Part 6 : Scheme of Members’ Allowances 2002/03

Bournemouth Borough Council, in exercise of the powers conferred by the Local Authorities’ (Members’ Allowances) (England) Regulations 2001, hereby makes the following scheme:-

1. This scheme may be cited as the Bournemouth Borough Council Members’ Allowances Scheme and shall have effect for the period 1 ^st April 2002 to 31 ^st March 2003 and subsequent years.

2. In this scheme,

“Councillor” means a member of the Bournemouth Borough Council who is a councillor,

“Year” means the 12 months ending 31 ^st March.

3. Subject to paragraph 7, for each year a basic allowance of £6,940 shall be paid to each Councillor.

4. (1) For each year a special responsibility allowance, in addition to the basic allowance, shall be paid to those Councillors who hold the special responsibilities in relation to the Authority that are specified in Schedule 1 to this scheme.

(2) Subject to paragraph 7, the amount of each such allowance shall be the amount specified against that special responsibility in that schedule.

5. (1) For each year a childcare and dependant carers’ allowance shall be paid to those Councillors who incur expenses in arranging for the care of their children or dependants whilst undertaking duties that are specified in Schedule 2 to this scheme.

(2) The amount of such allowance shall be the actual fee per hour but not exceeding £7 per hour. The paid carer cannot be a member of the immediate family or household. The allowance will cover paid care for the following who live with the claimant:-

Children aged 15 years and under

Elderly relative requiring constant care

Disabled relative requiring constant care

Relative with learning disabilities requiring constant care

Renunciation

6. A Councillor may by notice in writing given to the Chief Executive elect to forego any part of his or her entitlement to an allowance under this scheme.

Part-Year Entitlements

7. (1) The provisions of this paragraph shall have effect to regulate the entitlements of a Councillor to basic and special responsibility allowances where, in the course of the year, this scheme is amended or that Councillor becomes, or ceases to be, a Councillor, or accepts or relinquishes a special responsibility in respect of which a special responsibility allowance is payable.

(2) If an amendment to this scheme changes the amount to which a Councillor is entitled by way of a basic allowance or a special responsibility allowance, then in relation to each of the periods

(a) beginning with the year and ending with the day before that on which the first amendment in that year takes effect, or

(b) beginning with the day on which an amendment takes effect and ending with the day before that on which the next amendment takes effect, or (if none) with the year,

the entitlement to such an allowance shall be to the payment of such part of the amount of the allowance under this scheme as it has effect during the relevant period as bears to the whole the same proportion as the number of the days in the period bears to the number of days in the year.

(3) Where the term of office of a Councillor begins or ends otherwise than at the beginning or end of a year, the entitlement of that Councillor to a basic allowance shall be to the payment to such part of the basic allowance as bears to the whole the same proportion as the number of days during which his or her term of office subsists bears to the number of days in that year.

(4) Where this scheme is amended as mentioned in sub-paragraph (2), and the term of office of a Councillor does not subsist throughout the period mentioned in sub-paragraph (2)(a), the entitlement of any such Councillor to a basic allowance shall be to the payment of such part of the basic allowance referable to each such period (ascertained in accordance with that sub-paragraph) as bears to the whole the same proportion as the number of days which his or her term of office as a Councillor subsists bears to the number of days in that period.

(5) Where a Councillor has during part of, but not throughout, a year special responsibilities as entitle him or her to a special responsibility allowance, that Councillor’s entitlement shall be to the payment to such part of that allowance as bears to the whole the same proportion as the number of days during which he or she has special responsibilities bears to the number of days in that year.

(6) Where this scheme is amended as mentioned in sub-paragraph (2), and a Councillor has during part, but does have throughout the whole, of any period mentioned in sub-paragraph (2)(a) of that paragraph any such special responsibilities as entitle him or her to a special responsibility allowance, that Councillor’s entitlement shall be to the payment of such part of the allowance referable to each such period (ascertained in accordance with that sub-paragraph) as bears to the whole the same proportion as the number of days in that period during which he or she has such special responsibilities bears to the number of days in that period.

8. Councillors may claim travelling and subsistence allowances in respect of the approved duties and at the rates prescribed in Schedule 3 to this scheme.

9. Payments shall be made in respect of basic and special responsibility allowances, subject to paragraph 7(2), in instalments of one-twelfth of the amount specified in this scheme on the last banking day of each month.

10. Where a payment of one-twelfth of the amount specified in this scheme in respect of basic allowance or a special responsibility allowance would result in a Councillor receiving more than the amount to which, by virtue of paragraph 7, he or she is entitled, the payment shall be restricted to such amount as will ensure that no more is paid than the amount to which he or she is entitled.

11. Claims for the payment of childcare and dependant carers’ allowance and travelling and subsistence allowances under this scheme must be made on the official forms provided within two months of the date on which the duty is carried out. Any claims received outside this timescale will not be paid .

12. Claims for the payment of a childcare and dependant carers’ allowance must be supported by the production of an official receipt relating to the expenditure incurred by the Councillor for the provision of these services.

The following are specified as the special responsibilities in respect of which special responsibility allowances are payable and the amounts of those allowances:-

Leader of the Council - £10,410

Deputy Leader of the Council - £8,675

Members of the Cabinet - £6,940

Chairmen of Scrutiny & Review Panels - £3,470

Vice-Chairmen of Scrutiny & Review Panels - £1,735

Chairmen of Statutory Boards - £5,205

Vice-Chairman of Statutory Boards - £2,602.50

Chairman of Dorset Fire Authority (if appropriate) - £3,470

Vice-Chairman of Dorset Fire Authority (if appropriate) - £1,735

Leaders of Political Groups- - £1,388 plus £138.80 for each other Member of the Group

SCHEDULE 2

An allowance in respect of expenses in arranging for the care of children or dependants shall be paid in respect of the following duties:-

(a) the attendance at a meeting of the authority or of any committee or sub-committee of the authority, or of any other body to which the authority makes appointments or nominations, or any committee or sub-committee of such a body;

(b) the attendance at any meeting, the holding of which is authorised by the authority, or a committee or sub-committee of the authority, or a joint committee of the authority and one or more local authority within the meaning of Section 270(1) of the Local Government Act 1972, or a sub-committee of such a joint committee provided that –

(i) where the authority are divided into two or more political groups, it is a meeting to which members of at least two such groups have been invited, or

(ii) if the authority are not so divided, it is a meeting to which at least two members of the authority have been invited;

(c) the attendance at a meeting of any association of authorities of which the authority are a member;

(d) the attendance at a meeting of the executive or a meeting of any of its committees, where the authority are operating executive arrangements;

(e) the performance of any duty in pursuance of any standing order made under Section 135 of the Local Government Act 1972 requiring a number of members to be present while tender documents are opened;

(f) the performance of any duty in connection with the discharge of any function of the authority conferred by or under any enactment and empowering or requiring the authority to inspect or authorise the inspection of premises, and

(g) the performance of any duty in connection with arrangements made by the authority for the attendance of pupils at school approved for the purposes of Section 342 (special schools) of the Education Act 1996(a).

SCHEDULE 3

Travelling and subsistence allowances will be paid in respect of attendance by Members and co-opted members at the following:-

• Meetings of the Council
• Meetings of the Cabinet, Review and Scrutiny Panels, Statutory Boards, Area Forums, Policy Advisory Groups and Service Review Groups
• Agenda meetings
• Seminars organised by the Council
• Conferences and meetings where attendance is expressly authorised by the Council, the Cabinet or other Council body
• Meetings of the outside bodies listed at Appendix A (no travelling and subsistence allowance is payable for attendance at any meeting of a body not expressly included within this Appendix)

(a) Travelling Allowance

The current prescribed rates in respect of claims for motor car allowances and motorcycle allowances are as follows:-

Motor Car Allowances:

Not exceeding 999 c.c 1000 - 1199 c.c. Exceeding 1199 c.c.

34.6p per mile 39.5p per mile 48.5p per mile

Motorcycle Allowances:

Not exceeding 150 c.c. 151 - 500 c.c. Exceeding 500 c.c.

8.5p per mile 12.3p per mile 16.5p per mile

Where appropriate such claims may be supplemented by:-

(1) Carriage of passenger(s) (not exceeding four) for whom a travelling allowance would otherwise be payable - at a rate of 3.0p per mile for the first passenger and 2.0p per mile for the second and subsequent passengers.

(2) By not more than the amount of any expenditure incurred on tolls, ferries or parking fees, including overnight garaging.

Claims may be made by Members and co-opted members for the cost of travelling by public transport except in the case of Members of the Council who are provided with a Corporation bus pass covering the appropriate journeys within the Borough. As a general rule, when Members travel by rail in respect of attendance at duties approved by the Council, such travel will be at the standard class fare.

(b) Subsistence Allowance

The current prescribed rates in respect of claims for subsistence allowance are as follows:-

(A) In the case of an absence not involving an absence overnight from the usual place of residence:-

(a) Breakfast (more than 4 hours away before 11.00 a.m.) - £4.92

(b) Lunch (more than 4 hours including 12 Noon to 2.00 p.m.) - £6.77

(c) Tea (more than 4 hours including 3.00 p.m. to 6.00 p.m.) - £2.67

(d) Evening Meal (more than 4 hours away ending after 7.00 p.m.) - £8.38

(B) In the case of absence overnight from the usual place of residence - £79.82

(C) For such an absence overnight in London or for the purposes of attendance at an annual conference (including or not including an annual meeting) of the Local Government Association or the British Resorts Association - £91.04

(Notes:- (1) Any rate determined as above shall be deemed to cover a continuous period of twenty-four hours.

(2) The rates specified are to be reduced by an appropriate amount in respect of any meal provided free of charge by any authority or body during the period to which the allowance relates.

(3) Members are requested to submit receipts for hotel accommodation, meals etc., with their claims in order that VAT may be reclaimed thus reducing the cost to the Authority.

(1) When submitting claims for the payment of travelling and subsistence allowance, Members are requested to quote, in the column provided on the claim form, the appropriate reference in respect of the approved duty. The references are as follows:-

A - Attendance at Agenda Meetings

C - Attendance at meetings of Council, Cabinet, Scrutiny and Review Panels, Statutory Boards, Area Forums, Policy Advisory Groups and Service Review Groups

O - Attendance at Meetings of Outside Bodies (please quote number against each body as set out in Appendix A e.g. for attending a meeting of the Bournemouth Community Safety Executive, please quote O2)

S - Attendance at Seminars arranged by the Council

(2) All Members must sign the Attendance Book at Council, Committee and Sub-Committee meetings.

(3) In accordance with the policy agreed by Council, when processing Members’ claims, priority will be given to those submitted on a regular basis for the preceding Council cycle. Claims for longer periods could be delayed. A claim for a travelling and subsistence allowance under the scheme must be made within 2 months of the date on which the duty is carried out and any claims received outside this timescale will not be paid.

OUTSIDE BODY CLAIM REFERENCE NO .

Avon and Dorset Local Flood Defence Committee 1

Bournemouth Community Safety Executive 2

Bournemouth, Dorset and Poole Structure Plan Joint Committee 3

Bournemouth International Airport Consultative Committee 4

Bournemouth Symphony Orchestra Council 5

Bournemouth Transport Limited – Board Meetings 6

British Resorts Association 7

Cemeteries and Crematorium Liaison Committee 8

Dorset Archaeological Committee 9

Dorset Building Preservation Trust 10

Dorset County Council Superannuation Investment Advisory Panel 11

Dorset Fire Authority 12

Dorset Health Partnership Forum 13

Dorset Magistrates Courts Joint Liaison Committee 14

Dorset Minerals and Waste Ad-Hoc Committee 15

Dorset/New Forest Tourism Partnership – Steering Group 16

Dorset Playing Fields Association 17

Dorset Trust 18

East Dorset Community Health Council 19

Joint Archives Advisory Board 20

Joint Member Transport Strategy Group 21

Local Authority Building Consultancy/Control Service – Customer Liaison Panel 22

Local Government Association (in accordance with the Association’s Scheme) 23

Moortown Aerodrome Management Committee for Sports Facilities 24

Royal Bournemouth Hospital Incinerator Community Liaison

Committee 25

Southern Arts Company 26

South Central Rail Users Forum 27

South East Dorset Countryside Recreation Strategy 28

Southern Sea Fisheries District Committee 29

South West Museums Council 30

South West Regional Rail Consortium 31

South West Tourism 32

Standing Conference on English Channel Gas and Oil Exploration 33

Standing Conference on Problems Affecting the Coastline 34

Strategic Planning Liaison Committee 35

Wytch Farm Oilfield Consultative Committee 36

Waste Management Liaison Committee 37

Wessex Regional Flood Defence Committee 38

Wessex Water – Customer Liaison Panel 39