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TEWKESBURY BOROUGH COUNCIL

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					                    TEWKESBURY BOROUGH COUNCIL

      REPORT AND RECOMMENDATIONS OF THE INDEPENDENT
       REMUNERATION PANEL ON MEMBERS’ ALLOWANCES

1.    INTRODUCTION

1.1   The Local Authorities (Members‟ Allowances) (England) Regulations 2003, require
      all Local Authorities to establish an Independent Remuneration Panel to review
      the allowances payable to Councillors. In deciding the level of allowances paid to
      Councillors, the Council must have regard to the recommendations of the
      Independent Review Panel.

1.2   The current Tewkesbury Borough Council Members Allowances Scheme expires
      on 6th May 2008 and a new Scheme must be agreed to take effect on
      7th May 2008.

2.    THE PANEL

2.1   For the purpose of this review the Panel comprised:

      Mr Paul Johnstone (Chairman)          Director of Operations, RR Donnelly Global
                                            Document Solutions and Panel Member for
                                            Cheltenham Borough Council Independent
                                            Remuneration Panel

      Ms Sarah Robinson (Vice-              Assistant Director, Gloucestershire PCT and
      Chairman)                             Panel Member for Cheltenham Borough
                                            Council Independent Remuneration Panel

      Mr Arthur Firkins                     Accountant

      Mr David Hunt                         Chairman, Equinox

3.    TERMS OF REFERENCE

3.1   The Panel‟s Terms of Reference were as follows:

      To make recommendations to full Council on the appropriate level and nature of
      allowances payable to Tewkesbury Borough Councillors under the Scheme of
      Allowances for implementation in May 2008 which:-

         a. conform to the requirements of the Local Authorities (Members‟
            Allowances) (England) Regulations 2003
         b. recognise the duties and levels of responsibility which fall upon Members
         c. are clear, unambiguous, easy to administer, explain and justify to the local
            community




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      The recommendations will cover:-

         a.   the Basic Allowance
         b.   the payment of Special Responsibility Allowances
         c.   Travel Allowances
         d.   Subsistence Allowances
         e.   Dependant Carers‟ Allowances
         f.   pensions
         g.   suspension of Allowances
         h.   duration of Scheme

4.    WORK OF THE PANEL

4.1   The Panel was provided with the documents set out in the Schedule at
      Appendix 1

4.2   The Panel met on 7 occasions and had discussions with the Leader, Deputy
      Leader, the Mayor, the Chief Executive, the Chairmen of the Planning, Audit and
      Licensing Committees and six other Members of the Council

4.3   The Panel composed a questionnaire which was sent to all 38 Members of the
      Council. 16 responses were received and a copy of the questionnaire and
      summary of responses is attached at Appendix 2.

4.4   Administrative support was provided by the Head of Democratic Services and
      financial advice by the Head of Central Resources

4.5   The Panel paid particular regard to the Council‟s revised political structure based
      on an Executive and Scrutiny Model with Lead Members being responsible for
      particular portfolios

4.6   It was the Panel‟s view that the Council‟s current Scheme of Allowances did not fit
      with the Council‟s new structure. The current Scheme was based on collective
      responsibility under a traditional Committee structure with Special Responsibility
      Allowances only payable to the Mayor and Deputy Mayor. The new structure
      identified Lead Members to take responsibility for specific functions of the Council
      and any new proposals, in the view of the Panel, needed to reflect this and
      particularly the extra responsibilities of the Leader of the Council and the Lead
      Members.

5.    BASIC ALLOWANCE

5.1   The statutory guidance on the Regulations for Local Authority Allowances
      suggests that, in fixing the Basic Allowance regard could be had to local wage
      rates. On this basis the Panel used the Median gross annual earnings in the
      South West which equated to a figure of £22,042

5.2   From the survey conducted the number of hours spent on Council business
      ranged from 5-35 hours per week. Similar figures were provided during the
      interviews but it was apparent that some of this work would be more appropriately
      covered by Special Responsibility Allowances, some of the work related to Parish
      matters and some related to matters which Members became involved in by virtue
      of living in the area rather than being directly linked to work as a Borough
      Councillor


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5.3   Having taken this into consideration and based on available information the panel
      considered the average time spent which was directly attributable to Council
      duties during a week was 15 hours.

5.4   The Panel did not consider that Councillors should be entitled to „holiday pay‟ and
      therefore the Basic Allowance has been determined on the basis of 46 weeks per
      annum (to reflect the Summer and Christmas breaks)

5.5   Consideration was then given as to whether the Allowance should be reduced to
      reflect the fact that the role of the Councillor should involve a voluntary element. In
      its guidance for Independent Panels in setting the Basic Allowance, the
      Government states that:

      “it is important that some element of the work of Members continues to be
      voluntary – that some hours are not remunerated”

5.6   The Panel concurred with this view and looked to the report from the Councillors
      Commission which suggested that the public service discount most often used
      was 33% or 1/3rd. On the basis of 15 hours per week this equated to 5 hours
      which was believed to be a reasonable amount of time comparable to someone
      who voluntarily gives up their own time to coach and train local sports teams or a
      brownie pack leader etc. Thus a Councillor working 5 days per week on Council
      business would give 1 hour per day on a voluntary basis

5.7   Based on all of the above the calculation for the Basic Allowance is:

      15/37 x £22,042 x 67% x 46/52 = £5,296

      Recommendation:

      That the Basic Allowance payable to all Councillors be £5,296

6.    SPECIAL RESPONSIBILITY ALLOWANCES

6.1   The Panel firstly considered which positions should be eligible to receive a Special
      Responsibility Allowance and after giving careful consideration to the revised
      structure determined as follows:

      Mayor
      Deputy Mayor
      Leader of the Council
      Deputy Leader of the Council
      Executive Committee Lead Members
      Chairman of Overview and Scrutiny Committee
      Chairman of Audit Committee
      Chairman of Planning Committee
      Chairman of Licensing Committee




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6.2   The Panel experienced some difficulty in deciding upon the level of Special
      Responsibility Allowances with a structure which was relatively new. However it
      was felt that the role of Leader would be the most demanding and that a similar
      methodology used for the Basic Allowance should be used to establish the level of
      Allowance payable. The Panel equated the role to that of a Senior Officer in Local
      Government and used the median gross weekly pay as stated by the Annual
      Hours and Earnings Survey for a Senior Official in Local Government which was
      £879.60 equating to £45,739.20 per annum. The Panel considered that a typical
      Leader of the Council would need to dedicate at least the equivalent of 2 working
      days to carry out the role effectively. This would be over and above the 15 hours
      spent carrying out their basic Councillor role. However the Panel also felt that this
      amount should be reduced by 25% to reflect the fact that workload under this new
      structure was as yet unknown and would develop over time.

6.3   Therefore the calculation is:

      15/37 x £45,739.20 x 46/52 = £16,403.35 – 25% = £12,302

      Recommendation:

      That the Leader of the Council should receive a Special Responsibility
      Allowance and that this sum should be £12,302

6.4   The Panel considered what, if any, payment should be made to the Deputy
      Leader of the Council. The Panel was mindful of the fact that the Deputy Leader
      would also be a Lead Member and was very strongly of the view that a Member
      should only receive one Special Responsibility Allowance. On this basis it was felt
      that no Special Responsibility Allowance should be paid for the Deputy Leader
      and that this position should be remunerated as a Lead Member. Should this
      situation change then a percentage of the Leader‟s Allowance should be paid to
      the Deputy in the region of 50%. Obviously the Panel would need to reconvene in
      these circumstances.

      Recommendation:

      That no Special Responsibility Allowance be payable to the Deputy Leader
      of the Council under the current arrangements

6.5   In considering a Special Responsibility Allowance for Lead Members the Panel
      looked at the role description and responsibilities of Lead Members and the Terms
      of Reference of the Executive Committee. On this basis an assessment was made
      of the hours, knowledge and responsibility required for this role in order to arrive
      at a calculation to be used for the payment of this role. The Panel decided to use
      the Basic Allowance without a voluntary reduction as the figure on which to base
      this payment. Weightings were then attached to the level of responsibility,
      knowledge and experience to give the following calculation:

      Hours x weighting for knowledge x weighting for responsibility x £7,173/100




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6.6   The weightings were established as follows:

      1 = low
      2 = medium
      3 = high
      4 = very high
      5 = extremely high

6.7   On this basis Lead Members were assessed as 3 for knowledge and 4 for
      responsibility. However the Panel took the same view as that for the Leader of the
      Council in that there should be a 25% reduction to reflect the recent introduction of
      this structure and in particular this role. Therefore for a Lead Member the
      calculation is:

      15 x 3 x 4 = 180% of £7,173 = £12,911 – 25% = £9,683

      Recommendation:

      That Lead Members should receive a Special Responsibility Allowance and
      that this sum should be £9,683

6.8   This formula was also used to calculate Special Responsibility Allowances for the
      Chairmen of Planning, Overview & Scrutiny, Licensing and Audit Committees as
      follows:

      Chairmen of Planning and Overview & Scrutiny Committees
      5 x 3 x 3 = 45% of £7,173 = £3,228

      It was not felt appropriate to apply a 25% reduction to these roles as it was felt
      that they were fairly well established under any structure although it was
      acknowledged that the role of Overview & Scrutiny may change significantly under
      the new structure and may need to be reviewed as the structure developed

      Chairman of Licensing Committee
      2 x 3 x 3 = 18% of £7,173 = £1,291

      Chairman of Audit Committee
      1 x 2 x 3 = 6% of £7,173 = £430

      Again a reduction was not felt appropriate on the same basis as above

      Recommendation:

      That the following Special Responsibility Allowances be payable:

      Chairman of Planning                    £3,228
      Chairman of Overview & Scrutiny         £3,228
      Chairman of Licensing                   £1,291
      Chairman of Audit                       £430




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6.9    In considering the Mayor and Deputy Mayor the Panel decided that these should
       be left as in the current Scheme on the basis that these roles should diminish in
       responsibility with a recognised Leader and Lead Members. Clearly this would
       require review as the new structure develops

       Recommendation:

       That the Mayor and Deputy Mayor receive a Special Responsibility
       Allowance of £1,500 and £750 respectively

6.10   The Panel was mindful of the fact that its proposals represented significant
       changes to the current arrangements in order to reflect the new political structure.
       The Panel also did not wish to spend time and effort on proposals which have no
       value to the Council. Therefore on this basis whilst not recommending an
       alternative the following options are included in the report to assist the Council in
       reaching a conclusion on the matter

       Option 1 = overall budget available for Members‟ Allowances apportioned across
       the Basic and Special Responsibility Allowances applying the percentages used
       for the recommendations above. For example the Basic Allowance represents
       1.76% of the budget required for the recommended Scheme. If this percentage is
       applied to the budget available for Members Allowances the Basic Allowance
       would equal £6,079. The Special Responsibility Allowances would be as follows:

       Leader                                  £14,120
       Lead Members                            £11,114
       Chairman of Planning                    £3,705
       Chairman of Overview & Scrutiny         £3,705
       Chairman of Audit                       £494
       Chairman of Licensing                   £1,482
       Mayor                                   £1,722
       Deputy Mayor                            £861

       Option 2 = Overall available budget with Special Responsibility Allowances
       remaining as recommended with the balance being used for the Basic Allowance.
       This would give a Basic Allowance of £6,450

6.11   A spreadsheet showing the financial consequences of the recommendations and
       Options 1 and 2 is attached at Appendix 3

6.12   The Panel was of the view that Councillors should be discouraged from chairing
       more than one Committee and receiving more than one Special Responsibility
       Allowance. The Panel believed that the time commitment required to successfully
       carry out those roles would be detrimental to the successful operation of the
       relevant Committee. Also this segregation of duties would promote wider
       participation in the management of the Council and its various Committees.

       Recommendation:

       Councillors who carry out more than one role which would attract a Special
       Responsibility Allowance are only entitled to claim the highest applicable
       Special Responsibility Allowance




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7.    CO-OPTEES ALLOWANCE

7.1   The Panel was advised that this Allowance covered payments to the two
      Independent members and the two Parish members on the Standards Committee.
      Currently an Allowance of £1,000 was available to these Members together with
      the payment of travelling at 0.40p per mile, which was the rate currently payable
      to Members of the Council.

7.2   The Panel was informed of the role of the Standards Committee and the need to
      encourage members of the public to come forward for appointment to this
      Committee as Independent members. Two Parish Council representatives were
      also on the Committee. Specific reference was made to the changes due to the
      ethical framework and in particular the local filter which would mean that
      complaints against Members currently made to the Standards Board for England
      would be referred locally for an initial review by the local Standards Committee.
      The implication of this change was that in addition to the scheduled meetings
      each year the Committee would need to meet as a Sub-Committee which would
      involve monthly meetings or even more frequently than this depending upon the
      number of complaints.

7.3   In view of the important contribution that the Standards Committee makes in
      maintaining ethical standards across the Council, the Panel felt that a Co-optees
      Allowance should continue to be paid to the Independent and Parish members on
      the Committee. It was felt that this gave a clear signal that their role, was valued
      and would assist in future recruitment programmes. The Panel did not however
      believe that the amount should be increased at this time but kept under review
      until the workload under the new filter arrangements could be better assessed. At
      this time particular attention would be paid to the role of the Chairman as it was
      now a statutory requirement that this role should be undertaken by an
      Independent Member.

      Recommendation:

      That the Independent and Parish Members of the Standards Committee
      receive a Co-optees Allowance of £1,000 to be kept under review and that
      travelling be paid at the rate set in the Scheme of Allowances

8.    INVITEES

8.1   The Panel considered whether payments should be made to invitees which
      generally tended to cover people invited to the Overview & Scrutiny Committee to
      represent special interest groups or give a specialist view on a topic that the
      Committee may be scrutinising. Although invitees may take part in debate they do
      not have any voting rights. Whilst the Panel acknowledged the contribution that
      invitees made it did not feel it appropriate to pay an Allowance for this role

      Recommendation:

      Invitees should not receive an Allowance but the Council should ensure that
      they are fully reimbursed for any travel expenses incurred in attending
      Committees




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9.     MEMBERS EQUIPMENT

9.1    The Panel was advised that Members were provided with the following
       equipment/facilities:

       Laptop
       Wireless connection at home
       Broadband connection and on-going charges
       Printer
       Ink cartridges
       Paper – 2 reams per year

       Currently there was no cash alternative available to Members who used their own
       IT equipment. Members opted for this route without compensation. The Panel did
       not feel that this was equitable and considered the following proposal as a cash
       alternative for the provision of IT equipment and facilities:
                                                Approx Cost          Monthly Allowance
       Laptop                                  £750 over 4 years            £15
       Wireless connection at home             £50                          £0
       Broadband connection and on-going charges                            £15
       Printer                                 £350                         £10
       Ink cartridges                          £15                          £3
       Paper – 2 reams per year                                             £2
                                                                            £45
                                               Tax                          £15
                                               Total                        £60

       If all 38 Councillors opted for a cash alternative the total cost would be £27,360

       Recommendation

       That a cash alternative of £60 per month be available to Members who opt to
       provide their own IT equipment subject to it being fit for purpose and the
       Member signing the Council’s IT Policy

10.    Travel Allowances

10.1   The Panel was advised of the following provisions contained within the existing
       scheme:-

       Payable for all Approved Duties

       Use of car or van                             40p per mile
       Motorcycle                                    24p per mile
       Bicycle                                       20p per mile
       Passenger Supplement Per Passenger            5p per mile

       Journeys exceeding 50 miles in total within Tewkesbury Borough
                                                    1p per mile thereafter

       Expenditure on tolls, parking fees etc to be reimbursed for approved duties upon
       the production of receipts




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10.2   The Panel discussed whether it would be appropriate for mileage undertaken
       within the Borough not to be eligible for the payment of an Allowance. However it
       was felt that this would not be appropriate in a rural area like Tewkesbury Borough
       Council. Nevertheless it was felt that the mileage rate should be the same as the
       essential user rates paid to staff for cars with engine sizes between 1000 to
       1199cc (currently 36.9 pence per mile) for all miles travelled on approved duties
       unless the journey exceeded 50 miles in total within Tewkesbury Borough in which
       case it would be 1p per mile thereafter. The Panel wished to encourage the
       reduction of carbon emissions and was therefore keen to support Allowances for
       the use of bicycles, public transport and the carrying of passengers

       Recommendation:

       That the following Travel Allowances be adopted:

       Payable for all Approved Duties

       Use of car or van                           36.9p per mile
       Motorcycle                                  24p per mile
       Bicycle                                     20p per mile
       Passenger Supplement Per Passenger          5p per mile

       Journeys exceeding 50 miles in total within Tewkesbury Borough
                                                1p per mile thereafter

       Public transport – actual expenditure incurred supported by receipts/tickets

       Expenditure on tolls, parking fees etc to be reimbursed for approved duties
       upon the production of receipts

       NB: Approved Duties are defined in Appendix 4

       In respect of mileage incurred in attending meetings of Outside Bodies
       claims for reimbursement should in the first instance be considered under
       any payment scheme operated by the Outside Body

11.    SUBSISTENCE ALLOWANCES

11.1   The current Scheme allows the following payments for approved duties taking
       place outside of the Council Offices:

        Breakfast           £4.48 (payable for absence from home of more than
                            4 hours before 11.00 a.m.)

        Lunch               £6.17 (payable for absence from home of more than
                            4 hours which includes the hours of 12.00 p.m. –
                            2.00 p.m.)

        Tea                 £2.43 (payable for absence from home of more than
                            4 hours which includes the period 3.00 p.m. – 5.00 p.m.)

        Evening Meal        £7.64 (payable for absence from home of more than
                            4 hours ending after 6.00 p.m.)



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       These are the maximum amounts payable and any claim will only be paid on the
       production of receipts.

11.2   It was the view of the Panel that Members should only receive Subsistence
       Allowances in limited circumstances. The Panel considered that attending a
       meeting outside of the offices was something that was part of a normal working
       day i.e. there was nothing stopping Councillors from taking their own subsistence
       or buying food at their own expense, whichever was their normal practice. Also in
       most situations where meetings run over „normal‟ meal times the organiser often
       provides subsistence.

       Recommendation:

       No subsistence expenses should be payable to Members

12.    DEPENDANT CARERS’ ALLOWANCE

12.1   The current Scheme of Allowances provides for a maximum rate payable for the
       reimbursement of the cost of care expenses of £6.00 per hour

12.2   The Panel felt the imposition of a maximum rate for this Allowance was
       inequitable and could be viewed as a barrier to standing as a Councillor for those
       with dependants. The Panel reviewed a number of Schemes and based its
       recommendations on the Scheme available at Gloucestershire County Council

       Recommendation:

       A Councillor should be able to claim a Dependant Carers Allowance where
       he/she has incurred expenditure on engaging a carer for a dependant in
       order to attend designated meetings and/or carry out approved duties
       subject to the following:

       For an Allowance to be payable the person being cared for has to live with
       the Councillor as part of the Councillor’s family, is unable to be left
       unsupervised and is either;

             a child under 16 years of age, or
             an elderly person, or
             a person with a physical or mental disability, or
             a person with a learning disability

       A carer (i.e. the person being paid to act as carer while the Councillor is
       carrying out Tewkesbury Borough Council duties) should be defined as
       someone who does not normally live with the Councillor as part of the
       Councillor’s family and is not part of the Councillor’s extended family.

       Subject to the above, Dependant Carers Allowance should be payable for
       the actual cost of providing care, with no maximum amount, subject to
       compliance with audit procedures put in place by the Council




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13.    PENSION

13.1   Tewkesbury Borough Councillors are not currently entitled to be part of the Local
       Government Pension Scheme (LGPS). The Panel was of the view that as
       Councillorship is not a career and is a short term appointment, it was not
       appropriate for Councillors to join the LGPS. However the Panel did wish to
       encourage more people of working age to stand for Council and therefore the
       following recommendation is put forward on that basis

       Recommendation:

       That the Council discuss with the Inland Revenue if it is possible, where a
       Councillor is of pre-pensionable age and not receiving a pension, for the
       Council to pay a tax free proportion of the Basic and Special Responsibility
       Allowances into Councillors’ personal pension schemes. If it is possible,
       then it would be a Councillors individual decision to contribute to their
       existing pension fund in this manner.

14.    SUSPENSION AND RENUNCIATION

14.1   The Council‟s current scheme states as follows:

       Renunciation

       A Councillor may, by notice in writing given to the Borough Solicitor, elect to
       forego any part of his/her entitlement to an Allowance under this Scheme

       Suspension

       Where a Councillor is wholly or partly suspended because of a breach of the Code
       of Conduct the Allowances (excluding the Dependant Carers Allowance) payable
       to that Councillor shall also be suspended for the period of the suspension. In the
       cases of partial suspension the Standards Committee will determine the
       appropriate amount, if any, of the Allowance to be withheld.

14.2   The Panel was happy with the renunciation provision but felt that the suspension
       provision should be re-worded for clearer understanding and application




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       Recommendation:

       1. That the renunciation provision be unchanged in the new Scheme

       2. That the provision on suspension be worded as follows:-

       “If a Member is suspended from acting as a Councillor, the Standards
       Committee may suspend in whole or in part the Allowances payable to that
       Member”

       “Where payment of any Allowance has already been made in respect of any
       period during which a Member is

          a. suspended or partially suspended from acting as a Councillor;
          b. ceases to be a Member of the Council; or
          c. is in any way not entitled to receive the Allowance in respect of that
             period

       the Council will require the Member to repay the Allowance”

15.    REPAYMENT

15.1   The Panel was mindful of the fact that the Basic Allowance was not an Attendance
       Allowance which some Councillors still maintained was a fairer way of recognising
       commitment to their role. Legislation does not allow the adoption of an attendance
       based Scheme but the Panel wished to put in place a mechanism which
       recognised the commitment to attend meetings and participate in Council
       business

       Recommendation

       That the following provision be included in the Council’s Scheme:

       “If a Councillor does not attend at least two-thirds of the total number of
       Scheduled meetings of the Council or of the Executive or of Committees of
       which he/she is a Member, the Councillor concerned should be invited to
       pay back an appropriate percentage of his/her Basic Allowance up to a
       maximum of 25% of the Basic Allowance”

       “If a Member is absent from Council business for more than one continuous
       month (other than on illness grounds) the Member concerned should be
       invited to pay back a sum equivalent to the amount of Basic and Special
       Responsibility Allowances paid for any single period of absence which
       exceeds one month”

       For periods of long term absences due to illness the Council should review
       its position on a case by case basis




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16.    PERIOD OF SCHEME AND REVIEW

16.1   The Panel considered that the Scheme should be in place for 4 years with an
       annual review to assess areas of changed workload, particularly in the light of the
       new structure and any other aspects of the Scheme which need to be revisited

       Recommendation:

       That the Scheme be introduced for 4 years, effective from 7 May 2008, but
       that the Panel be reconvened every year to undertake an annual review of
       the allowances and any other provisions within the Scheme

17.    OTHER AMENDMENTS TO THE SCHEME

17.1   The Panel did not see the need for any other changes to the existing Scheme to
       be made

       Recommendation:

       All other provisions within the existing Scheme remain unchanged

18.    PERFORMANCE REVIEW

18.1   The Panel was very keen to achieve and maintain complete transparency of the
       work of a Councillor together with the introduction of a mechanism or mechanisms
       to review the performance and effectiveness of Councillors. The Panel put forward
       the following suggestions for consideration:

             A questionnaire in the Borough News with questions designed around the
              effectiveness of local Councillors
             The addition of questions to the Places Survey on the effectiveness and
              achievements of Members
             A performance review of the Executive/Overview & Scrutiny Committees
              by the Chief Executive and other Members of the Council
             Publication of work plans, organisational objectives and personal
              development plans

18.2   The Panel considered that in order to serve the Borough of Tewkesbury and its
       residents the Council should commit to a structured development plan

       Recommendation:

       That the Council consider appropriate mechanisms of performance review
       and enhancing transparency as part of its Scheme of Allowances




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19.    ADDITIONAL COMMENTS

19.1   During its deliberations the Panel wished to acknowledge its recognition of the
       hard work undertaken by Councillors and the increasing complexity of that work.
       The Panel was also mindful of the fact that for some of the members this would be
       the third Scheme that they had been involved in making recommendations on to
       the Council. The previous two Schemes had largely not found favour with the
       Council and the Panel felt that if that view was taken in respect of the current
       recommendations then perhaps it would be in the interests of the Council and the
       Panel members if a completely new Panel was recruited to carry out further
       reviews. The Panel members wished to stress that they were committed to their
       role and the work undertaken but were very keen that it should be of some value
       to the Council and a worthwhile use of the Panel‟s time.

19.2   Whilst the Panel was advised not to take into consideration current budget
       constraints, this recommendation provides the Council with a reduction against
       the current Members Allowance Scheme in a way which the Panel believe to be
       fair and equitable and indeed comparable to the majority of other Councils in
       England.

20.    SUMMARY OF RECOMMENDATIONS

20.1         That the Basic Allowance payable to all Councillors be £5,296

             That the Leader of the Council should receive a Special Responsibility
              Allowance and that this sum should be £12,302

             That no Special Responsibility Allowance be payable to the Deputy Leader
              of the Council under the current arrangements

             That Lead Members should receive a Special Responsibility Allowance
              and that this sum should be £9,683

             That the following Special Responsibility Allowances be payable:

              Chairman of Planning                £3,228
              Chairman of Overview & Scrutiny     £3,228
              Chairman of Licensing               £1,291
              Chairman of Audit                   £430

             That the Mayor and Deputy Mayor receive a Special Responsibility
              Allowance of £1,500 and £750 respectively

             Councillors who carry out more than one role which would attract a Special
              Responsibility Allowance are only entitled to claim the highest applicable
              Special Responsibility Allowance

             That the Independent and Parish members of the Standards Committee
              receive a Co-optees Allowance of £1,000 to be kept under review and that
              travelling be paid at the rate set in the Scheme of Allowances




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   Invitees should not receive an Allowance but the Council should ensure
    that they are fully reimbursed for any travel expenses incurred in attending
    Committees

   That a cash alternative of £60 per month be available to Members who opt
    to provide their own IT equipment subject to it being fit for purpose and the
    Member signing the Council‟s IT Policy

   That the following Travel Allowances be adopted:

    Payable for all Approved Duties

    Use of car or van                             34.6p per mile
    Motorcycle                                    24p per mile
    Bicycle                                       20p per mile
    Passenger Supplement Per Passenger            5p per mile

    Journeys exceeding 50 miles in total within Tewkesbury Borough
                                                1p per mile thereafter

    Public transport – actual expenditure incurred supported by
    receipts/tickets

    Expenditure on tolls, parking fees etc to be reimbursed for approved duties
    upon the production of receipts

   No subsistence expenses should be payable to Members

   A Councillor should be able to claim a Dependant Carers Allowance where
    he/she has incurred expenditure on engaging a carer for a dependant in
    order to attend designated meetings and/or carry out approved duties
    subject to the following:

    For an Allowance to be payable the person being cared for has to live with
    the Councillor as part of the Councillor‟s family, is unable to be left
    unsupervised and is either;

       a child under 16 years of age, or
       an elderly person, or
       a person with a physical or mental disability, or
       a person with a learning disability

    A carer (i.e. the person being paid to act as carer while the Councillor is
    carrying out Tewkesbury Borough Council duties) should be defined as
    someone who does not normally live with the Councillor as part of the
    Councillor‟s family and is not part of the Councillor‟s extended family.

    Subject to the above, Dependant Carers Allowance should be payable for
    the actual cost of providing care, with no maximum amount, subject to
    compliance with audit procedures put in place by the Council




                                15
   That the Council discuss with the Inland Revenue if it is possible, where a
    Councillor is of pre-pensionable age and not receiving a pension, for the
    Council to pay a tax free proportion of the Basic and Special Responsibility
    Allowances into Councillors‟ personal pension schemes. If it is possible,
    then it would be a Councillors individual decision to contribute to their
    existing pension fund in this manner.

   That the renunciation provision be unchanged in the new Scheme

   That the provision on suspension be worded as follows:-

    “If a Member is suspended from acting as a Councillor, the Standards
    Committee may suspend in whole or in part the Allowances payable to
    that Member”

    “Where payment of any Allowance has already been made in respect of
    any period during which a Member is

    a. suspended or partially suspended from acting as a Councillor;
    b. ceases to be a Member of the Council; or
    c. is in any way not entitled to receive the Allowance in respect of that
        period
    the Council will require the Member to repay the Allowance”

   That the following provision be included in the Council‟s Scheme:

    “If a Councillor does not attend at least two-thirds of the total number of
    Scheduled meetings of the Council or of Cabinet or of Committees of
    which he/she is a Member, the Councillor concerned should be invited to
    pay back an appropriate percentage of his/her Basic Allowance up to a
    maximum of 25% of the Basic Allowance”

    “If a Member is absent from Council business for more than one
    continuous month (other than on illness grounds) the Member concerned
    should be invited to pay back a sum equivalent to the amount of Basic and
    Special Responsibility Allowances paid for any single period of absence
    which exceeds one month”

    For periods of long term absences due to illness the Council should review
    its position on a case by case basis

   That the Scheme be introduced for 4 years, effective from 7 May 2008, but
    that the Panel be reconvened every year to undertake an annual review of
    the allowances and any other provisions within the Scheme

   All other provisions within the existing Scheme remain unchanged

   That the Council consider appropriate mechanisms of performance review
    and enhancing transparency as part of its Scheme of Allowances




                               16
                                                                        Appendix 1

                    INDEPENDENT REMUNERATION PANEL

              REVIEW OF SCHEME OF MEMBERS’ ALLOWANCES

              SCHEDULE OF DOCUMENTS PROVIDED TO PANEL

New Council Constitutions – Guidance on Consolidated Regulations for Local
Authority Allowances

Councillors Commission – Members Remuneration – Models, Issues, Incentives and
Barriers

Annual Pay Statistics

NJC Circular 1/08 - NJC Car Allowances 2008/09

Tewkesbury Borough Council‟s existing Members Allowances Scheme

Tewkesbury Borough Council‟s existing Dependant Carers Scheme

Tewkesbury Borough Council Allowances for Parish and Town Councillors

Executive Committee Report on Lead Member Portfolios – 5 December 2007

Executive Committee Decision on Lead Member Portfolios – 5 December 2007

Council reports and Decision on new political structure – 23 October 2007

Role Descriptions for Members (incl Borough Councillor, Leader and Deputy Leader,
Mayor and Deputy Mayor, Chairman of the Executive Committee, Chairman of the
Overview and Scrutiny Committee and Chairmen of Audit, Regulatory and Standards
Committees and other ad-hoc Committees/Sub-Committees)

Cheltenham Borough Council – Independent Panel Report

Member Allowances Schemes from Neighbouring Authorities:

      Cheltenham Borough Council
      Cotswold District Council
      Forest of Dean District Council
      Gloucester City Council
      Gloucestershire County Council
      Stroud District Council

Spreadsheet of information on Members Allowances Schemes in other Fourth Option
Authorities and Neighbouring Authorities

Report of the previous Tewkesbury Borough Council Independent Remuneration
Panel




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