The activities associated with managing and supporting councillors.
See relevant function/activity for records created or received by councillors in an official capacity, in the course of undertaking business on council's behalf or in relation to their role as councillors.
| No | Description of records | Disposal action |
|---|
| 8.1 | Key records of elected Councillors. Includes: - summary records of disclosures of interests, e.g. pecuniary interests and benefits, voting on planning matters, campaign donations etc.
- the dismissal of whole Councils and the appointment of administrators
- the dismissal, censure and/or suspension of individual councillors
- allegations of fraud, corruption or misconduct made against individual councillors
- delegations for members of governing bodies or their sub-committees to enter into agreements or arrangements that bind the organisation, including ministerial delegations.
- transcripts of final versions of addresses, speeches or papers delivered by councillors at significant occasions or public events
- the design of the chains of office, crest/logo, coat of arms, Mayoral robes, official presentation items and the flag.
| Required as State archives |
| 8.2 | Records of disclosures, conditions, entitlements, allowances, leave, fees and facilities provided to councillors. Records include: - declarations and disclosures of pecuniary interest and benefits
- delegations that do not involve entering into agreements or arrangements that bind the organisation.
- attendance and leave records
- signed codes of conduct and oaths of allegiance
- travel expenses
- expenses returns and fees.
| Retain minimum of 10 years after term of office ceases, then destroy |
| 8.3 | Records relating to councillor representation on external committees or organisations. Records include nominations and appointment, minutes, agendas etc. | Retain minimum of 5 years after representation ceases, then destroy |
| 8.4 | Records relating to the routine management of Councillors. Includes: - submissions and determinations of categories and amounts of fees to be paid to councillors and Mayors received from remuneration tribunals
- visits made by councillors to other organisations (accepted and declined)
- arrangements for travel, training courses, workshops, seminars or conferences
- declined requests for councillor representation on external committees or organisations
- the election of Lord Mayor, Mayor or deputy mayor by Councillors.
- transcripts of addresses, speeches or papers delivered by Councillors at routine occasions
- background research, drafts, and audio visual recordings of all speeches
- career summaries and information.
| Retain until administrative or reference use ceases, then destroy |
