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Section 18 of the Local Government and Housing Act 1989 and the Local Authorities (Members’ Allowances) (England) Regulations 2003 require councils to have a scheme of members’ allowances. The scheme is usually updated annually or when changes are agreed by Council.

Member development and support

It is an important part of the scheme that training and development is available to members and that they take part in them when provided.

Basic allowances

A basic allowance is paid to each councillor. The figure for the current year can be found in the scheme of allowances. The allowance covers the use of members’ own telephone (including mobile), IT equipment, printer, paper and consumables.

The basic allowance is currently increased annually in line with officer pay awards.

Special responsibility allowances

A special responsibility allowance (SRA) is paid to councillors who hold special responsibilities as specified in the schedule attached to the scheme of allowances.

Other than the Leader and Deputy Leader, one SRA is paid in full with any second SRA paid at 50% (with the highest being paid in full). The Leader and Deputy Leader are not entitled to a second SRA.

The SRA for a Leader and Deputy Leader includes holding an Executive portfolio. Where the Leader or Deputy Leader do not hold an Executive portfolio, the allowance is reduced by 50% of an Executive member’s SRA.

The SRA for a member of the Executive is paid to six members. If the number of Executive members increases, the allowance for the six members is split equally between all members of the Executive.

SRAs are currently increased annually in line with officer pay awards.

Childcare and dependent carer’s allowance

Payment is reimbursed on the basis of reasonable expenses incurred.

Travel and subsistence for ‘approved duties’

The current rate of travel allowances for authorised journeys on approved duties are listed in the scheme of allowances.

Reimbursement of taxi or public transport costs for authorised journeys on approved duties can be approved on production of a claim form and a valid VAT receipt for fuel. Taxi journeys require prior agreement of democratic services wherever possible and taxis should be used to link members with the nearest convenient public transport.

The current rate of subsistence allowances for approved duties are contained within the scheme of allowances.

Subsistence allowances are subject to the production of receipts and the relevant form.

If overnight stays in a hotel are required, this can be done either by democratic services booking the hotel and arranging payment direct, or if the hotel doesn’t offer this arrangement, the member can pay and claim reimbursement on production of the hotel bill and claim form.

Approved duties

Approved duties include:

• Meetings of the Council, Executive, overview & scrutiny bodies, committees or working groups to which the councillor has been appointed or is a substitute
• A meeting of a council body where the councillor is not a member but attends on a matter affecting their ward which has been approved by the chair of the body
• On the specific invitation of the chair of a body to attend a meeting for the purpose of giving evidence or supporting a review
• Conferences and seminars approved by democratic services
• Training and development events to which the councillor has been invited by the council’s officers
• Partnership or outside body meetings to which the councillor has been appointed by Council, or training events for those bodies
• Committee pre-agenda meetings or briefings for meetings of which the councillor is a member or will be substituting
• Attendance by Executive members at meetings and events in the borough that relate to their area of responsibility
• Meetings convened with officers with their prior agreement
• Planning Committee site visits as notified by officers
• Parish council meetings when acting as a representative of the borough council – either in a capacity as ward councillor or Executive member 
• In respect of the Mayor or Deputy Mayor, travelling for duties of a civic nature approved by the civic office in accordance with the guidance for mayoral expenditure
• Attendance at a tribunal or similar to give evidence in relation to decisions made by a committee
• Interview panels for staffing members where the councillor has been appointed to the panel by a committee or an officer.

Political group meetings are not included as an approved duty.

Renunciation

A councillor may give notice in writing to forego their allowance, or any part of it.

Part-year entitlements

If the scheme is amended during the year, the councillor becomes or ceases to be a councillor or responsibilities of a councillor change during the year, part payment is made proportionately.

Payments

Payments of the basic allowance and special responsibility allowance are made in instalments of one-twelfth of the annual amount specified in the scheme of allowances on the 25th of each month.

Claims for childcare or dependent carer’s allowance, travel or subsistence allowances should be submitted within three months of incurring the expenditure.