alexandrina council policies & procedures staff...

Alexandrina CouncilPolicies & Procedures

Reviewed & Adopted 21st December 2009 of 6

STAFF POLICIES AND PRACTICES

The following staff policies are confirmed for the benefit of new and existing staff members.

The staff policies and practices are broadly stated and should be read in conjunction with the MunicipalOfficers (SA) Award and the ASU Enterprise Agreement.

Full information can be obtained upon request.

1. Chief Executive Discretion

Subject to the terms of the Award and Enterprise Bargaining Agreement, the Chief Executiveshall have the authority to exercise discretion in any matter affecting Policies and Practices inthe interests of practical working arrangements or for special extenuating circumstances.

2. Hours of Work

[a] All inside staff shall commence work at 8:30am SHARP and conclude at 5:15pm with45 minutes for lunch as arranged between 12 noon and 2:00pm.

[b] The lunch break time is not to be exceeded except in special circumstances with thespecific prior approval of the Chief Executive or Departmental General Manager.

[c[ In certain cases, eg Library, the hours of work may be varied to accommodate workrosters.

3. Tea Breaks

Morning and afternoon tea breaks of 10 minutes shall be taken at the officers normal workstation to allow for the continuation of work.

4. Rostered Days Off (RDO’s)

The hours of work allow the taking of an RDO in each 4 week period of work. This means thatthroughout each calendar year an officer is entitled to 12 RDO’s.

The Council and Officers shall adopt a flexible approach to the taking of RDO’s having regard toorganisational requirements and the needs of employees

Any departure to the taking of a scheduled RDO shall be by the mutual agreement of theSupervisor and Officer scheduled.

5. Overtime

An officer may be required to work overtime from time to time. Paid overtime must be properlyauthorised by the Chief Executive or relevant General Manager and will then be paid inaccordance with the appropriate rates or time off in lieu conditions prescribed under theMunicipal Officers (SA) Award. Officers with Private Car Usage Agreements will abide by theterms and conditions of this Agreement in respect to overtime



6. Time Off in Lieu

[a] Time in lieu of extra time worked taken as leave must be arranged prior to it beingtaken or accrued with the relevant General Manager (or Chief Executive);

[b] Time taken must be identified on all appropriate staff records as “TOIL”; and

[c] Time in lieu cannot be accrued and should be taken as soon as practicable within a payperiod.

7. Annual Leave

[a] Annual Leave arrangements are to be coordinated through the Departmental GeneralManager.

[b] No leave is due until 12 month services has been completed. Application for leavemust be formally submitted 21 days prior to taking leave.

[c] Annual leave must be taken in accordance with the relevant award.

[d] The number of staff being allowed to take leave at any one time is at the discretion ofthe Chief Executive and the matter of available relief will be taken into account. Ofcourse, it is not possible for every one to take leave at their own convenience and it isnecessary in some cases for staff to be rostered.

[e] Staff are encouraged to take annual leave as soon as possible when leave becomesdue.

8. Sick Leave

The entitlement is 10 days per annum for sick leave, which shall accumulate from year to year.Medical certificates are to be produced for sick leave over and above 5 single days in any oneyear and in accordance with the relevant award conditions.

9. Family Leave

In the case of an officer being required to stay at home due to sickness of his/her spouse orchild, the officer may access sick leave entitlements subject to compliance with the FamilyLeave provisions of the Municipal Officers (SA) Award.

10. Study Leave

[a] Study Leave is provided for in the relevant awards.

[b] Study leave courses must be appropriate to Local Government and the way in whichthe leave is taken must be approved and authorised by the Chief Executive.



11. Special Leave

Special leave with or without pay may be granted in extenuating circumstances by the ChiefExecutive.

12. Officer’s Absence from Office

[a] All officers are required to use their “Who’s In” on every occasion before leaving theoffice for any reason during normal working hours, including lunch breaks. Advice mustinclude purpose of absence, expected duration and location.

[b] This is being done so that staff can be contacted in an emergency and to enableinquirers to be advised when they will be available.

13. Office opened at Christmas

The office will be opened on all working days between Christmas Day and New Years Day inorder to provide a continuation of appropriate service levels to the local community, unlessotherwise determined by resolution of Council.

14. Performance and Conduct

[a] All Officers are expected to discharge their work and responsibilities in a proper andconscientious manner in accordance with the policies, practices and procedures of theCouncil.

[b] Whilst a little latitude will be given all employees must realise that wasting time duringworking hours in regular and/or prolonged idle conversation, reading newspapers,magazines etc, and any other similar activity is strictly prohibited. Such activities arerestricted to lunch breaks, or other time outside working hours.

15. Entertainment

Officers will only be permitted to entertain or be entertained at luncheons or other functionsduring normal working hours with the specific prior approval of the Chief Executive or theirGeneral Manager.

16. Intoxicating Liquor

The consumption of intoxicating liquor by staff on the premises of the Council during normalworking hours (including lunch breaks) is strictly prohibited except for:-

[a] Official entertainment of guests with the prior approval of the Mayor or Chief Executive;and;

[b] Other special occasions as may be agreed to in advance by the Chief Executive orGeneral Managers from time to time.



17. Private Business

Officers are not permitted to conduct private business or make private telephone calls duringnormal working hours except in special circumstances and only then with the prior specificapproval of the Chief Executive or relevant General Manager.

18. Telephone

The Council contributes towards telephone accounts in certain cases where a private telephoneis required for Council business.

19. Vehicle Accidents

If involved in an accident whilst driving a Council vehicles:-

[a] It is important, that at the time of the accident:

full details of third party and vehicle are taken; name and address of all witnesses obtained; road conditions, distances and vehicle positions are noted; police are contacted when deemed necessary; and if any party sustains injury, an ambulance is to be called, first aid is to be rendered

or the person is to be taken to a medical centre (subject to the severity of theinjury). All injured persons should complete a CTP claim form as soon aspracticable after the accident.

[b] At no time should:-

liability be accepted for the accident, nor judgement of liability be assessed; repairs to the third party vehicle be authorised; Council’s damaged vehicle be left unattended; and the vehicle be driven in an unroadworthy condition.

All accidents are to be reported to the relevant General Manager and Risk Assessment Officerfor the organisation of one quote from a repairer and insurance claim procedures.

20. Vehicle Allowance (Reimbursement rates)

All officers are expected to use Council vehicles in undertaking Council business unless priorapproval has been given by the relevant General Manager or Chief Executive. Travellingsheets are to be completed and authorised as soon as practicable.

21. Use of Council Vehicles

Only those officers who have separate arrangement with Council will be permitted to takeCouncil vehicles home.

Unless otherwise agreed by Council, officers are not permitted at any time to use Councilvehicles for any private purposes.



23. Public Relations

Officers are to promote good public relations and a favourable image of the Council in allcontacts with the public and outside authorities and organisations.

24. Time Records

Officers are expected to be punctual at all times and ensure that actual starting and finishingtimes are recorded.

25. Disclosure of Private Interests

The provisions of Section 120 of the Local Government Act cover the requirements andobligations relating to “disclosure”.

Section 120:

Subsection (2) - An officer or employee of a council (other than the chief executive) who has aninterest in a matter in relation to which he or she is required or authorised to act in the course ofofficial duties:–

[a] must disclose the interest to the Council; and[b] must not, unless the chief executive otherwise determines, act in relation to that matter.MAXIMUM PENALTY: $5,000

Subsection (3) - It is a defence to a charge of an offence against subsection (1) or (2) to provethat the defendant was, at the time of the alleged offence, unaware of the interest.

Subjection (5) - An officer or employee has an interest in a matter if the officer or employee, orperson with who the officer or employee is closely associated, would, if the officer or employeeacted in a particular manner in relation to the matter, receive or have a reasonable expectationof receiving a direct or indirect pecuniary benefit or a non-pecuniary benefit or suffer or have areasonable expectation of suffering a direct or indirect pecuniary detriment or a non-pecuniarydetriment.

Subsection (6) - A person is closely associated with an officer or employee of a Council:-

(a) if that person is a body corporate of which the officer or employee is a director or amember of the governing body; or

(b) if that person is a proprietary company in which the officer or employee is ashareholder; or

(c) if that person is a beneficiary under a trust or an object of a discretionary trust of whichthe officer or employee is a trustee; or

(d) if that person is a partner of the employee; or(e) if that person is the employer or an employee of the officer or employee; or(f) if that person is a person from whom the employee has received or might reasonably be

expected to receive a fee, commission or other reward for providing professional orother services; or

(g) if that person is a relative of the employee.



Subsection (5) does not apply to matters in relation to which the Council has, by a resolutionsupported at a meeting of the Council where at least two-thirds of the members of the Councilare present, granted an exemption from that subsection.

An exemption under subsection (5):-

(a) cannot be kept confidential under Part 5;

(b) cannot be given or have effect in relation to any matter that arises by virtue of theconferral of a power or function under the Development Act 1993; and

(b) unless sooner revoked by the Council, expires at the first meeting of the Council heldafter the conclusion of the general election next following the granting of the exemption(although the Council may, at that or a subsequent meeting, renew the exemption).

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