Civic Functions Policy | City of Casey
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18 December 2018

Civic Functions Policy

Version 3.0

  1. 1. Purpose

This policy provides guidelines for determining when Council holds civic functions.

 

 2. Definitions

Council

means Casey City Council, being a body corporate constituted as a municipal Council under the Local Government Act 1989

 

Councillors

means the individuals holding the office of a member of Casey City Council

 

Council officer

means the Chief Executive Officer and staff of Council appointed by the Chief Executive Officer.

 

  1. 3. Scope

The City of Casey hosts, funds, provides in kind support, or promotes a variety of different events and functions each year. Civic functions are a specific type of function, wholly funded by Council. Such functions must meet the criteria outlined at 5.2 below.  All other types of functions and events are outside the scope of this policy.

This policy considers tickets received by the organization arise from sponsorship arrangements, corporate partnerships or are offers of hospitality from associated organisations for use by Councillors.

  1. 4. Context

Council holds a variety of functions each year. This policy provides guidelines on the expenditure, organisation and frequency of civic functions.

5. Policy

5.1 Budget

The Council will annually, through the budget process, make provision for Council civic functions to be held in the forthcoming financial year. The annual allocation is split to align with the Mayoral term.

5.2 Civic Functions

A civic function may be held for:

  • Exceptional achievement in sport, the arts, charitable endeavours and community service.
  • Commemorative events that celebrate significant occasions of importance to the local community.
  • Official Delegations recognising an overseas or interstate delegation.

 The Chief Executive Officer shall be authorised to determine the format and all other administrative arrangements associated with the organisation and conduct of the civic function.

5.3 Schedule of Functions

In consultation with Mayor, Council Officers will prepare a report to Council recommending the functions to be held each year.

At the commencement of the Mayoral term, a Civic Functions Schedule will be presented to Council for adoption. Additional events may be added to this schedule within available budget.

A Civic Functions Schedule will be reported to Council no later than two months after the Mayor takes office; this will include any annual civic functions e.g Mayoral End of Term Dinner.

Any requests for additional civic functions, not included in this schedule, will require authorisation of Council and is subject to available budget for civic functions.

5.4 Financial reporting requirements

Accurate records will be kept of all persons attending all functions for calculation of Council’s Fringe Benefit Tax liability.

Tax invoices, where applicable, will be obtained from all suppliers for Goods and Services provided.

Direct costs will be recorded in a separate general ledger account number for each function.

5.5 Corporate Tickets

Council and Councillors receive tickets to functions and events across the municipality which encourage the development of sector/community networks, provide opportunity to engage with key stakeholders and recognise the civic leadership of elected representatives.

Tickets received and allocated can arise from sponsorship arrangements, corporate partnerships or are offers of hospitality from associated organisations.

Tickets received via the Office of the Mayor will be distributed in according to the following hierarchy.  Tickets which are offered outside of Council’s partnership or contractual arrangements will be declared in accordance with Council’s Gift and Hospitality Policy.

 

Role

Rationale

Mayor of the Day

  • Principal spokesperson of the Council
  • Presides over civic ceremonies including citizenship, official openings, ministerial events

Deputy Mayor

  • Fulfils duty of the Mayor when Mayor is unavailable

Portfolio Holder

  • Receive regular briefings on key initiatives and progress against strategic objectives
  • Lead in speaking notes, and media comments on portfolio issues

Ward Councillor

  • Primary contact for residents
  • Lead in speaking notes on ward specific issues
  • Undertakes formalities at events as relevant to the ward where the Mayor or Deputy is unable to attend
  • Recognised on plaques at official openings within wards

 

Where tickets require purchasing, Council will purchase tickets for each Councillor and a guest where

  • Events are run solely or in partnership by the City of Casey
  • Events are of a charitable nature and held in neighboring municipalities
  • Events are held by local government industry organisations

5.6 Bunjil Place

Councillors may access up to two house tickets for ticketed events within the Bunjil Place precinct.

House tickets provide an opportunity for professional development by enabling Councillors to experience a variety of art forms and performances, thereby increasing understanding of the premier arts and culture precinct.

Requests for house tickets will be coordinated by Manager Bunjil Place subject to availability. 

6. Administrative Updates

It is recognised that, from time to time, circumstances may change leading to the need for minor administrative changes to this document.  Where an update does not materially alter this document, such a change may be made administratively.  Examples include a change to the name of a Council department, a change to the name of a Federal or State Government department, and a minor update to legislation which does not have a material impact.  However, any change or update which materially alters this document must be by resolution of Council. 

7. Review

The next review of this document is scheduled for completion by 31 December 2022.

8. Breaches

NIL.