CouncillorTravelPolicy
REMREFERENCE
POLICYTYPE Council: adopted by Council resolution
APPROVAL Council
DATEADOPTED
DIRECTORATE Corporate and Commercial Services
POLICYOWNER Manager Governance
NEXTREVIEW April2030
REVISIONRECORD VERSION
March 2026 1.0
1. Purpose
REVISIONDESCRIPTION
Initial policy
The purpose of this policy is to establish a governance, probity and accountability framework for authorised travel undertaken by Councillors whilst performing the role of a Councillor. It ensures such travel:
Aligns with the functions, duties and conduct obligations of Councillors under the Local Government Act 2020
Delivers a clear public benefit and measurable outcomes for the municipality.
For interstate and international travel, is approved through a transparent Council resolution and administered consistently with Councilpolicies and frameworks.
Manages risk, safety, and cost effectively, includingDepartment of Foreign Affairs and Trade (DFAT) advisory considerations, insurance, data security, and international roaming controls.
2. Scope
This policy applies to:
Authorised travel for all Councillors, including the Mayor and Deputy Mayor, when travelling in connection with official Councilpurposes.
Attendanceatconferences,delegations,training,ceremonies,SisterorFriendshipCity engagements or advocacy activities outside Victoria.
Councilofficers involved in planning, approvals, booking and acquittals. This Policy must be applied in conjunction with the adopted CouncilExpenses Policy and legislated requirements under the Local Government Act 2020
This policy does not apply to travel undertaken solely in a personal or private capacity, when the travel is not authorised and/or when the Councillor is not representing Council.
3. GovernancePrinciplesandCouncilPlanAlignment
3.1. GovernancePrinciples
ACouncilmust,intheperformanceofitsrole,giveeffecttotheoverarchinggovernance principles (Local Government Act 2020 (Act) s9).In accordancewiththeAct, thisPolicy aligns with the following governance principle/s:
Principle (a) Councildecisions are to be made and actions taken in accordance with the relevant law;
Principle (i) the transparency of Council decisions, actions and information is to be ensured.
3.2. CouncilPlanAlignment
Strategic Outcome 4: Council Performance and Leadership – A forward-thinking and responsive councilthat values community input, committed to optimising services, ensuring robust governance and making sustainabledecisions.
4. Policy
4.1. Principles
4.1.1. Travel that is funded by Council must deliver clear outcomes that advance Council’s adopted strategies, policies and services with a demonstratable community benefit.
4.1.2. Councillors must act within their statutory role, as defined in the Local Government Act 2020. Councillors participate in the decision making of the Council during Council Meetings but do not have individual decision-making power and cannot commit Council funds or commit Council to agreements or contracts outside the context of a Council Meeting.
The Mayor’s civic leadership role does not create additional decision-making authority.
4.1.3. All arrangements for travel that is funded by Council must be reasonable, prudent and transparent and made in accordance with Council’s policies and protocols.
4.1.4. Travel to interstate and international destinations must be endorsed by resolution of Council and consideration given to an accompanying executive officer. Determination on the accompanying executive officer will be made by the CEO.
4.1.5. Logisticalarrangements,suchasaccommodationandflightbookings,aretobe bookedbyofficersinaccordancewithCouncil’spoliciesandprotocolstoensure consistency, value for money and auditability.
4.1.6. Councilfundedtravelmustbeundertakeninawaythatavoidsrealorperceived conflicts of interest.
In line with the Council Expenses Policy, loyalty points must not be sought or applied for when undertaking Councilfunded travel (e.g. frequent flyer points).
4.1.7. The purpose of travel to Sister and Friendship cities must align with Council’s Sister and Friendship City Framework.
4.2. Eligibility,ApplicationRequirementsandApprovals
4.2.1. A Councillor may make a request to undertake interstate or international travel for official purposes that directly relate to the adopted Council and Wellbeing Plan, strategic priorities, Sister and Friendship City relations, advocacy or skills development relevant to their role and functions as a Councillor. Any such request will be considered by Council in accordance with the following provisions.
4.2.2. A Councillor travel proposal must be submitted to the Chief Executive Officer and must include:
Purpose and alignment to the Counciland Wellbeing Plan, Sisterand Friendship City Framework or Professional Development Plan
Destination(s), dates, draft itinerary
Host/organiser details
Estimated costs (airfares, accommodation, registration, other transport)
DFAT advisory reference
Expected benefits andmeasurable outcomes
Conflict of interest declaration
4.2.3. The application for interstate or international travel should be presented at the nextavailable CouncilMeetingforendorsementand should includeinformation such as outlined in Section 4.2.2.
4.2.4. UrgenttravelthatmustbeundertakenbeforethenextavailableCouncilMeeting may be approved by the CEO. The travel must then be presented to Council at the next available CouncilMeeting for ratification.
4.2.5. Requests for Council funded travel and accommodation within Victoria will be assessed in accordance with the Council Expense Policy.
4.3. Risk,Safety&DFATAdvisories
4.3.1. Travel advice regarding any risks or safety considerations must be obtained priortoarequestforinternationaltravelbeingpresentedtoCouncilfordecision. Refer to DFAT: Smartraveller website (smartraveller.gov.au)
4.3.2. International travelwillnotproceedwhere DFAT Smartraveller advises“Donot Travel”
4.3.3. Where DFAT advises “Reconsideryourneed totravel”, the proposed travel should be reconsidered. On consideration by the CEO, if it is determined the travel is necessary, a tailored risk plan and CEO endorsement are required before the matter is presented to Council for decision.
4.3.4. The relevant Councillor is responsible for completing the following steps and must be completed prior to undertaking international travel:
Finalised itinerary to be provided to CEO
Emergency contact information to be provided to CEO
Data security precautions to be understood and strictly followed
Required visas and vaccinations are the responsibility of the relevant Councillor
4.4. AirFares
4.4.1. Onlystandardeconomyflightsmaybepurchasedforinterstateandinternational flights.
4.4.2. Best fare of the day shouldbe considered in the first instance.
4.5.
Accommodation
4.5.1. In-line the Council Expenses Policy, where overnight accommodation is required, the Director Corporate and Commercial Services or delegate, or as determined by Council, will arrange booking and payment for a Councillor’s accommodation at the conference hotel (or appropriate nearby venue, in accordance with Council’s Procurement Policy, if the cost is less than that promoted by the conference organiser).
4.5.2. Noting the need for a careful approach in the use of public funds, the standard should not exceed 4-star accommodation. Although, 5-star accommodation may be permitted, if it is in-line with section 4.5.1.
4.5.3. Suitableaccommodation withinareasonabledistancefromthemainlocationof the applicable Councilbusiness should be considered.
4.5.4. BookingsshouldbemadeinadvancebyCouncilofficersandshouldbepaidfor with Council credit card or EFT, where possible.
4.5.5. Cancellation policies should be considered when finalising accommodation bookings. Any cancellations must be made as soon as possible.
4.6. GeneralExpenses
4.6.1. All claims for reimbursement of out-of-pocketexpenses formeals, any required transport or other necessities, related to the authorised travel, must be substantiated by the production of tax invoice.
4.6.2. All claims for reimbursement with be processed in accordance with the Council Expenses Policy.
4.7.
TravelInsurance
4.7.1. Council’s travel insurance only provides coverage whilst a Covered Person, including any accompanying spouse/partner, is on a journey, being Council authorised travel.
4.7.2. Council’s travel insurance coverage does not include any components of travel that are not authorised by Council, i.e. any personal or private travel arranged by the Councillor.
4.8. Technology,DataSecurity&InternationalRoaming CouncilDevices
4.8.1. Councillors may take their primary device overseas. However, subject to a risk assessmentontheoverseas destination,itwillbedeterminedbytheCEO ifthe primary device is permitted, or a supplementary device is required.
4.8.2. In accordance with Council’s IT Policy (section 6.2.14), when travelling overseas, global roaming functionality is turned off on the Councillor’s primary device by default.
4.8.3. Access to Council systems from overseas locations is blocked and not permitted.
4.8.4. Council will not meet or reimburse the cost of private interstate calls and international use of mobile devices unless a prior arrangement has been made with the Mayor and Director Corporate and Commercial Services, or as determined by Council.
4.8.5. Any use of Council supplied communications equipment may be monitored or recorded, read, copied and disclosed in accordance with applicable laws, regulations and policies.
Exceptions
4.8.6. WhereaCouncilapprovedmobilephonedevicehasbeenprovided,exceptions to Council system access and global roaming functionality may be considered with prior approval from the CEO, in consultation with IT.
Additional
Requirements (where an exception is approved)
4.8.7. Internationalroaming(includingcalls,SMS,anddata)isnotenabledonCouncilissued devices and will only be enabled where there is a clear business requirement.
4.8.8. Councillors must minimise data usage costs by using trusted Wi-Fi networks, where available. Use of public or unsecured Wi-Fi is not permitted.
4.8.9. Any access to Council systems must only bevia approved secure methods.
4.8.10. Councildevicesmustbekeptsecureatalltimesandmustnotbeleftunattended in public places.
4.8.11. Any loss or theft of a Council device must be reported to IT immediately.
4.8.12. In accordance with Council’s Workplace Surveillance Policy, use of Council devices may be monitored to ensure the security and protection of Council’s data and ICT systems.
4.8.13. IT may restrict or disable access to Council systems or services from overseas locations based on security risk.
4.9. Representation&Protocol
4.9.1. When travelling on official Council business, Councillors represent Council collectively. Any public statements must be consistent with adopted Council positions and in accordance with the Communications Policy.
4.10. RoleLimitations
4.10.1. Mayor and Councillors must not:
Purport to negotiate or enter into any agreement, contract, MOU, or purport to make binding any commitment on behalf of Council.
Offer or accept any gifts or benefits inconsistent with the Councillor Gift Policy, Councillor Offering of Gifts and Donations Protocol, Conflict of Interest Policy or Model Councillor Code of Conduct.
Direct staff of any other government or entity, or purport to commitCouncil resources beyond what has been endorsed by Council.
4.10.2. Any request ofcommitmentmustbereferredto theCEOforappropriateaction.
4.11. Meetings&Advocacy
4.11.1. Any advocacy must align with adopted Council strategies.
4.11.2. Briefingnoteswillbepreparedbyofficers.Keyoutcomesandactionsshouldbe recorded by the Councillor for inclusion in the post-travel report.
4.12. ParticipationinscheduledCouncilMeetingsandBriefingswhileoverseas
4.12.1. A Councillor may only participate in any scheduled Council Meetings or Briefings while overseas using the international roaming service and in compliance with relevant guidelines and must not use local public Wi-Fi.
4.12.2. The Councillor must be in a secure location, such as a hotel room or private room, not in an open environment, such as a hotel lobby or public space.
4.13. Personal/Privatearrangements
4.13.1. Councillors may undertake personal activities and travel arrangements during their Council endorsed travel at their own expense and at their own arrangement.
4.13.2. Council will not pay additional costs arising from personal activities (eg. fare differences, additional accommodation needs, personal insurance).
4.13.3. Bookings made by officers willonly cover official Councilrelated activities.
4.14. AccompanyingPersons
4.14.1. Travelcosts,includingmealsandincidentals,foraccompanyingpersonswillnot be covered by Council.
4.14.2. Accompanying persons may not attend officially scheduled meetings.
4.14.3. Accompanying persons may attend ceremonial functions, where appropriate (eg. where other accompanying persons are also in attendance with delegates from other agencies or organisations).
4.14.4. In accordance with the Council Expenses Policy:
Council will not generally meet or reimburse any of the costs associated with the attendance of a partner at seminars or conferences (i.e. registration fees, entry fees, meals and other necessary associated out of pocket expenses). Such costs must be met by the Councillor.
Payment or reimbursement of expenses associated with the attendance of a Councillor’s partner at a civic function or event is subject to prior approval by the CEO and/or Mayor, or as determined by Council.
Matters relevant to the approval of a payment or reimbursement of the costs associated with the attendance of a Councillor partner include:
o the additional cost to Council through the attendance of the partner and
o the availability of funds in the relevant budget;
o whether there is an expectation or agreement for partners to attend (for example, if other attendees are generally accompanied, or if the partner is specifically included in the invitation); and
o equity amongst all Councillors or Delegated Committee members
4.15. Reporting
4.15.1. As per the Council Expenses Policy, after attending a conference, seminar, event or training course, a Councillor will provide a verbal report or written summary to Council via a Delegates’ Report to Council, which outlines the purpose of the conference, learning outcomes and matters of relevance to the Frankston municipality.
4.15.2. The post-travel Delegates Report to Council does not commit Council to implementing any of the reported outcomes or benefits.
4.15.3. All Councillor travelwill be recorded in the Travel Register and be published on Council’s website and Transparency Hub, in accordance with Council’s Public Transparency Policy.
5. RolesandResponsibilities
Role Responsibility
Mayor and Councillors Responsible for:
Initiating formal requests for travel, ensuring alignment to the Council&WellbeingPlan,SisterandFriendshipCityFramework or their Professional Development Plan
Declaring any conflict of interest with the requested travel
Complying with theirroleas aCouncillor,asdefined inthe Local Government Act 2020
Complying with data security and international roaming requirements and guidelines
Ensuring required documentation is current, including holding a valid passport and relevant travel visa
Providing a post-travel Delegates report to Council
Mayor Responsible for:
Providing civic leadership on delegations
Ensuring representation is consistent with adopted positions
Not making decisions or entering into agreements on behalf of Council, where Council endorsement has not been previously provided
Chief Executive Officer Responsible for:
Assessing interstate and international travel requests
Ensuring relevant frameworks and risk controls are in place
Approving urgent interstate travel, where required
Ensuring adherence to this policy
Manager Governance Responsible for:
Providing travel application assessment advice with respect to travel for training and development purposes
Providing oversight and advice on the implementation of this policy
EnsuringthetravelregisterisavailableonCouncil’swebsiteand Transparency Hub on a quarterly basis
Review this policy
Manager Business & Information Technology
Responsible for:
Providing a secured mobile phone device to the Councillor travelling overseas, where required
Ensuring data/roaming and security arrangements are established
Manager Community Relations Responsible for:
Providing travel application assessment advice with respect to sister and friendship city travel requests
Coordination of Sister and Friendship City visits and itinerary, including liaising with respective Sister and Friendship City departments
Providing consulate and emergency information of the visiting town/country
Providing notification to DFAT on relevant international travel
Preparation of briefing materials for advocacy and Sister and Friendship City related engagements
Councillors Office
Responsible for:
ProvidingadministrativesupporttotheMayorandCouncillors,in accordance with this policy
Booking flights and accommodation for approved and endorsed travel
Preparing and issuing travel packs, including finalised itinerary
6. Policynon-compliance
Non-compliancewiththisPolicymayresultinnon-reimbursementofexpenses,requirementto repay associated costs, a formal Council resolution response or referral under the Model Councillor Code of Conduct. Non-compliance with data security requirements may result in databreachesimpactingCouncil’sITsystems.Suchbreachesmayimpactthedailyfunctioning of Council operations, impact the privacy of individuals and incur financial penalties and reputational harm for Councillors and/or Council
7. Definitions
Term Definition
Accompanying person
Authorised travel
Means a partner/spouse and/or dependent child(ren)
Means travel within Victoria that has been authorised by the CEO or delegate and interstate and international travel that has been endorsed by resolution of Council.
Covered person As defined in Council’s Insurance Policy and as it applies to this Policy, includes the Mayor, elected members, Councillors and their accompanying persons.
DFAT Means Department of Foreign Affairs and Trade
EFT Means Electronic Funds Transfer
International
Roaming Controls
Meanstherules,systemsettingsandapprovalprocessesthatgovern how devices (such as mobile phones and laptops) and data services while travelling overseas.
Journey As defined in Council’sInsurance Policy,means a tripundertaken on the business of the Policy holder and/or authorised by the Policy holder provided such travel involves a destination fifty (5) kilometres or more from the Covered Person’s home or normal place of business.
Cover shall commence from the time a Covered Person leaves their homeor normalplaceof business, whicheveris leftlastand continue on a fulltime twenty-four (24) hour basis until the Covered Person returns to their Home of normal place of business, whichever occurs first.
The maximum duration of any one (1) trip is 180 days.
Journey does not include normal commuting between the Covered Person’s Home and normal place of business.
Primary device
Post-travel
Delegates report
Public Wi-Fi
Reasonable
Means the main device (mobile phone, iPad or laptop) that has been issued to the individual Councillor at the commencement of the Council term to use in the performance of their Councillor role and function.
Means a Delegates report from the travelling Councillor/s that is tabled at a Council Meeting, summarising the outcomes, learnings, benefits and final costs associated with the travel taken.
Means free or paid internet accessprovided in publicareas, such as, butnotlimitedto,hotels,airports,cafesandlibraries.Thesenetworks are usually unsecured and unencrypted, making them a high risk for sensitive activities. Data sent over these networks can easily be intercepted.
Means an amount and nature that is consistent with public expectations. When determining whether a cost is reasonable,
Sister and Friendship City Framework
relevant factors will include whether the cost is necessary, costconscious and capable of withstanding public scrutiny.
Means a document that provides a clear, consistent and strategic approach of how Council establishes, manages, reviews and exits current and future Sister and Friendship city relationships.
Statutory role Means the role and performance of the Mayor or Councillor, as defined in the Local Government Act 2020.
Third-Party support Means funding or in-kind benefits from external organisations (eg conference hosts), subject to conflict of interest assessment and approval.
Value for money Means a justified balance of cost, quality, safety and results in achieving Council objectives.
8. Relateddocuments
8.1. Legislation
Local Government Act 2020
Privacy and Data Protection Act 2014, and associated Victorian Protective Data Security Standards
8.2. InternalDocuments
Communication Policy
Conflict of Interest Policy
Counciland Wellbeing Plan
CouncilExpenses Policy
Councillor Offering of Gifts and Donations Protocol
Councillor Gift Policy
IT Policies
Model Councillor Code of Conduct
Privacy Policy
Procurement Policy
Public Transparency Policy
Sister and Friendship City Framework
Workplace Surveillance Policy
8.3. OtherDocumentsandresources
DFAT SmartTraveller (smartraveller.gov.au)
9. ImplementationofthePolicy
This Policy will be provided on the Councillor Portal, Intranet and Council’s website.