Local Authorities (Allowances for Members)(Wales) Regulations 2007

WREXHAM COUNTY BOROUGH COUNCIL

SCHEDULE OF MEMBER REMUNERATION

May 2013

Contents

Introduction

Wrexham County Borough Council’s Declaration regarding Records maintained and facilities in place for Elected Members.

Wrexham County Borough Council’s Senior Salaries May 23 2013.

Schedule of Payments Arrangements (Updated and Published Annually) Members' Remuneration, Co-opted Payments Care Allowance Scheme & Reimbursement of Travel and Subsistence

Appendix 1: Details of Members Salaries

Appendix 2:Details of Allowable Expenses

Appendix 3 – Named Members receiving the Basic Salary

Appendix 4 - Named Members / Co-opted Members receiving a Senior Salary

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Introduction

Under the powers provided by the Local Government (Wales) Measure 2011 an Independent Remuneration Panel for Wales produced a new set of Regulations

(IRPW Regulations) which came into effect on 1 April 2012.

Annex 2 of the Regulations states that all Local Authorities are required to maintain an annual Schedule of Member Remuneration (the Schedule) which is in accord with the Panel’s determinations on member and

Co-opted Member salary payments .All Local Authorities must make arrangements for the Publication by 31 July each year and make any amendments during the year as they occur. A copy of the Schedule must also be sent to the Independent Remuneration Panel. The information that is required is as follows:

Wrexham County Borough Council’s Declaration regarding Records maintained and facilities in place for Elected Members.

· This Authority has a statement that confirms the basic responsibilities of all Elected Members.

· Role descriptors for all Senior Salary office holders are in place.

· Records are maintained of Elected Member attendance at Committee and Council meetings.

· Records are maintained of any Elected Member activity.

· Arrangements are in place for all Elected Members to prepare an annual report of their activities which the Authority will publish.

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Senior Salaries

The Independent Remuneration Panel’s Annual report for 2012 determined the maximum number of Senior Salaries that could be paid. The maximum number for this Authority was confirmed as 18 ( 34% rounded up ) of the total number of the 52 elected numbers. This does not include the Civic Post Holders i.e. Mayor and Deputy.

At the Annual General Meeting on 22 May 15 Senior Salary Post Holders were confirmed as follows:

Leader.

Deputy Leader.

5 Executive Board Members with Portfolios.

5 Scrutiny Committee Chairs.

3 Committee Chairs.

Full details of the Post Holders are shown in Appendix 4.

Schedule of Payments Arrangements ( Updated and Published Annually) Members' Remuneration, Co-opted Payments ,Care Allowance Scheme & Reimbursement of Travel and Subsistence

Introduction

It is essential for both the assistance and protection of elected Members that clear and comprehensive guidance on the remuneration scheme, the care allowance scheme, and the reimbursement of travel and subsistence is available to them.

A statutory framework governs Members’ entitlement to remuneration, care allowance and travelling and subsistence expenses both within and outside the UK. Although, within that framework, councils have discretion to determine their own rules, what is essential is that entitlements are clearly defined and are limited to reimbursing Members for reasonable levels of authorised and approved expenditure, properly incurred for council purposes.

Her Majesty’s Revenue and Customs (HMRC) legislation stipulates that any “expenses” not justified by receipts will be regarded as pure profit and taxed accordingly.

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The major points this document addresses are:

1. The requirement for Members to claim regularly. Entitlements to a care allowance, travelling & subsistence expenses are “limited to reimbursing Members for reasonable levels of authorised and approved expenditure, properly incurred for Council purposes”.

The guidance covers:

Fixed Remuneration (Basic and Senior Salaries)

Co-opted Member Payments

Care Allowance

Business Travel Club details

Travelling Expenses

Subsistence

Foreign Travel

Other Matters

Appendix 1 - Current Remuneration

Appendix 2 – Current Rates

1. FIXED PAYMENTS

(a) BASIC SALARY (See Appendix 1)

All Members are entitled to the Basic Salary.

There is no need to claim. One-twelfth is paid automatically on the 15th of each month in respect of that month (Or on the previous Friday if the 15th falls at a weekend)

Any Member who wishes not to receive the payment or who wishes to exercise their right not to receive the whole amount must notify the Head of Finance in writing.

It is to reimburse Elected Members for:

· Time on official business which includes the Executive Board, committees, sub-committees, panels, working parties, Council meetings and any other duties at which you represent the Council

· Time and costs (IT, postage, stationery, telephone expenses, local travel and incidental expenses) as a Ward Councillor (including representing the Council on such things as local school and Community Centre Management Committees).

· Time and costs (as above) dealing with any other Council business for which a Special Responsibility Allowance is not payable.

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SENIOR SALARY (See Appendix 1)

· There is no need to claim. One-twelfth is paid automatically on the 15th of each month in respect of that month. (Or on the previous Friday if the 15th falls at a weekend)

· Any Member who wishes to exercise their right not to receive the allowance or who wishes to receive less than the full amount must notify the Head of Finance in writing.

· It is to reimburse you for your time and incidental costs (but not travel) in exercising your special responsibility including meetings with officers.

· All Senior Salaries incorporate the Basic Salary.

2. CO-OPTED MEMBER PAYMENTS ( See Appendix 1)

Co-opted Members (Chair and Members) with voting rights are entitled

to a daily fee ( with a provision for half day payments). The payments

are capped at a maximum of the equivalent of 10 full days a year for

each committee to which an individual may be co-opted. Payments are

for meeting time only and include time spent on preparation and

travelling.

HOW TO CLAIM

The payment of a Co-opted Member fee will be made on submission of

The appropriate claim form duly completed. The details required on the

claim form are as follows:

· Your name and address together with national insurance number and payroll reference.

· Date and nature of meeting /s

· Start and Finish time of the meeting /s.

· Total amount claimed.

· Your signature.

· Date.

WHEN TO CLAIM

Claims should be submitted to the Payroll Section by no later than the 5th of the next month following the month to which the claim relates..

It is important to claim monthly to aid accuracy, checking and legitimate scrutiny (by the public).

Claims received which are over 3 months old will be reported to the Chair of Executive Board and to the appropriate group leader and only paid at the discretion of the Head of Finance in exceptional circumstances. Claims over 6 months old will not be paid under any circumstances.

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CARE ALLOWANCE ( See Appendix 1)

You may claim a care allowance to reimburse you for expenses incurred in arranging care for children, or dependants over the age of fifteen if you satisfy the Authority that the child or dependant required supervision which caused you to incur expenses that were necessary in respect of the care of that child or dependant in the carrying out of your duties as a Councillor.

A care allowance will not be paid to more than one Councillor of the Authority in relation to the care of the same child or dependant.

More than one care allowance will not be paid to any Councillor of the Authority who is unable to demonstrate to the reasonable satisfaction of the authority that the member has to make separate arrangements for the care of different children or dependants.

HOW TO CLAIM

The payment of a Care Allowance will be made on submission of the

appropriate claim form duly completed. The details required on the

claim form are as follows:

· Your name and address together with national insurance number and payroll reference.

· Date and nature of meeting/s

· Times - Leaving Home & Return

· Reason for needing care

· Name & Address of the carer / s

· Relationship to You

· Time care started and finished.

· Number of hours care provided per visit.

· Total amount claimed.

· Your signature.

· Date.

· An indemnity which states, “I confirm that I did necessarily incur the cost of the care and I agree that if necessary the recipient /s as

· named on the receipt / s may be contacted.

· A “receipt “provision for the carer / s to complete their name & address, the total amount paid to them and an indemnity (above the carers signature) which states, ”I confirm that I have received the monies as stated and I understand that I may at any time be contacted by an officer of the Local Authority regarding this payment.

Claims should be submitted to the Payroll Section by no later than the 5th of the next month following the month to which the claim relates..

It is important to claim monthly to aid accuracy, checking and legitimate scrutiny (of the public).

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3. TRAVELLING (See also section on Foreign Travel)

This Authority will continue to utilise the services of a Business Travel club.

The Travel Club will arrange all travel and accommodation needs for elected members.

This will provide a consistent approach across the Authority and will ensure that the VAT on all accounts relating to accommodation may be reclaimed.

All travel / accommodation arrangements will be made by Member’s Services, and only in exceptional circumstances will members be required to submit individual claims for reimbursement.

(a) WHAT YOU CAN CLAIM FOR

(i) Travelling to Council meetings including Executive Board, committees, sub-committees, panels and working parties.

(ii) Travelling to approved duties

(iii) Travelling to meetings, etc. (including meetings with Officers) which relate to those special responsibilities for which you receive a special responsibility remuneration.

(iii) Travelling to conferences which have been approved in accordance with the Head of Corporate & Customer Services delegations 23 and 24 contained in Table 5 of Part 3 to the Council’s Constitution (Responsibility for Functions) in consultation with the Leader and Deputy Leader. In instances where either the Leader or the Deputy Leader is a prospective conference attendee the

In respect of (ii) and (iii) above, decisions on travel, overnight stays and other expenses (see overleaf) should be made in accordance with the protocol in Appendix 3.

(b) WHAT YOU CAN CLAIM (Travel)

Travelling expenses are a reimbursement of costs actually incurred. If your travel has not cost you anything because, for example, you travelled in someone else’s vehicle or were provided with free transport, then you can not claim. You are certifying that you have incurred the expenses claimed.

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You can claim:

(i) Bus fare.

(ii) Train fare - standard class and seat reservation costs if applicable. (First class may only be used/claimed if approved in advance by the Head of Corporate & Customer Services or if approved by an external body which you are representing and which will reimburse the Council in full).

(iii) Car mileage. (Note: Members are expected to travel with officers or other Members whenever possible). Car mileage outside the County Borough area will only be paid where it is clear that public transport was not a viable alternative or where travel by car would obviate the need for an overnight stay. Members may choose to use other than public transport but train fare will be paid whatever the method of transport used. (See Appendix 2 for current rates).

(iv) Taxi fare but only in cases of urgency or where no public transport is reasonably available.

(v) Air fares but only if approved in advance by the Head of Corporate & Customer Services on the grounds of substantial time saving or urgency. (Note: this does not apply to foreign travel - see separate section).

(d) WHEN TO CLAIM (Travel)

Claims should be submitted to the Payroll Section by no later than the 5th of the next month following the month to which the claim relates..

It is important to claim monthly to aid accuracy, checking and legitimate scrutiny (of the public).

2. SUBSISTENCE

(a) WHAT YOU CAN CLAIM FOR

Day Subsistence - Outside the County Borough area (see Appendix 2 for rate)

Overnight Subsistence - the maximum rate (see Appendix 2) allows for the reimbursement of accommodation costs, meals and other expenses in a 24 hour period.

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Overnight stays should only be claimed where it would be unreasonable to travel and return on the same day or in fewer days than are claimed. The Head of Finance may reject claims which he considers excessive. Appropriate Officers or Officers accompanying Members will normally book and arrange invoices for hotels and trains.

(b) HOW MUCH YOU CAN CLAIM (Subsistence)

Day Subsistence - if you paid for a meal outside the County Borough area, you may claim reimbursement of expenses incurred up to the appropriate maximum (see Appendix 2).

The cost of meals within the County Borough will not be reimbursed.

Overnight Subsistence - up to the maximum 24 hour rate (see Appendix 2) the claim may consist of

(i) the actual cost of hotel accommodation

(ii) A maximum of £25 may be claimed for staying overnight with friends or relatives. However, any amount claimed will be subject to tax and national insurance.

(iii) The actual cost of meals (with receipts) normally up to the appropriate maximum meal rate.