Agenda item

The Board considered the report from the Governance, Audit and Finance Scrutiny Panel setting out its findings and recommendations following a scrutiny review of the Councillor Allowances Scheme.

The Panel noted the following amendments to the report

Paragraph 11.3(b) to be amended to read:

“(b)        a modernisation allowance of £461 be created to meet a number of expenses, including council related telephone calls both land line and mobile, line rental costs, IT and internet access”

Paragraph 14.12 be amended to read:

“The Panel recommends that the Chairman of the Joint Human Resources Committee’s SRA is 25% of the recommended SRA for the Leader, which equates to £3643”

(changes shown in italics)

The Chairman thanked members of the Panel and the officers who supported the Panel for all of their work. He, in particular, praised the Panel for developing a scheme and processes which were based on evidence and a transparent and logical construct that was understandable and justifiable, both in in the short and the long term.

RESOLVED that

(1)             The Council be RECOMMENDED to:

              (a)          approve the following scheme from 1 October 2018:

                            A Councillor may only receive 1 SRA at a time. No more than 50% of the number of Councillors can receive an SRA

                            Joint HR Committee Chairman and Vice Chairman rotates annually with EHDC.

                            *Leaders of any political group, other than the ruling group, comprising two or more members to receive a Special Responsibility Allowance based upon the following formula:

                            Band A            2-5 Members           £911

                            Band B            6-10 Members         £1822

                            Band C            11-15 Members      £2732

                            Band D            16+ Members          £3643

                            From 2020/21 the Basic Allowance be increased in line with any NJC increase as agreed each year from 1 April 2020/21.

                            Future changes to the Special Responsibility Allowances (SRAs) or proposed new SRAs to be submitted to the Governance, Audit and Finance Board for evaluation before being introduced. 

                            Additional allowances

                            A Modernisation Allowance of £461 (currently included in the Basic Allowance) be created to meet a number of expenses, including council related telephone calls both land line and mobile, line rental costs, IT and internet access.

                            This allowance to be paid automatically from 1 October 2018 at £38 per month from 1 October 2018.

                            Mileage: To be maintained in line with the HMRC rate, currently 45p per mile. Passenger and cycle rates set at 5p per passenger and 20p per mile respectively. Claims to be made within six months of the date of travel. Claims may only be made to cover travelling costs incurred whilst carrying out approved council duties as a councillor. This does not include ward business or political activities, such as attending group meetings.

                            Taxi/Rail: There is a presumption in the scheme that, where practicable, councillors will pre-book rail journeys for council business via the council. Where this is not practicable, then a valid receipt/train ticket must be presented, along with reason for that journey.

                            Child care: up to £8.75 per hour.

                            Dependent relative care: up to the hourly rate for approved care providers within Hampshire County Council (currently £14.20 in 2015).

                            Claims for carers allowances must be accompanied with a receipt stating the date, hours worked and cost. Claims may only be made to cover the carer costs incurred whilst carrying out approved council duties as a councillor, such as attending council meetings.

                            Subsistence (meal) allowances: The council does not make subsistence allowances available for approved duties within the district. Maximum claims for meals to be maintained in line with the rates that can be claimed by officers, currently (2015):

·            Breakfast = £5.73

·            Lunch = £7.92

·            Meal = £9.80

                            There is a presumption in the subsistence scheme that, where practicable, councillors will pre-book meals and accommodation through the council. Where this is not practicable, then the above subsistence rates are the maximum reimbursements, up to a maximum of £43 per day, including incidental subsistence costs.

              (b)          agree that the Panel’s reports and findings be submitted as evidence to the next Independent Remuneration Panel.

(2)             The Governance, Audit and Finance Scrutiny Panel be requested to undertake a review into the Leader’s Allowance, including the budgetary implications of any changes to this allowance.