Appendix E Page 24 - Kempsey Shire · 15.07.2014 · 5.5.42 Employee Assistance Program 5.5.43...

Appendix E15 JULY 2014

ITEM 5Page 24


ITEM 55

5.2 Page 1 of 2

COMMITTEES OF COUNCIL POLICY

POLICY GOAL 5 To ensure leadership and effective, efficient

accountable management

POLICY SUB GROUP 5.2 Corporate Management

VERSION 21

DATE ADOPTED 29 November 2011

PLANNED REVIEW DATE February 2017November 2013

Objectives

To provide forums for the community to present views and support Kempsey Shire Council

on issues relevant to Council activities.

Policy

1 Council will maintain the following two types of committees:

a) Standing Committees that are comprised of all Councillors. Standing Committees

provide forums for Kempsey Shire Council to discuss and establish policy direction

related to the Committee’s purpose and make resolutions or recommendations to

Ordinary meetings of Council. The Standing Committees of Kempsey Shire

Council, which has its own Terms of Reference are:

Works Committee.

b) Section 355 Community Committees that may be chaired by a Councillor and

provide advice and make recommendations to the relevant Director regarding

specific services or facilities are:

General Hall Committees

General Tennis Club Facility Committees

Kempsey District Silver Band

Kempsey Community Gallery

The Friends of Wigay

Kalateenee Recreational Reserve Committee

2 Community Committees are delegated certain responsibilities and functions by

Council and operate subject to adopted procedures and guidelines. Refer to

Delegation of Authority Procedure (Procedure 5.1.3) for delegations to Section 355

Committees of Council.

a) That Council may, by resolution of Council, set up Committees comprising

Councillors and community members for specific functions.


ITEM 5Page 26

5.2 Page 2 of 2

b) The Committees shall make recommendations to the relevant Director who will

then either action that matter or refer it to Council.

Policy implementation procedures, guidelines and documents

Reference No. Title

5.2.1 Committee Meeting Guidelines

5.2.2 Confirmation of Minutes

5.2.3 Section 355 Committee Guidelines

5.2.4 Section 355 Committee Toolkit

Related Kempsey Shire Council Policies

Policy No. Title

5.1 Behaviour of Councillors and Staff Policy


ITEM 5Page 27

5.3 Page 1 of 2

ACCESS TO INFORMATION POLICY




VERSION 21


PLANNED REVIEW DATE November 2013February 2017

Objectives

To provide a consistent, open and transparent means of providing timely access to

information that is held by Kempsey Shire Council taking into account the privacy rights of

individuals and the constraints and obligations prescribed by applicable legislation.

Policy 1.1 Council will routinely and proactively release information and all required information

will be published on Council’s website free of charge.

2.2 Public inspection of Council documents will be free of charge where permitted by

legislation or at the lowest reasonable cost.

3.3 In limited circumstances access to information will require a formal access application.

4.4 Access to information will be provided according to the attached procedures taking

into account Council’s obligations under the Government Information (Public Access)

Act 2009, Privacy and Personal Information Protection Act 1998 and other relevant

legislation.

5.5 If copies of documents are required a photocopying fee as determined in Council’s

adopted fees and charges schedule will apply.

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ITEM 5Page 28

5.3 Page 2 of 2


Reference No. Title

5.3.1 GIPA Act Guidelines

5.3.2 GIPA Act Publication Guide

5.3.3 Privacy Management Plan

5.3.4 Health Records and Information Privacy

Related Kempsey Shire Council policies

Policy No. Title


ITEM 5Page 29

5.4 Page 1 of 2

FINANCIAL MANAGEMENT AND CONTROL POLICY




VERSION 21



Objectives

To provide transparency and accuracy in all Kempsey Shire Council financial activities and

compliance with all legislated financial reporting requirements.

Policy

1 The development of a long term financial plan prepared on a rolling ten (10) year

basis which includes:

a) A capital expenditure plan (10 years).

b) A Works program (10 years).

c) Projected operating revenues that are sufficient to meet projected operating

expenditure.

d) Fees and Charges (1 year).

2 The Annual Financial Statements for Council’s operations are prepared in accordance

with the Local Government Act 1993, Local Government (General) Regulation 2005,

the Australian Accounting Standards and the Local Government Code of Accounting

Practice and Financial Reporting.

3 To achieve an unrestricted current ratio of 1.5:1 in each Fund including General,

Water and Sewer.

4 That revotes be minimised by undertaking achievable programs and identifying likely

non-achievement at the March budget review to enable consideration in conjunction

with the development of the up-coming Operational Plan.

5 That Iinvestment of surplus funds are to be placed in a manner that seeks to ensure

security in safeguarding the preservation of capital and a reasonable interest return.


ITEM 5Page 30

5.4 Page 2 of 2

6 That rating functions are implemented to provide a consistent, fair and legally

compliant approach to all rating functions including:

a) Levying and collection

b) Debt Recovery

c) Pensioner Rebates

d) Hardship relief.

7 The General Rate and associated charges be increased by at least the maximum rate

pegged percentage fixed annually by the Independent Pricing and Regulatory Tribunal

of NSW.

8 Loan borrowing will only be considered where there is an agreed economic, social or

environmental benefit from a project and other sources of funding are not available.


Reference No. Title

5.4.1 Recovery of Unpaid Debts, Rates and Charges

5.4.2 Investment of Surplus Funds

5.4.3 Aggregation of Certain Land for Rating Purposes

5.4.4 Hardship Relief to Ratepayers

5.4.5 Farmland Rating

5.4.6 Loan Borrowing


Policy No. Title


ITEM 5Page 31

5.5 Page 1 of 3

CONDITIONS OF EMPLOYMENT POLICY




VERSION 21



Objectives

To provide a workplace that is free of discrimination with fair and equitable conditions of

employment that attract and retain appropriately skilled staff and promote learning,

transparency and a high level of ethics.

Policy

1 Ensure that the recruitment and selection of staff is based on merit with proper

regard for the principles and objectives of equal employment opportunity.

2 Maintain an effective salary system that achieves maximum internal equity between

positions, rewards the acquisition of skills and performance and, at the same time,

ensures that the salary levels attract and retain skilled staff.

3 Encourage programs to promote Aboriginal employment opportunities.

4 Provide a career development and training program which contributes to corporate

objectives.

5 Provide a consistent procedural basis for all employment related issues to be

considered.

6 Instil a high level of ethics and transparency into all service delivery activities and

decision-making.

7 Maintain programs that meet all statutory employment requirements.


ITEM 5Page 32

5.5 Page 2 of 3


Reference No. Title

5.5.1 Recruitment and Appointment

5.5.2 Other Employment and/or Business Declaration

5.5.3 Cashiers Shortages

5.5.4 Service Awards

5.5.5 Travelling, Accommodation and Sustenance Expenses

5.5.6 Issuing of References

5.5.7 Telephone Expenses

5.5.8 Grievances/Disputes Handling

5.5.9 Hours of Work

5.5.10 Fit For Work

5.5.11 Disciplinary and Fair Treatment

5.5.12 Exit Process from Council

5.5.15 Public Interest Disclosure Internal Reporting

5.5.16 Complaints Against Council Employees

5.5.17 Overtime

5.5.19 Study Assistance

5.5.20 Learning and Development

5.5.21 Salary Administration

5.5.22 Higher Grade Duties

5.5.23 Performance Management

5.5.24 Equal Employment Opportunity and EEO Management Plan

5.5.25 Aboriginal Employment

5.5.26 Rewards and Recognition

5.5.27 Workplace Harassment and Bullying Prevention

5.5.29 Council Motor Vehicle Leaseback

5.5.30 Relocation Expenses

5.5.31 Special Leave

5.5.32 Staff Attraction and Retention

5.5.33 Retirement Planning Seminars

5.5.34 Parental Leave

5.5.35 Dealing with Domestic Violence at Work

5.5.36 Alcohol and Other Drugs

5.5.38 Child Protection

5.5.39 Children in the Workplace

5.5.40 Corporate Uniform and Dress Code


ITEM 5Page 33

5.5 Page 3 of 3

5.5.41 Leave

5.5.42 Employee Assistance Program

5.5.43 Resignation Due to Ill Health

5.5.45 Immunisation

5.5.46 Human Resources Files

5.5.48 Interview Expenses

5.5.49 Smoking in the Workplace

5.5.51 Salary Packaging

5.5.52 Salary System

5.5.53 Lateral Transfer, Redeployment and Job Redesign

5.5.54 Work Experience and Placement

5.5.55 Working Alone

5.5.56 Working from Home

5.5.57 Workplace Surveillance

5.5.58 Variable Work Arrangements

5.5.59 Confirmation of Employment

5.5.60 Phased Retirement Arrangement

5.5.61 Purchased Leave Scheme

5.5.62 Personal Relationships

5.5.63 Council Motor Vehicles Commuter Use (Home Garaging)

5.5.64 Rostered Day Off and Flexible Working Arrangements

5.5.65 Staff Use of Plant and Equipment

5.5.66 Christmas Holiday Period Close-down

5.5.67 Emergency Services Leave


Policy No. Title


5.6 WorkOccupational Health and Safety Policy

5.7 Return to Work Policy


ITEM 5Page 34

5.6 Page 1 of 3

WORK HEALTH AND SAFETY POLICY




VERSION 32



Objectives

To provide a safe and healthy workplace and fully comply with all related legislative

requirements.

Policy

1 Risk management will be a prime focus of Council’s approach to Work Health and

Safety (WHS).

2 The General Manager accepts the overall responsibility for ensuring the health and

safety of Council’s staff, contractors, volunteers and visitors. This responsibility

extends to ensuring financial, human and physical resources are provided.

3 Officers of Council as defined by the Work Health and Safety (WHS) Act have the

responsibility, authority and are accountable for ensuring systems managing work

health and safety are implemented in their areas of responsibility.

4 The Council will comply with WHS legislation, inclusive of State and National Acts,

Regulations, Standards and Codes of Practice.

5 The General Manager, Directors, Managers and Supervisors are responsible for the

implementation of and compliance with this Policy and the associated WHS program

which is based on AS4801 and AS4804.

6 Each worker, contractor, volunteer and visitor will be responsible and accountable for

their cooperation and compliance with this Policy and the WHS program to ensure risk

minimisation in the workplace.

7 All contractors and sub-contractors engaged to perform work on Council premises or

locations must observe all terms of their contract on health and safety and any

related directions from designated officers of council as part of their contract. Non-

compliance will be considered grounds for termination under the terms of all

contracts.

8 The Council will conduct its activities and provide a work environment which:


ITEM 5Page 35

5.6 Page 2 of 3

a) Protects the health, safety and welfare of all people affected by our workplace

activities.

b) Actively encourages employee consultation in all matters affecting health and

safety and minimising risk in work practices by providing the necessary resources

and training.

c) Has appropriate resources to strive for continuous improvement in our health and

safety performance to comply with the legislative requirements of the WHS Act

2011 and WHS Regulation 2011 and achieve appropriate standards.

d) Achieves a safe, healthy, low risk environment and demonstrates the

commitment and cooperation of all our elected members, staff, contractors,

volunteers and visitors.


Reference No. Title

5.6.1 Work Health and Safety Manual – internal document only

5.6.2 Worksite Field Folder – internal document only

5.6.3 Incident Reporting and Investigation

5.6.4 Risk Assessments

5.6.5 Safety and Hazard Site Inspections

5.6.6 Emergency Procedures

5.6.7.0 Asbestos Management Plan

5.6.7.1 Asbestos Management Procedure

5.6.7.2 Community Asbestos Guideline

5.6.8 Safety Tag and Lockout

5.6.9 Confined Spaces Entry

5.6.10

5.6.11

Hazardous Manual Tasks

First Aid in the Workplace

5.6.12 Workplace Hazardous Substances

5.6.13 Managing Falls in the Workplace

5.6.14.0 Managing Contractor Health & Safety Risks General Requirements

5.6.14.1 Managing Contractor Health & Safety Risks Major Level 1 Contracts

5.6.14.2 Managing Contractor Health & Safety Risks Medium Level 2 Contracts

5.6.14.3 Managing Contractor Health & Safety Risks Minor Level 3 Contracts

5.6.14.4 Managing Contractor Health & Safety Risks Basic Level 4 Contracts

5.6.15 Plant Training and Assessment


ITEM 5Page 36

5.6 Page 3 of 3

5.6.16 Electrical Safety Test and Tag

5.6.17 Development and Review of Safe Work Method Statements

5.6.18

5.6.19

Noise Management

Sun Protection

5.6.20 Slings and Chains


Policy No. Title


ITEM 5Page 37

5.7 Page 1 of 1

RETURN TO WORK POLICY




VERSION 21



Objectives

To provide and implement programs which ensure that injured workers return as early as

possible to meaningful employment that is within the medical constraints applicable to their

injury or illness.

Policy

1 To support the commencement of work as soon as practicable following a work-

related injury and/or illness in order to ensure the most effective possible

rehabilitation that aims for a durable return to pre-injury duties.

2 To comply with the provisions of the Workplace Injury Management and Workers

Compensation Act 1998.


Reference No. Title

5.7.1 Injury Management and Return to Work

5.6.1 WorkOccupational Health and Safety Manual – Internal document

only

5.6.2 Worksite Field Folder – Internal document only


Policy No. Title

5.5 Conditions of Employment Policy


ITEM 5Page 38

5.8 Page 1 of 2

RECORDS MANAGEMENT POLICY

POLICY GOAL 5 To ensure leadership and effective, efficient,



VERSION 21



Objectives

To effectively record, manage and enable access to information stored in both physical and

electronic formats in accordance with statutory requirements.

Policy 1 Kempsey Shire Council records practices will capture information from electronic

sources and documents and maintain records that provide appropriate and adequate

evidence of the conduct of the Council’s business and affairs.

2 Records must be complete, accurate and authentic so that they have integrity and are

accessible and usable.

3 Permanent records must be made in accordance with section 12(1) of the (StateNSW

Records Act (1988)) and the related procedures and guidelines below.

4 Full and accurate records of the activities and decisions of the Councillors, in the

course of their official duties must be kept and managed in accordance with

organisational needs and accountability requirements.

5 Responsibility for record keeping in a geographically dispersed organisation with

decentralised decision-making must be taken at all levels of Kempsey Shire Council.

6 Management and supervisory staff in all offices and depots must ensure that their

officers create, capture and maintain records that provide appropriate and adequate

evidence of the conduct of Council’s business and affairs.

7 Record keeping standards across all sites must be consistent.


ITEM 5Page 39

5.8 Page 2 of 2


Reference No. Title

5.8.1 Records Management Plan

5.8.2 Record Keeping Requirements for Councillors


Policy No. Title

2.3 Media and Community Awareness and Engagement Policy

5.3 Access to Information Policy

5.10 Use of Information Technology Resources Policy


Space After: 5 pt, Line spacing:

single


Space After: 5 pt


ITEM 5Page 40

5.9 Page 1 of 2

PROCUREMENT POLICY POLICY GOAL 5 To ensure leadership and effective, efficient



VERSION 21

DATE ADOPTED 19 July 2011

PLANNED REVIEW DATE July 2013February 2017

Objectives 1 To obtain best value for our community through effective, responsible and

transparent procurement methods that are appropriately funded.

2 To provide direction to management and staff in managing and operating Council’s procurement processes and promote compliance with legislative framework prescribed by the Local Government Act 1993 and the Local Government (General)

Regulations 2005. 3 To achieve best practice in procurement through high standards in workplace

reform, probity, organisational performance and environmental management and

sustainability.

Policy 1.1 Council staff are required to purchase goods and services in accordance with

Councils procurement procedures, which are drawn from the relevant Acts, Regulations and Codes for application by all sections within Council including

Committees. 2.2 The general principles that underpin this policy are as follows:

1.a) Goods and Services shall only be purchased by staff authorised to place orders

within the financial delegation approved by Council’s General Manager.

2.b) Staff should purchase goods from Council’s preferred suppliers where appropriate.

3.c) Competitive tenders and quotations must be invited in accordance with the guidelines contained in Council’s Procurement Strategy and accompanying procedures.

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ITEM 5Page 41

5.9 Page 2 of 2

4.d) All of Council’s procurement activities will be conducted with integrity and in a

manner that is fair to all parties and provides reasonable opportunity for competitive local businesses that comply with relevant legislation to supply to Council.

5.e) All of Council’s procurement activities aim to advance Council’s economic, social and environmental policies.

Policy implementation procedures, guidelines and documents Reference No. Title

5.9.1 Procurement Procedure Manual

5.9.2 Procurement Threshold Table

5.9.3 Corporate Credit Card Use

5.9.4 DLG Tendering Guidelines October 2009

5.9.5 DLG Circular to Council No. 06/07 – Procurement in NSW Local Councils

5.9.6 Disposal of Assets

5.1.1 Code of Conduct

Related Kempsey Shire Council policies Policy No. Title

5.1.1 Behaviour of Councillors and Staff PolicyCode of Conduct




ITEM 5Page 42

5.10 Page 1 of 2

USE OF INFORMATION TECHNOLOGY

RESOURCES POLICY




VERSION 21



Objectives

To ensure that staff and Councillors have access to the necessary technology resources

(within budgetary limitations) for the delivery of services, while maintaining security,

minimising risks to privacy and safeguarding Council’s investment in software and

hardware.

Policy

1 All Kempsey Shire Council staff and Councillors are required to sign an Internet,

Intranet and E-mail usage agreement, a Mobile Phone Usage Agreement and a

Hardware/Software Usage Agreement before they are granted access to these

resources.

2 Any user who is deemed by the General Manager or Director to have disregarded the

conditions of these agreements, will have access to the technology removed and may

be subject to disciplinary proceedings.

3 Confidential information must not be transmitted electronically. No personal

information may be electronically transmitted without the consent of the individual(s)

concerned.

43 Technology will only be provided to staff and Councillors with identified and

authorised business requirements.

54 The basic premise of this policy is that it is intended to control cases of abuse, neglect

or carelessness and not to entrap people making reasonable efforts to safeguard

Council equipment.


ITEM 5Page 43

5.10 Page 2 of 2


Reference No. Title

5.10.1 Internet, Intranet and Email Acceptable Use

5.10.2 Mobile Phone Usage

5.10.3 Computer Hardware and Software Acceptable Use


Policy No. Title



ITEM 5Page 44

5.11 Page 1 of 2

POLICY DEVELOPMENT POLICY




VERSION 21



Objectives

1 To document the scope and limitations of Kempsey Shire Council Policies.

2 To state Kempsey Shire Council procedures for adopting and managing policy.

Policy

1 To set policy that is consistent with legal obligations mandated by NSW and

Australian Government Acts of Parliament.

2 To consider the policy recommendations of the Local Government Shires

AssociationNSW in formulating all its policies.

3 Kempsey Shire Council is responsible for setting all policies that will be used in

administering the activities and business of Council. Only policies that have been

adopted by Council resolution and have not been revoked are current.

4 Kempsey Shire Council policies deal with the principles underpinning the actions

and procedures that must be carried out by Councillors and Council staff in serving

the public and fulfilling their statutory obligations. The procedures, guidelines and

documents listed on Policy Statements form part of that policy.

5 All Kempsey Shire Council policies must be recorded in the template format outlined

in Procedure 5.11.4.

6 All Kempsey Shire Council policies will be publicly available.

7 All Kempsey Shire Council staff must be aware of the policies that direct and

support their work and act in accordance with those policies.


ITEM 5Page 45

5.11 Page 2 of 2


Reference No. Title

5.11.1 Policy and Procedure Creation or Amendment

5.11.2 Policy Management and Control

5.11.3 New or Amended Policy Proposal Form

5.11.4 Blank Policy and Procedure Template


Policy No. Title


ITEM 5Page 46

5.12 Page 1 of 1

PUBLIC PRIVATE PARTNERSHIP POLICY




VERSION 21



Objectives

1 To ensure the delivery cost efficient, quality facilities and services that meet

specifically identified needs of the local community.

2 To demonstrate compliance with all relevant Public Private Partnership legislation and

guidelines.

Policy

1 Public Private Partnerships (PPP) are acknowledged as one model that can deliver

community services or facilities.

2 Prudent management, risk minimisation and rigorous adhesion to relevant legislative

guidelines will be critical elements in any PPP entered into.

3 An assessment of other service or facility delivery models will be undertaken prior to

entering into any PPP.

4 Entry into a PPP can only be affected by a resolution of Council.


Reference No. Title

5.12.1 PPP Procedural Statement and Flowchart

5.12.2 OfficeDivision of Local Government PPP Guidelines (September 2005)


Policy No. Title

5.9 Procurement Policy


ITEM 5Page 47

Appendix E Page 24 - Kempsey Shire · 15.07.2014 · 5.5.42 Employee Assistance Program 5.5.43...

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