Agenda item

Summary

At the 16 May 2012 meeting of Council, members consider a report which proposed that the Chairman of the Council be paid an allowance. Council resolved to request the Resources and Performance Scrutiny Board to review the proposal and make recommendations to the July meeting of Council. 

The Board considered the proposal at their 12 June 2012 meeting and agreed that, in principle, an allowance should be paid to the Council Chairman but resolved to defer framing recommendations to Council to enable further consideration of the matter with supplementary information.

The Democratic and Elections Manager will be present at the meeting to answer any specific questions. A supplementary briefing pack will be circulated to Members under separate cover.

Recommendation

The Resources and Performance Scrutiny Board is recommended to consider the information and to frame appropriate recommendations to Council.

The Chairman began by providing an overview of the consideration that had been given to the proposal to pay an allowance to the Chairman of the Council at the 12 June 2012 Resources and Performance Scrutiny Board meeting.

At this meeting, the Board had agreed, in principle that an allowance should be paid to the Council Chairman as this would help ensure no Member felt precluded from accepting the position of honour due to concerns about potential personal financial cost. Members also agreed that it was extremely important that a Scheme of Reference be developed to ensure transparency to the public about what was and was not covered by the allowance. The Scheme would also provide clarity for the Council Chairman.

At the Board’s request, consideration of the content of the Scheme of Reference had been deferred to this meeting to enable consideration of supplementary information including feedback from former Council Chairmen, detailed information from neighbouring authorities detailing their provisions for Chairman’s allowances and civic budgets and a draft Council Chairman Scheme of Reference.

In considering what the Chairman’s allowance should cover, Members agreed that it should cover the expenses of office, e.g. clothing; subsistence; sundry donations including collections and raffle tickets; drinks at official events.

The Board noted that in addition to the allowance, there was also a Chairman’s budget, the purpose of which was to support the following activities as Chairman (within the available budget as set annually) with certain caveats, in particular in relation to travel arrangements and the purchase of tickets for events:

• Mileage for attendance at official events to which the Chairman has been invited in his/her official capacity as Chairman of the Council (any queries as to what constitutes an official event are to be determined by the Head of Law and Governance)
  • Claims are to be submitted on the Chairman’s claim form within two months of the expense being incurred and paid at the standard rate for Members mileage.
• Tickets for the Chairman and consort to attend events within the United Kingdom to which the Chairman has been invited in his/her official capacity as Chairman of Cherwell District Council
  • The Chairman’s Personal Assistant is authorised to purchase tickets to events to the value of £50 per ticket. The purchase of tickets for events costing more than £50 must be authorised by the Head of Law and Governance.
• Travel (e.g. train/taxi) within the United Kingdom for attendance of the Chairman and Consort in his/her official capacity as Chairman of Cherwell District Council.
  • The Chairman’s PA will be responsible for making travel arrangements.
  • If the Chairman arranges his/her own travel, this will come out of the Chairman’s allowance. However, in exceptional circumstances at the discretion of the Head of Law and Governance, the Chairman may submit and receive payment for a travel claim.
  • Any requests not included in this Scheme of Reference for the official representation of the Chairman of Cherwell District Council (and his/her consort), including attendance at any events outside the United Kingdom should be submitted to the Executive for consideration and approval
• Arranging events for the Chairman
  • The Chairman’s Personal Assistant will be responsible for arranging events in consultation with the Chairman and the Head of Law and Governance.
• Associated expenditure for Annual Council
• Training
• Gifts at the end of the Chairman’s term of office
• Refreshments for events hosted by the Chairman
• Maintenance of the Chairman’s Chain

Having considered the items that should be covered by the Chairman’s allowance and those by the Chairman’s budget, the Board concluded to recommend to Council that an allowance of £2000 per year of office be paid to the Chairman and that it be paid annually as a lump sum upon appointment as Chairman. This was to cover initial expenditure anticipated upon taking officer.

The Board agreed that it was important that the Scheme of Reference included a provision should the Chairman of the Council cease to hold office during their term of appointment. Members considered that the Head of Law and Governance will be responsible for determining the appropriate consequential arrangements in light of the circumstances.

As part of the review, the Board also considered the budget provision and arrangements for the Chairman’s/Civic budget and agreed that officers be requested to review the Chairman's budget so that it is aligned with the municipal year.

Resolved

(1)               That authority be delegated to the Head of Law and Governance, in consultation with the Chairman of the Resources and Performance Scrutiny Board, to finalise the Chairman’s Allowance Scheme of Reference to reflect the decisions of the Board prior to submission to Council.

(2)               That Council be recommended to agree:

(1)               That an allowance of £2000 be paid to the Chairman of Cherwell District Council for the municipal year 2012/13 with immediate effect.

(2)               That a scheme of reference for the Chairman's allowance be adopted.

(3)               That officers be requested to review the Chairman's budget operating period so that it is aligned in terms of with the municipal year as opposed to the financial year.

(Councillor Lawrie Stratford requested that his abstention from the vote be recorded)