operations and capacity of the Council; with a residual professional benefit to the individual Alderman from undertaking the training and development.

This policy provides the framework for the delivery and management of Aldermanic participation in professional development activities which are provided by the City via the following framework:

· Post-election induction program;

· Ongoing in-house training and awareness activities; and

· Elective professional development activities.

The total cost of funding for Aldermanic activities, as described within this policy, will be attributed to the annual operating budget as approved by the Council.

Any expenditure in excess of the annual budget must be approved by the Council.

1. Post-Election Induction Program

Following their election Aldermen will be supported in their roles through access to a comprehensive induction program which will be offered as soon as possible after the induction of a new Council, and normally occur during the first months of office.

An effective induction program provides the opportunity for Aldermen to become familiar with the structure of the organisation and how it interacts with its community and assists the newly elected Council build effective working relationships.

Induction programs are normally delivered in-house by the City, local government related entities such as the Local Government Association of Tasmania, Local Government Office; or subject matter specialists such as the Integrity Commission.

Topics include, but are not limited to the following issues:

(i) Organisational structure and operations; including the structure and cycle of Council business delivery, meeting procedures and the role of Chairmen;

(ii) Roles and responsibilities of the Lord Mayor, Deputy Lord Mayor and Aldermen of the Council, including Code of Conduct, conflict of interest, ethical decision making and building effective working relationships;

(iii) The Council’s role as the planning authority;

(iv) Community engagement;

(v) Strategic business planning including annual plans, policy development, delegations, strategic plan, financial management plans, budgetary framework and asset management;

(vi) Briefings on specific issues affecting the City of Hobart at the time.

2 Ongoing In-house City of Hobart Training & Awareness Activities

The legislative provisions of the Local Government Act 1993 provide the formal framework for the presentation and discussion of the business of Council, via an approved schedule of meetings.

In addition to the formal legislative structure which governs the flow of Council business through meetings of the Council and its appointed committees, there is a need for Aldermen to be aware of a wide range of issues relating to their roles as elected representatives of the City.

Matters may include legislative updates, City specific projects and inter-government matters, as well as refresher training and awareness on issues including WH&S responsibilities, ethical decision making and Code of Conduct.

Information on such matters will be presented to Aldermen as the need arises, using the most appropriate forums, including training sessions, briefings, presentations and workshops.

3 Other Elective Professional Development Activities

In keeping with the Aldermanic Oath of Office, ongoing professional development will involve participation by Aldermen in training and development activities to improve their knowledge, competence and effectiveness.

Activities may be provided through a number of avenues which suit individual needs, including:

Ø formal study;

Ø workshops; briefings, seminars and business forums;

Ø peer programs;

Ø local government sector activities; and

Ø conferences.

All professional development activities must be conducted within Australia.

It is the responsibility of the Lord Mayor to oversee the performance of the Aldermen in accordance with section 27 of the Local Government Act 1993.

Accordingly the Lord Mayor* will approve an annual professional development plan for the Council, having discussed individual needs with Aldermen, in accordance with the policy guidelines.

*In all instances involving elective professional development planning for the Lord Mayor, the Deputy Lord Mayor will act in lieu of the Lord Mayor.

In support of individual planning, Aldermen may access a training needs facilitator should they so wish, in accordance with the policy guidelines.

In determining individual requirements for professional development, the Lord Mayor will be mindful of the available budget; equity of expenditure and distribution of activities; and any other issues considered to be relevant at the time.

The Lord Mayor will inform the Council of the annual professional development plan, for noting purposes only, together with any approved variations as they occur.

Aldermen will be required to report to the Council on their professional development training and development activities, in accordance with the policy.

The total cost of Aldermanic participation in professional development activities will be attributed to individual Aldermen under this specific category and will appear on the City of Hobart’s website.

D REPRESENTING COUNCIL AS A CONFERENCE SPEAKER

The Council may resolve to send an Alderman as a representative of the City to a conference, in the capacity of speaker, presenter, or to accept an award.

Aldermen who may represent the Council as a conference speaker or presenter will be required to provide a report to the Council on their conference attendance, in accordance with the policy.

The total cost of Aldermanic participation in activities under the as a conference speaker will be attributed to individual Aldermen under this specific category and will appear on the City of Hobart’s website.

E REPRESENTATION OF THE COUNCIL IN LOCAL GOVERNMENT AND RELATED BUSINESS ACTIVITIES

As the City’s civic leader, the Lord Mayor, is a member of a range of local government bodies, including the Local Government Association of Tasmania, the Southern Tasmanian Council’s Association and the Council of Capital Cities Lord Mayor’s.

The Lord Mayor also participates on various working parties and special committees representing local government activities.

Participation in these activities are not subject to Council approval as they form part of the operational activities of the Council.

The Lord Mayor may, due to unavailability, request an Alderman to represent the Lord Mayor by participating in such activities.

The cost of the Lord Mayor’s participation in local government activities, as the representative of the City will be recorded in the operating budget for the Office of the Lord Mayor, as will be the case for any Alderman who represents the Lord Mayor, at the Lord Mayor’s request.

F STUDY AND INSPECTION TOURS

The Council may resolve to send one or more Aldermen participating in a study or inspection tour to examine a particular program or activity operating outside of the City, in order to assess its application or suitability for the City of Hobart.

In considering participation in study tours, the Council will be provided with details of all costs associated with attendance, including resourcing and any other associated costs.

The total cost of Aldermanic participation in study and inspection tours will be attributed to individual Aldermen under this specific category and will appear on the City of Hobart’s website.

G INTERNATIONAL RELATIONSHIPS

An Alderman may participate in two international relationship delegations, (or more, if deemed appropriate by the Council), in a four year term of office, as part of an official Council approved delegation.

As part of any such visit, where appropriate, the Council may advise community representatives, business, State Government and other relevant stakeholders, in order to ascertain their interest in participating in the visit as part of the Council delegation.

In addition to Council delegations, the Council may also approve participation in appropriate delegations conducted by the State Government or other relevant agencies.

The following criteria applies to travel on international delegations:

(a) The objectives of individual visits should be clearly defined.

(b) Visits will be timed to coincide with or support:

(i) Significant events in the life of the City acknowledged by the Council as a City of significance or with which the Council has a formal relationship;

(ii) Trade missions and delegations;

(iii) Major cultural events; or

(iv) Strategic opportunities to build on and reinforce relationships.

In relation to international cities relationships, where the Council may send a delegation to a Sister City or international destination of significance, as resolved by the Council; with the exception of the Lord Mayor’s partner, Aldermen’s partners shall meet their own costs of travel and accommodation (excluding ordinary travel insurance costs).

Where an Alderman represents the Lord Mayor on an international delegation, the policy provisions which relate to funding by the Council of travel for the Lord Mayor and their partner, also apply to the representing Alderman.

The total cost of Aldermanic participation in international relationship delegations will be attributed to individual Aldermen under this specific category and will appear on the City of Hobart’s website.

H GENERAL PROVISIONS

1. Where an Alderman undertaking travel on City of Hobart business, may seek to add a personal travel component, this can only occur where the Alderman can demonstrate that there is no financial or material detriment to the City.

2. Where Aldermen are required to provide reports in respect to activities undertaken under this policy, the report is to include the name, location and date of the activity, together with a summary of the outcomes, including any matters which may be considered relevant to the City of Hobart. An electronic template will be made available for this purpose. Reports will be submitted to the relevant Council committee.

3. Upon return from any activity approved under the Aldermanic Development and Support Policy, Aldermen are to provide a reconciliation of all expenditure incurred in attending the activity, within 30 days.

4. All additional costs associated with a partner accompanying an Alderman undertaking any activity covered under the Aldermanic Development and Support policy are the responsibility of the individual Alderman and are to be met personally by the Alderman.

5. Where Aldermen fly within Australia, the following arrangements apply:

(a) Where a destination may be reached by a single flight, less than two hours in duration, travel will be economy class.

(b) Where flight duration is in excess of two hours or where a destination can only be reached by more than one flight, and the combined duration of each flight required to reach the destination is in excess of two hours, Aldermen may elect to travel business class or premium economy (or the closest available equivalent).

(c) Where an Alderman may be required to visit multiple destinations in one day, and the cumulative duration of flights is in excess of two hours, clause (b) above would also apply.

(d) The General Manager may determine the travel mode and class in other unforeseen circumstances, in consultation with the Lord Mayor or Deputy Lord Mayor.

6. In respect to overseas travel, Aldermen may elect to fly business class (or the available equivalent).

7. A daily incidentals travel allowance of $40 shall be provided to Aldermen who travel away from the City in all circumstances of legitimate Council business, as covered under this policy. This allowance is not subject to any acquittal or reconciliation process.

8. The Council’s administration will make and pay for all arrangements for Aldermanic travel.

City of Hobart

Guidelines to the Aldermanic Development and Support Policy

The following guidelines support the implementation and delivery of the Aldermanic Development and Support Policy.

ANNUAL ELECTIVE PROFESSIONAL DEVELOPMENT – PLANNING:

(i) In accordance with the role of the Lord Mayor to oversee the performance of the Aldermen, the Lord Mayor will facilitate annual elective professional development planning for individual Aldermen, with administrative support from the General Manager.

(ii) In order to assist the Lord Mayor with the preparation and approval of individual plans, the General Manager will inform the Lord Mayor of the total annual budget which is available for expenditure.

(iii) The Lord Mayor will contact individual Aldermen to discuss their requirements and formulate a professional development plan.

(iv) To assist this process, a checklist of training and development activities which would support professional development for Aldermen of the City of Hobart will be provided to each Alderman.

(v) Where an Alderman may elect to seek the input of a training needs facilitator to assist with the identification of their particular needs, the General Manager will provide access to a suitable practitioner. Where there may be a cost for this service, it will be attributed to the cost of professional development for the Alderman concerned.

(vi) The annual planning process will not preclude an Alderman approaching the Lord Mayor to discuss “out of session” professional development activities; or variations to professional development plans, which the Lord Mayor may consider, taking account of the policy provisions.

(vii) Aldermen are to submit a bi-monthly report in respect to professional development activity undertaken within the preceding two month period to the relevant Council committee. For the purposes of this process, the monthly periods are defined as calendar months.

(viii) Further to clause (vii) above, where professional development involves formal education or a training activity which is conducted over a set period of time and/or involves some form of examination, assessment and/or accreditation, the finalisation date of the activity will be deemed as either the last date on which the activity occurred; or the date of receipt of notification of the evaluation or examination result, whichever is the latter.

Item No. 11

Supplementary Agenda (Open Portion)

Finance and Governance Committee Meeting - 11/9/2018

Page 19

ATTACHMENT b

C. Aldermanic Professional Development~~TRAINING AND DEVELOPMENT~~

It is important that activities relate to the role of elected members and the Council as a whole, as defined within the Local Government Act 1993.

This policy provides the framework for the delivery and management of Aldermanic participation in professional development activities which are provided by the City via the following framework:

· post election induction program,

· ongoing in-house training and awareness activities, and

· other elective professional development activities.

The total cost of funding for Aldermanic activities, as described within this policy, will be attributed to the annual operating budget as approved by the Council.

Any expenditure in excess of the annual budget must be approved by the Council.

The City of Hobart is committed to achieving best practice governance by supporting its Aldermen in the development and enhancement of knowledge and skills necessary to support the performance of their roles and functions as elected representatives of the City of Hobart.

~~In supporting this commitment, this policy provides the framework for the delivery and management of Aldermanic participation in training and development activities, categorised as follows:~~

~~Induction;~~

~~Conference attendance;~~

~~Local government sector development activities;~~

~~Professional development;~~

~~Study and inspection tours, and~~

~~Local workshops and seminars.~~

1. Post Election Induction

Topics include, but are not limited to the following issues:

(i) Organisational structure and operations; including the structure and cycle of Council business delivery, meeting procedures and the role of Chairmen;

(iii) The Council’s role as the planning authority;

(iv) Community engagement;

(v) Strategic business planning including annual plans, policy development, delegations, strategic plan, financial management plans, budgetary framework and asset management;

(vi) Briefings on specific issues affecting the City of Hobart at the time.

~~Following election, Aldermen shall be supported in their roles through access to a comprehensive induction program to be offered as soon as possible after joining the Council.~~

~~Induction programs may be delivered on a group or individual basis, as required, and will cover topics including, but not limited to the following:~~

~~Legislative and statutory requirements of the role of Aldermen;~~

~~(ii) Roles and responsibilities of Aldermen of the City of Hobart including the provisions of the Aldermen’s Handbook;~~

~~(iii) Aldermanic Code of Conduct;~~

~~(iv) Organisational structure and operational matters;~~

~~(v) The Council’s role as the planning authority;~~

~~(vi) Community engagement;~~

(vii) Strategic business planning including annual plans, policy development, legislative and statutory provisions, delegations, strategic plan, financial management plans, budgetary framework and asset management;

~~(viii) Briefings on specific issues affecting the City of Hobart at the time; and~~

~~(ix) Team building.~~

2 Ongoing In-house City of Hobart Training & Awareness Activities

The legislative provisions of the Local Government Act 1993 provide the formal framework for the presentation and discussion of the business of Council, via an approved schedule of meetings.

In addition to the formal legislative structure which governs the flow of Council business through meetings of the Council and its appointed commitees, there is a need for Aldermen to be aware of a wide range of issues relating to their roles as elected representatives of the City.

Information on such matters will be presented to Aldermen as the need arises, using the most appropriate forums, including training sessions, briefings, presentations and workshops.

3 Other Elective Professional Development Activities

Activities may be provided through a number of avenues which suit individual needs, including:

Ø formal study;

Ø workshops; briefings, seminars and business forums;

Ø peer programs;

Ø local government sector activities; and

Ø conferences.

All professional development activities must be conducted within Australia.

It is the responsibility of the Lord Mayor to oversee the performance of the Aldermen in accordance with section 27 of the Local Government Act 1993.

Accordingly the Lord Mayor will approve an annual professional development plan for the Council, having discussed individual needs with Aldermen, in accordance with the policy guidelines.

In support of individual planning, Aldermen may access a training needs facilitator should they so wish, in accordance with the policy guidelines.

The Lord Mayor will inform the Council of the annual professional development plan, for noting purposes only, together with any approved variations as they occur.

Aldermen will be required to report to the Council on their professional development training and development activities, in accordance with the policy.

D2. REPRESENTING COUNCIL AS A CONFERENCE SPEAKER~~ATTENDANCE~~

The Council may resolve to send an Alderman as a representative of the City to a conference, in the capacity of speaker, presenter, or to accept an award.

Aldermen who may represent the Council as a conference speaker or presenter will be required to provide a report to the Council on their conference attendance, in accordance with the policy.

Representation of the City either as a presenter or delegate at conferences which focus on issues of relevance to Hobart’s strategic objectives provides valuable opportunities for attendees to learn of the latest trends, developments and thinking by professionals and leaders within their particular field.

~~Additionally, conferences provide networking and information sharing opportunities across the organisations represented.~~

Whilst the attendance of Aldermen at such conferences provides benefit to the individual, this is considered as secondary to the value to the organisation derived from having the Council represented and receiving a report on conference outcomes from an attending Alderman.

~~The Council may approve the attendance of Aldermen at relevant conferences as representatives of the City, in the capacity as a delegate or conference presenter, subject to budget availability.~~

~~Particular conferences where Council representation may be considered appropriate may be brought to the notice of the Council by the General Manager or an individual Alderman.~~

When such conferences are listed on the relevant committee agenda for consideration of representation, the relevance of the conference to the City’s strategic objectives is to be addressed as part of the process.

~~3. Local Government Sector Development Activities~~

Aldermanic participation in local government sector activities is considered relevant and appropriate in order to benchmark activities against industry standards, maintain knowledge and relativity within the sector and to network and build relationships and capacity within the industry.

~~Aldermen may attend conferences, seminars, meetings or training events arranged by sector stakeholders such as:~~

~~(i) Local government peak bodies (eg. LGAT, Think South, MAV,~~ ~~ALGA, ALGWA);~~

~~(ii) State, Federal or Local Government authorities;~~

~~(iii) Australian Institute of Company Directors; and~~

~~(iv) The City of Hobart.~~

~~Except where clause 6 of this policy is applicable, Aldermanic attendance at these activities is to be approved by the Council.~~

The Lord Mayor, as the city’s civic leader is by virtue of that role a member of the Council of Capital Cities Lord Mayor’s. The Lord Mayor also participates on various working parties and special committees operating within the auspices of local government activities. In recognition of the Lord Mayor’s specific role as the City’s spokesperson and representative, the Lord Mayor’s participation in such activities will not be subject to Council approval.

~~4. Professional Development~~

Professional development involves the undertaking of training and development activities which increase an Alderman’s capacity to perform their role as elected representatives of the community, and to maintain and improve their skills and stay in touch with issues relevant to the Council.

~~Professional development may be delivered through formal and informal training such as relevant seminars, training courses, peer programs, conferences and formal education avenues.~~

The Council encourages the participation of Aldermen in professional development activities and accordingly Aldermen will be given the opportunity of attending relevant training programs, activities and conferences which support their individual professional development.

The Lord Mayor in his or her capacity of overseeing the performance of the Aldermen in accordance with s 27 of the Local Government Act 1993, is responsible for considering and determining applications from Aldermen for professional development*

~~In respect to applications from the Lord Mayor, the Deputy Lord Mayor is responsible.~~

*As an exception to this arrangement, where international travel is involved as part of an application for professional development, the application will be referred directly to the Council for consideration and determination.

An Alderman proposing a professional development activity is to provide the following information in support of their application to the Lord Mayor, the Deputy Lord Mayor or the Council, whichever is appropriate:

~~(i) Full details of the activity, including supporting documentation and costs; and~~

~~(ii) Details of the benefit of the activity to the individual Alderman and its relevance to the Council, including contribution to the achievement of the City’s strategic objectives~~

~~Prior to final approval of a professional development application, the General Manager shall confirm the availability of funds from the individual Alderman’s professional development allocation.~~

~~No arrangements are to be made in relation to participation in professional development activities until the approval has been obtained in writing.~~

For professional development applications other than those involving international travel, once approved by the Lord Mayor or Deputy Lord Mayor, the General Manager is to inform the Council at the first available ordinary meeting, for noting purposes only, details of the professional development application, as submitted by the attending Alderman.

The total cost to the Council for individual Aldermanic professional development activities will include all expenses such as registration costs, associated meals, accommodation, travel and travel insurance, where appropriate.

As is the case with all Aldermanic expenses, the General Manager shall maintain appropriate records in respect to Aldermanic professional development activities, for the purpose of capturing details and expenses incurred through professional development.

~~Aldermanic Professional Development Funding~~

~~Aldermanic Professional Development will be funded as follows:~~

Each Alderman shall receive a professional development allocation up to an amount of $5,000 per Alderman per financial year (“the PD yearly allocation”) to the intent that the total professional development allocation for each Alderman over a four year Council term shall be $20,000 (“the PD maximum term allocation”).

~~The PD maximum term allocation is a ceiling allocation for each Alderman and shall not be exceeded despite any other provisions in this policy.~~

Any unused amount of Alderman’s PD yearly allocation shall not accrue and so shall not be carried forward to the benefit of that Alderman, from one financial year to another, consistent with Councils general budget practice.

The Lord Mayor, Deputy Lord Mayor, or in the case of proposals involving international travel, the Council shall have a discretion to approve an increase in the PD yearly allocation for an Alderman to a maximum of $10,000 (“the PD extraordinary yearly allocation”).

~~The PD yearly allocation for an Alderman in any financial year shall be correspondingly reduced by the amount of an extraordinary allocation paid to that Alderman in the previous financial year.~~

The discretion referred to in Clause (iv) may be exercised in circumstances where it is deemed appropriate and may take account of expenditure on professional development over that Alderman’s term of office, having regard to the intent behind the PD maximum term allocation.

The discretion referred to in Clause (iv) shall not be exercised if the payment of a PD extraordinary allocation to an Alderman would result in the PD maximum term allocation for that Alderman being exceeded.

At the time of receiving a PD extraordinary allocation an Alderman shall acknowledge in writing the requirement to reimburse the total of that extraordinary allocation if, that Alderman resigns in accordance with Section 47 of the Local Government Act 1993 (The Act), or otherwise that Alderman’s office is deemed vacated by operation of any of the circumstances set out in Clause 3(1) (b)-(eb) of Schedule 5 of the Act (Attachment A).

E REPRESENTATION OF THE COUNCIL IN LOCAL GOVERNMENT AND RELATED BUSINESS ACTIVITIES

The Lord Mayor also participates on various working parties and special committees representing local government activities.

Participation in these activities are not subject to Council approval as they form part of the operational activities of the Council.

The Lord Mayor may, due to unavailability, request an Alderman to represent the Lord Mayor by participating in such activities.

F5. STUDY AND INSPECTION TOURS

In considering participation in study tours, the Council will be provided with details of all costs associated with attendance, including resourcing and any other associated costs.

The total cost of Aldermanic participation in study and inspection tours will be attributed to individual Aldermen under this specific category and will appear on the City of Hobart’s website.

The Council may resolve to send one or more Aldermen on a study or inspection tour to examine a particular program or activity operating outside of the City, in order to assess its application or suitability for the City of Hobart.

~~6. Local workshops and seminars~~

Aldermen may attend local workshops and seminars held within Tasmania, which relate to Aldermanic induction or local government sector development activities without approval by the Council in the following circumstances:

~~(i) When the duration of the event is less than two days; and~~

~~(ii) Where the total cost of attendance does not exceed $750;~~

~~The General Manager shall approve such attendance.~~

~~7. General Training and Development Provisions~~

1. Upon return from any activity approved under this policy, the attending Alderman must provide a report, within thirty days. As an exception, where the nature of the activity approved under the policy results in some form of examination, assessment and/or accreditation, the timeframe for the report back is to be within thirty days of notification of the result of the examination, assessment or accreditation to the attending Alderman.

~~The report may be presented verbally or in writing to the relevant Council committee and the following format should be used:~~

(i) The name, location and date of the activity, together with a summary of the activity and details of any outcomes which may be considered appropriate for application to the City of Hobart.

~~2. The Council’s administration will make all arrangements including payments, for Aldermanic travel.~~

3. In extenuating circumstances, the Lord Mayor may approve an Alderman making their own travel arrangements, in which case expenditure is to be reconciled within thirty days of the Aldermen’s return, through the submission of receipts and full details in support of any costs claimed, including the presentation of airline boarding passes.

4. Apart from the provisions applying to professional development, there is no specific limit on individual expenditure under this policy, however, in approving Aldermanic participation in all other activities under this policy, the Council will have regard to the available budget.

~~5. Where Aldermen fly within Australia, the following arrangements apply~~:

~~(i) Where a destination may be reached by a single flight, less than two hours in duration, travel will be economy class.~~

(ii) Where flight duration is in excess of two hours or where a destination can only be reached by more than one flight, and the combined duration of each flight required to reach the destination is in excess of two hours, Aldermen may elect to travel business class or premium economy (or the closest available equivalent).

~~(iii) Where an Alderman may be required to visit multiple destinations in one day, and the cumulative duration of flights is in excess of two hours, clause (ii) above would also apply.~~

~~(iv) The General Manager may determine the travel mode and class in other unforeseen circumstances, in consultation with the Lord Mayor or Deputy Lord Mayor.~~

~~6. In respect to overseas travel, Aldermen may elect to fly business class (or equivalent).~~

7. Additional costs associated with a partner accompanying an Alderman undertaking any activity covered under the training and development policy are the responsibility of the individual Alderman and are to be met personally by the Alderman.

~~8. A daily incidentals travel allowance of $40 shall be provided to Aldermen who travel away from the City on~~ ~~in all circumstances of legitimate Council~~ ~~business training, as covered under this policy. This allowance is not subject to any acquittal or reconciliation process.~~

9. Upon return from any training and development activity approved under this policy, an Alderman is to provide a reconciliation of all expenditure incurred in attending the activity, within 30 days.

10. The submission and approval process for travel reconciliations is the same as for the reimbursement of Aldermanic expenses, as provided in section G of the policy.

GD. INTERNATIONAL RELATIONSHIPS

An Alderman may participate in two international relationship delegations, or more, if deemed appropriate by the Council, in a four year term of office, as part of an official Council approved delegation.

In addition to Council delegations, the Council may also approve participation in appropriate delegations conducted by the State Government or other relevant agencies.

The following criteria applies to travel on international delegations:

(a) The objectives of individual visits should be clearly defined.

(b) Visits will be timed to coincide with or support:

(i) Significant events in the life of the City acknowledged by the Council as a ity of significance or with which the Council has a formal relationship;

(ii) Trade missions and delegations;

(iii) Major cultural events; or

(iv) Strategic opportunities to build on and reinforce relationships.

In relation to international cities relationships, where the Council may send a delegation to a Sister City or international destination of significance, as resolved by the Council, with the exception of the Lord Mayor’s partner, Aldermen’s partners shall meet their own costs of travel and accommodation (excluding ordinary travel insurance costs).

Where an Alderman may represent the Lord Mayor on an international delegation, the policy provisions which relate to funding by the Council of travel for the Lord Mayor and their partner, also apply to the representing Alderman.

H GENERAL PROVISIONS

2 Where Aldermen are required to provide reports in respect to activities undertaken under this policy, the report is to include the name, location and date of the activity, together with a summary of the outcomes, including any matters which may be considered relevant to the City of Hobart. An electronic template will be made available for this purpose. Reports will be submitted to the relevant Council committee.

3 Upon return from any activity approved under the Aldermanic Development and Support Policy, Aldermen are to provide a reconciliation of all expenditure incurred in attending the activity, within 30 days.

4 All additional costs associated with a partner accompanying an Alderman undertaking any activity covered under the Aldermanic Development and Support policy are the responsibility of the individual Alderman and are to be met personally by the Alderman.

5 Where Aldermen fly within Australia, the following arrangements apply:

(a) Where a destination may be reached by a single flight, less than two hours in duration, travel will be economy class.

(c) Where an Alderman may be required to visit multiple destinations in one day, and the cumulative duration of flights is in excess of two hours, clause (b) above would also apply.

(d) The General Manager may determine the travel mode and class in other unforeseen circumstances, in consultation with the Lord Mayor or Deputy Lord Mayor.

6 In respect to overseas travel, Aldermen may elect to fly business class (or the available equivalent).

7 A daily incidentals travel allowance of $40 shall be provided to Aldermen who travel away from the City in all circumstances of legitimate Council business, as covered under this policy. This allowance is not subject to any acquittal or reconciliation process.

The Council’s administration will make and pay for all arrangements for Aldermanic travel.