SECTION

Page

1.

INTRODUCTION

 
 

1.1 Renunciation

 
 

1.2 Right to Family Absence

 

2.

SUSPENSION OF COUNCILLORS

 

3.

SUSPENSION OF CO-OPTED MEMBERS

 

4.

SALARIES & APPROVED DUTIES

 
 

4.1 Basic Salary

 
 

4.2 Senior Salaries

 
 

4.3 Civic Salaries

 
 

4.4 Co-opted Members’ Payments

 
 

4.5 Approved Duties

 
 

4.6 Executive Board Members Approved Duties

 
 

4.7 Public launch events of new buildings/services/ facilities within the County

 

5.

ALLOWANCES

 
 

5.1. Care Allowance

 
 

5.2 Travelling Allowances

 
 

5.3 Subsistence Allowances

 
 

5.4 Overnight Accommodation and “Out of County” Subsistence Allowances

 

 

SECTION

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6.

I.T. COMMUNICATIONS SERVICES, EQUIPMENT AND STATIONERY

 
 

6.1 Data Services / Telephone Lines

 
 

6.2. I.T. Equipment

 
 

6.3 Office Supplies, Stationery and Postage

 

7.

PENSION

 

8.

PAYMENTS

 
 

8.1. Duplicate Payments

 
 

8.2 Recovery of Overpayments

 

9.

INCOME TAX

 

10.

NATIONAL INSURANCE CONTRIBUTIONS

 

11.

SOCIAL SECURITY BENEFITS

 
 

11.1 Benefits Unaffected by Councillors /Co-opted Members’ Duties or Allowances

 
 

11.2 Claiming Benefits - The Basic Rules

 

12.

INSURANCE - PERSONAL ACCIDENT COVER

 

13.

PUBLICITY OF ALLOWANCES

 

14.

ATTENDANCE AT MEETINGS

 

15.

ANNUAL REPORTS BY COUNCILLORS

 

16.

FURTHER INFORMATION

 

 

SECTION

Page

 

APPENDIX A

RATES OF ALLOWANCES TO BE PAID IN 2012/13

 
 

APPENDIX B

COUNCILLORS AND VOTING CO-OPTED MEMBERS’ CARE ALLOWANCE SCHEME

 
 

APPENDIX C

RIGHT TO FAMILY ABSENCE

 
 

APPENDIX D

JOB PROFILES AND PERSON SPECIFICATIONS FOR COUNCILLORS AND CO-OPTED MEMBERS

 
 

APPENDIX E

SCHEDULE OF MEMBER REMUNERATION

 

The Local Authorities (Allowances for Members) (Wales) Regulations 2007 provided for the establishment of the Independent Remuneration Panel for Wales (IRPW) to review councillors’ allowances in Wales. The Panel was established in January 2008 to prescribe the maximum levels of salaries and allowances payable by County and County Borough Councils in Wales. Following the approval of The Local Government (Wales) Measure 2011 the IRPW’s remit has been extended to National Parks and Fire and Rescue Authorities in Wales and the Panel can also now prescribe the levels of allowances / salaries to be paid rather than recommend the maximum levels of allowances that could be paid.

Basic salary is payable at the same rate to all Councillors. It is paid in recognition of the time devoted by Councillors to their work including incidental expenses, such inevitable calls on their time as meetings with constituents, political group meetings, attendance at meetings of Town and Community Councils., including the undertaking of approved duties(see para 3.2 below). This will be payable from the 4th day after the election to the council subject to the member having signed their declaration of acceptance of office in accordance with Section 83(1) of the Local Government Act 1972

All arrangements for overnight stays by elected members must be carried out by the Democratic Services Unit of the Chief Executive’s department. Where an approved duty involves an overnight stay from the member's usual place of residence for a continuous period of absence of 24 hours or more outside the County, all reasonable subsistence expenses incurred will be paid on an actual basis ,subject to the production of receipts and not exceeding the appropriate rates referred to in Appendix A of this scheme

A reasonable level of accommodation will be arranged by the Democratic Services Unit (except where the accommodation is provided as part of a conference/seminar or event fee).

Where the accommodation does not include meals then any costs incurred for meals will be paid on an actual basis subject to the production of receipts and not exceeding the appropriate rates as shown in Appendix A of this scheme.

Death

50,000

Permanent Total Disablement

50,000 applied on Continental scale

Temporary Total Disablement

100 per week

Temporary Partial Disablement

50 per week

Hospitalisation

20 per day after first day

Convalescence Benefit

20 per day after first day

Death

150,000

Permanent Total Disablement

150,000 applied on Continental scale

   

Medical and other expenses

1,000,000 per person less 25 excess

Baggage and Personal Effects

1,500 subject to 250 maximum any one item

and 25 excess

Money

400 any one person

and 25 excess

Cancellation, loss of deposit, etc.

3,000 any one person

Personal Legal Liability

1,000,000

Colin Davies, Democratic Services Manager

Tel. 01267 224029

Kevin Jenkins, Payroll Manager

Tel. 01267 224680

Eira Evans, Principal Democratic Services Officer

Tel. 01267 224060

The amounts of Salaries Fees and Allowances to be paid to Councillors and Co-opted Members are prescribed by the Independent Remuneration Panel for Wales. It should be noted that members in receipt of Senior and Civic Salaries do not receive the Basic Salary in addition to those salaries. Also a Councillor cannot be paid more than one Senior Salary or a Senior Salary and a Civic Salary

Any Councillor or Co-opted Member may also elect to forego any part of their entitlement to a salary, allowance or fee.

1. Basic Salary is payable at the same rate to all Councillors and the prescribed amount for 2012/13 is 13,175 with effect from 07/05/12. Basic salary will remain payable during a period of “Family Absence”

Band

Post

Salary

No of Councillors eligible in Carmarthenshire for payment of a Senior salary

1

Leader

47,500

1

1

Deputy Leaders

31,120

2

2

Executive Board Members

28,780

7

3

Committee Chairs:

Licensing Committee

Planning Committee

Policy & Resources Scrutiny Committee

Environmental & Public Protection Scrutiny Committee

Community Scrutiny Committee

Education & Children Scrutiny Committee

Social Care & Health Scrutiny Committee

21,910

21,910

21,910

21,910

21,910

21,910

21,910

7

3

Leader of Largest Opposition Group

21,910

1

     

TOTAL = 18

Co-opted Members of Committees that do not have voting rights will not be entitled to a daily fee for attending meetings although they will be able to claim travelling and subsistence allowances at the same rates as that paid to councillors and co-opted members with voting rights

5. Travelling Allowances are payable to Councillors and Co-opted Members undertaking approved duties and will be paid at the following rates for 2012/13 with effect from 07/05/12:

The maximum daily rate of subsistence allowance of 28.00 per day covers a 24 hour period and will become payable from the time that the Councillor / Co-opted member leaves home to undertake their journey on official business. The maximum daily rate reimbursable covers a 24 hour period and can be claimed for meals during this period, provided such a claim is supported by receipts.

Where an overnight stay is involved and includes breakfast as part of overnight accommodation a day subsistence rate of 24.00 will be made available.

Where an overnight stay is involved and also includes an evening meal as part of overnight accommodation a day subsistence rate of 11.00 will be made available.

The above allowances will be paid with effect from 07/05/12

It should be noted that subsistence allowances will not be payable for official business which takes place within the County. (This does not apply in respect of co-opted members who live outside the County)

Claims will be paid on the basis of actual expenditure supported by receipts and the maximum allowance in each case will be paid only if actual expenditure equals or exceeds it.

9. Scrutiny Participants who are formally invited to contribute to Scrutiny Committees or Task & Finish Groups will be entitled to claim travelling allowance at the same rates as that paid to councillors.

10. IT Equipment, Office Supplies, will be provided free of charge to councillors at an appropriate level.

APPENDIX B

NOTE: Responsible Siblings

In view of the fact that an informal carer can include an extended family member, such as a responsible sibling of the child/dependent, and care arrangements can encompass a situation in which a councillor / co-opted voting member requires supervision for his/her child/dependent, even though they would be working from home. It was felt that as a “Corporate Parent” the Council should define what it considered to be a “responsible sibling”.

It is very hard to be definitive in respect of a responsible sibling as a lot will be to do with the maturity of the young person, irrespective of age. There is no statutory guidance as to when a child becomes” responsible”, however, if the younger sibling that is being cared for is a baby ,or a toddler, it is questionable whether a 12 year old would be sufficiently mature to do so. It is also recognised that in some cases 12 year olds can be sufficiently mature to look after a younger sibling.

Following discussions between the legal services division and senior colleagues in the Children’s Services Division it is recommended to Council that the age limit for a responsible sibling should as outlined above be set at 14 years of age which would avoid issues of uncertainty.

To represent and be an advocate for the Council on local outside bodies.

To represent and be an advocate for the Council on local partnership bodies, promoting common interest and co-operation for mutual gain

To represent and be an advocate for the Council on national bodies and at national events

2. CHAIR OF THE COUNCIL

To full Council

2.2 Role Purpose and Activity

Work programming

To prepare and manage an annual work programme for the Council to meet its legal obligations (e.g. setting the budget and the Council Tax and making appointments)

Values

To be committed to the values of the Council and the following values in public office:

Openness and transparency

Honesty and integrity

Tolerance and respect

Equality and fairness

Appreciation of cultural difference

Sustainability

2.3 Person specification for the Chair of the Council

To fulfil his or her role as laid out in the role description, an effective member requires the following:

Act as a symbol of the Council’s democratic authority

Good public speaking skills

An in-depth understanding of role of Chair of the Council and protocols

Chair Council meetings

Skills to chair meetings, to ensure business is carried out effectively and all those attending participate

An understanding of the Council’s Constitution and Standing Orders

Uphold and promote the Council’s Constitution

An understanding of the Council’s Constitution

An understanding of when to seek the advice of the Monitoring Officer on issues relating to the Constitution

Internal governance, ethical standards and relationships

An understanding of the roles of officers, members and different agencies

Respect for, and desire to work with, different groups and individuals

Have knowledge and understanding of the Code of Conduct and Member/Officer Protocol

A knowledge and commitment to the values of the Council

Work programming

The ability and discipline to plan and manage work programmes

4.2 Role Purpose and Activity

To be amended to reflect the portfolios allocated by the Leader as reported to the Adjourned Annual Meeting of Council

5. DEPUTY LEADER (S) OF THE COUNCIL

6. EXECUTIVE BOARD MEMBERS

7. CHAIR OF A SCRUTINY COMMITTEE

7.1. Accountability

Full Council

To the electorate

7.2 Role Purpose & Activity

Provide leadership and direction

Provide confident and effective management of the committee

Promote the role of scrutiny within and outside the council, liaising effectively both internally within the council and externally with the council’s partners

Develop in consultation with the Executive Board and Officers a balanced forward work programme for the committee, which should include policy development and review, investigative scrutiny, and performance monitoring

Ensure that the forward work programme takes account of relevant factors such as: the work programmes of the executive and other committees, strategic priorities and risks, and relevant community issues

Demonstrate an objective and evidence based approach to scrutiny

Evaluate the impact and added value of scrutiny activity and identify areas for improvement

Contribute to the strategic development of scrutiny by participation in the Council’s Chairs and Vice Chairs of Scrutiny Forum

Manage the work programme

Ensure that the work programme is delivered

Report on progress against the work programme to Council, and others as appropriate

Liaise with officers, other members and community representatives to resource and deliver the work programme

Holding the Executive to account

Evaluate the validity of executive decisions and challenge inappropriate decisions through the Council’s call in arrangements

Effective meeting management

Set agenda containing clear objectives and outcomes for the meeting

Manage the progress of business at meetings, ensuring that meeting objectives are met and that the code of conduct, standing orders and other constitutional requirements are adhered to

Ensure that the necessary preparation is done beforehand

Ensure that all participants have an opportunity to make an appropriate contribution

Community leadership

Act as a focus for liaison between the council, community and external bodies in relation to the scrutiny function

Build understanding and ownership of the scrutiny function within the community

Identify relevant community based issues for scrutiny

Fully involve external stakeholders, service users, expert witnesses and partners in scrutiny activity

Involvement and development of committee members

Encourage high performance from all committee members in both committee and task and finish groups

Assess individual and collective performance within the committee and facilitate appropriate development

Values

To be committed to the values of the Council and the following values in public office:

7.3 Person specification for the Chair of a Scrutiny Committee

To fulfil his or her role laid out in the role description an effective Scrutiny Chair requires the following:

Provide leadership and direction

Understanding of the council’s role and functions

Understanding of the role of scrutiny, terms of reference for the committee, role of chair, and other aspects of the democratic arrangements

Understanding of scrutiny support functions

Understanding of council priorities and risks

Ability to develop work programmes

Understanding of community issues

Objectivity

Negotiation and consensus building

Ability to build constructive and ‘critical friend’ relationships with the Executive

Ability to manage projects and resources

Ability to manage people

Ability to prioritise

Ability to report progress to different groups in different styles

Holding the executive to account

Understanding the Council’s arrangements for call in

Effective meeting management

Understanding and application of meeting protocols, code of conduct, standing orders and other constitutional requirements

Ability to chair meetings effectively, managing the agenda and progressing business

Ability to facilitate effective discussions

Ability to listen and question effectively

Community leadership

An understanding of the community leadership role

Knowledge of local issues and expectations

Ability to work effectively with all members of the community and build understanding and ownership of scrutiny

Knowledge of the individuals and organisations in the community especially those traditionally excluded

Involvement and development of committee members

Understanding of the role and skills of the scrutiny committee and its individuals

Ability to support members and the committee in assessing their performance

Ability to identify any training and development needs and in consultation with officers procuring appropriate learning and development

Demonstrate an objective and evidence based approach to scrutiny.

Evaluate the impact and added value of scrutiny activity and identify areas for improvement

Contribute to the strategic development of scrutiny by participation in the Council’s Chairs and Vice Chairs of Scrutiny Forum

Manage the work programme

Assist the Chair in ensuring that the work programme is delivered

Assist the Chair in liaising with officers, other members and community representatives to resource and deliver the work programme

Holding the Executive to account

Evaluate the validity of executive decisions and challenge inappropriate decisions through the Council’s call in arrangements

Effective meeting management

Assist the Chair in setting agenda containing clear objectives and outcomes for the meeting

Assist the Chair in managing the progress of business at meetings; ensuring that meeting objectives are met and that the code of conduct, standing orders and other constitutional requirements are adhered to

Assist the Chair in ensuring that the necessary preparation is done beforehand

Assist the Chair in ensuring that all participants have an opportunity to make an appropriate contribution

Community leadership

Assist the Chair in acting as a focus for liaison between the council, community and external bodies in relation to the scrutiny function

Build understanding and ownership of the scrutiny function within the community.

Identify relevant community based issues for scrutiny

Fully involve external stakeholders, service users, expert witnesses and partners in scrutiny activity

Involvement and development of committee members

Assist the Chair in encouraging high performance from all committee members in both committee and task and finish groups

Assist the Chair in assessing individual and collective performance within the committee and facilitate appropriate development

Provide leadership and direction

Understanding of the council’s role and functions

Understanding of the role of scrutiny, terms of reference for the committee, role of chair, and other aspects of the democratic arrangements

Understanding of scrutiny support functions

Understanding of council priorities and risks

Ability to develop work programmes

Understanding of community issues

Objectivity

Negotiation and consensus building

Manage the work programme

Ability to manage projects and resources

Ability to manage people

Ability to prioritise

Ability to report progress to different groups in different styles

Holding the executive to account

Understanding the Council’s arrangements for call in

Effective meeting management

Understanding and application of meeting protocols, code of conduct, standing orders and other constitutional requirements

Ability to chair meetings effectively, managing the agenda and progressing business

Ability to facilitate effective discussions

Ability to listen and question effectively

Community leadership

An understanding of the community leadership role

Knowledge of local issues and expectations

Ability to work effectively with all members of the community and build understanding and ownership of scrutiny

Knowledge of the individuals and organisations in the community especially those traditionally excluded

Involvement and development of committee members

Understanding of the role and skills of the scrutiny committee and its individuals

Ability to support members and the committee in assessing their performance

Ability to identify any training and development needs and in consultation with officers procuring appropriate learning and development

9.1 Accountability

Chair of the appropriate scrutiny committee

Full Council

To the electorate

9.2 Role Purpose & Activity

To participate fully in the activities of the Scrutiny Committee, assist in the delivery of its work programme and the work of any associated task and finish groups

Reviewing and developing policy

Assist in the creation, development, improvement and refinement of Council policy

Challenge policies on a sound basis of evidence for example against legislation or local political priority

Assess impact of existing policy

Monitoring performance and service delivery

Monitor the performance of internal and external providers against standards and targets

Contribute to the identification and mitigation of risk

Investigate and address the causes of poor performance

Promoting the work of scrutiny

Promote the role of scrutiny within and outside the Council, developing effective internal and external relationships

Demonstrate an objective and evidence based approach to scrutiny

Add value to the decision making and service provision of the Authority through effective scrutiny

Community leadership

Use scrutiny as a means to address community issues and engage the public

Encourage stakeholders to participate in the work of the authority

Develop locally viable and acceptable policy solutions

Build a dialogue around priorities, objectives and performance, among communities and stakeholders

Meeting participation

Make adequate and appropriate preparation for meetings through research and briefings

Participate in a proactive, informed and effective manner taking account of the Code of Conduct, Standing Orders and other constitutional requirements

Request that any matter relevant to the remit of their committee is placed on the agenda and discussed.

Holding the Executive to account

Evaluate the validity of executive decisions and challenge inappropriate decisions through the Council’s call in arrangements

Values

To be committed to the values of the Council and the following values in public office:

9.3 Person specification for a Member of a Scrutiny Committee

To fulfil his or her role as laid out in the role description, an effective scrutiny member and is required to:

Participate fully in the activities of the scrutiny function

Have a full understanding of the scrutiny remit and role, and terms of reference for their own committee and others

Have an understanding of scrutiny support functions

To work within the guidance of the chair

Be involved in reviewing and developing policy

Knowledge of and ability to evaluate existing policy

Understanding of best practice

Understanding of national, regional and local legislative and policy context

Be involved in monitoring performance and service delivery

Understanding of the Wales Programme for Improvement (WPI)

Understanding of the principles and practice of performance management

Understanding of the Council’s performance management arrangements

Ability to analyse data and challenge performance

Be involved in promoting the work of scrutiny

Ability to negotiate and build consensus

Ability to act objectively and on the basis of evidence

Be involved in community leadership

An understanding of the community leadership role

Knowledge of local issues and expectations

Ability to work effectively with all members of the community and build understanding and ownership of scrutiny

Knowledge of the individuals and organisations in the community especially those traditionally excluded

Meeting participation

Ability to interpret information and data from a range of sources

Understanding and application of meeting protocols, Code of Conduct, Standing Orders and other constitutional requirements

Ability to participate in meetings including effective listening, questioning and speaking

Holding the Executive to account

Understanding of the Council’s arrangements for call in