Issue - meetings

To consider the report of the Independent Members Remuneration Panel, (copy enclosed).

The Committee considered the report of the Independent Members Remuneration Panel (IMRP) seeking Members’ consideration of its recommendations following meetings held in November 2018.

It was reported that the IMRP had met three times in November 2018 to consider the introduction of a Members’ Mileage and Expenses Policy along with the level of allowance currently paid as a Special Responsibility Allowance to Area Planning Committee Chairman.  The recommendations of the IMRP to introduce a Members’ Mileage and Expenses Policy and a reduction to the allowance current paid to Area Planning Committee Chairman were set out in Appendix A to the report and the Minutes of its first meeting at Appendix B. 

Councillor A S Fluker declared in the interest of openness and transparency an interest in this item of business.

Councillor Fluker proposed that an additional recommendation be added to recommend that Members could not spend more than the allowance currently offered to Offers as a form of subsistence.  This proposal was duly seconded. 

In response to a number of questions the following information was provided by the Director of Resources:

·                    guidance was issued to all new Members of the Council and the rules in respect of mileage claiming were clearly set out on the mileage claim forms. 

·                    Mileage was not allowed to be claimed for attendance at Party Conferences;

·                    Reference within Appendix A to a single Area Planning Committee was observations of the IMRP and not the Council.  No amendment could therefore be made to this document, it was however noted that the Council had previously considered the introduction of a single Area Planning Committee and agreed not to revisit this matter for a number of years.

·                    Officers would look into alternative means of Members signing in and out when attending the Council Offices.

·                    A new app was currently being tested which sat on stop of the Sage finance system and would allow a user to make mileage and expenses claims via a mobile phone, including attaching a photograph of a receipt.

Councillor Fluker clarified his earlier proposition that the new Members’ Mileage and Expenses Policy should reflect the policy currently applicable to Officers.  This was duly agreed.

RECOMMENDED

(i)                 That a Members’ Mileage and Expenses Policy be introduced reflecting the policy currently applicable to Officers;

(ii)               That the allowance currently paid to Area Planning Committee Chairmen be reduced to 50% of the existing rate.