Professional Documents
Culture Documents
1. PURPOSE
The purpose of policy documents is to enable the effective and efficient management of
council resources and to assist staff and Council achieve an equitable decision making
process. Policies are defined as “a general guideline to regulate the organisation’s actions
and conduct and to provide philosophical standard or criterion to help users exercise good
judgement and discretion in the management of daily affairs”. Written policies also enable
the community to be aware of the reasoning behind administrative and council decisions
and to be familiar with the philosophy behind individual decisions.
Policies evolve as issues come before Council and should continue to evolve through a
process of review and refinement. For this reason, it is important that a review process is in
place.
Council adopted policies forms part of the Council’s public documentation and is available to
the public on Council’s website and for public inspection during office hours at the council
offices on request.
2. SCOPE
This policy applies to all Moyne Shire Councillors, employees and members of Council
Committees.
3. DEFINITIONS
Procedures: Procedures are more stringent rules for action. Procedures define the
specific rules, steps or actions required to apply or implement a Council or
Management Policy. Procedures will define management directives or
rules, inputs, responsibilities, tasks to be completed, outputs and other
elements necessary for the understanding and performance of a process.
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4. POLICY
Develop a holistic policy review process and framework which logically accommodates
all of Council adopted policies to guide effective decision-making and service delivery.
Create a common, consistent and timely process for the development, review and
endorsement of Council policies which promotes alignment with the Council’s values.
Establish a common standard for the development and review of policies including the
collection of adequate information to support implementation and review.
Establish controls for the management and retention of the Council’s policies within the
Council’s electronic document management system (EDRMS)
Policy Framework
Are either required by legislation (e.g. Procurement Policy) or impact on the Community in
some way (e.g. Parking Controls). These policies often relate to the goods, services and
activities provided by Council.
Step 3 For all internal management policies and those requiring Council
adoption:-
Consultation
- Submit to relevant Manager for approval to seek
comment from Full Management Team (FMT) or
Executive Management Team (EMT)
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Step 4 The approval process is as follows: -
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All policies shall be presented in a standard format (template) and will include:
Policy Title and Policy Number (unique identifier)
Approver and approval date
Review date
External References
Version control
Purpose (statement of the broad principle of the policy)
Scope (to who and/or what does the policy apply)
Definitions (may be necessary when content of policy requires further definition)
Policy (description, intent and objectives of the policy)
Quality Records (list of documentation and records to be completed to ensure
compliance with the policy
Attachments (guidelines, flowcharts, process maps etc.)
The CEO shall appoint a designated custodian of the Council’s policies. The role of the
designated custodian is to:
Ensure that agreed procedures are followed when policies are developed or reviewed;
and
Each Council policy shall have a designated date for formal review. All policies shall be
reviewed at least four-yearly as part of the policy review four year rolling program.
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5. QUALITY RECORDS
6. ATTACHMENTS
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Council Policy Review Process
Council Officer Relevant Manager
Policy Review
Research
Review legislation
Review existing
policies
Review best practice
Consult with other
work groups that may
Review policy
be affected
Please note
HR policies are to be
submitted to FMT and
Draft the Staff Consultative Is the policy a
document Committee Council – public –
OH&S policies are to policy?
be submitted to the
OH&S Committee for
Yes No
endorsement and to
Submit to relevant FMT for approval
Submit to
Manager to seek Submit to
EMT or FMT
comment from FMT FMT with
according to
or EMT accompanying
schedule with
report for
accompanying
adoption
report
Promulgate
policy
Is the policy Is the policy
No No
endorsed? adoped?
Conduct Yes
No
Yes
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