HAMPSHIRE FIRE AND RESCUE AUTHORITY

MEMBERS' ALLOWANCES AND EXPENSES

GUIDANCE NOTE - 2006/07

The purpose of this guide is to assist Hampshire Fire and Rescue Authority Members and Independent Members (hereafter referred to as `Members') in relation to allowances and expenses under the current approved scheme.

PART I - MEMBERS' ALLOWANCES

1. Background

1.1 The Hampshire Fire and Rescue Authority's scheme for the payment of allowances to Members is founded upon the requirements of the Local Authorities (Members' Allowances) (England) Regulations 2003. The original scheme was approved by the HFRA on 10 December 2003.

1.2 Two types of allowance are payable: a basic allowance and a special responsibility allowance.

1.3 Members are asked to follow these guidelines when completing their claims for expenses but to contact David Pryke, on behalf of the Clerk tel: 01962 847342, e-mail: [email protected], if circumstances arise about which they are uncertain. Claim forms must be completed in full and signed and be received by the Clerk to the HFRA, at The Castle, Winchester SO23 8UJ by the 20^th of each month if they are to be paid on the 15^th of the following month. Each months claims are scrutinised. Claims where it is found there appears to be a misunderstanding in relation to approved duties will normally be amended in the Member's interest and the member contacted about the change for future reference. To assist Members any invitation to a meeting or event will state whether or not attendance qualifies for travelling expenses.

1.4 The forms are then authorised for payment on the basis that the Member concerned has satisfied himself/herself that his/her claim complies with the list of approved duties for the payment of travelling expenses. The Treasurer will check arithmetic and arrange payment. Enquiries concerning income tax, national insurance and pensions should be addressed to the Treasurer to the HFRA, HR Service Centre, Nuance Global House, 3^rd Floor, 84-89 Southampton Road, Eastleigh, SO50 5PA, e-mail: [email protected].

2. Basic Allowance

2.1 The basic allowance is intended to recognise the time devoted by Members to their general work as a HFRA Member including attending meetings of the Authority and its committees etc., and other meetings called on Authority business. It is currently £2,715 a year, payable pro rata monthly in the middle of the month as part of the existing Hampshire Fire and Rescue Authority Service payroll arrangements. It also covers subsistence when carrying out approved duties save as described in paragraphs 6 and 7 below.

3. Special Responsibility Allowance

3.1 The special responsibility allowance reflects those special responsibilities which the Authority attaches to particular offices held by Members. The current amount of the allowance and the offices which qualify are listed in Appendix 1 to this guidance note, provided that a Member will receive only 1 Special Responsibility Allowance.

PART II - MEMBERS' EXPENSES

4. Background

4.1 Members may claim travelling expenses and childcare and dependants' carers' allowances when they undertake duties which qualify for such a payment. The qualifying period starts when a Member leaves home or work and ends when the Member returns home or to work provided these are direct journeys or involve giving other members lifts. Indirect journeys must be adjusted to reflect the travelling on Authority duties. Members are advised promptly of changes in mileage rates and if necessary the Treasurer arranges "back pay" for claims made at the previous rate.

4.2 Receipts for fares and other charges, such as car parking, should accompany claims where possible.

5. Travel Claims

5.1 Subject to the principle of "actual and necessary cost", the amount of a travel claim is left to Members' discretion as to public transport fares. For rail travel most members claim second class fares but first class rail travel may exceptionally be appropriate if circumstances so require. Such claims should be supported by the ticket or other receipt. As a general principle and in the interests of economy, if a private motor vehicle is used for journeys out of county your claim should not exceed the first class rail fare. When travel by air is an option, Members are asked to discuss their plans with David Pryke. For audit purposes, journeys using apparently expensive modes of transport will be queried and justification sought. It is helpful , therefore, for Members always to discuss their plans with David Pryke before such occasions arise.

5.2 Current rates for travelling, including those for Independent Members, are shown in Appendix II to this guide.

6. Subsistence - overnight stays in the U.K. and abroad

6.1 If there is an occasion for an overnight stay abroad, for Members' convenience arrangements will be made where possible for the Authority to be invoiced for the cost of accommodation or, given that officers will normally be present, for the Authority to pay direct and for the members' budget to be recharged accordingly. Where direct payment by the Authority is not practicable then foreign currency will be issued up to the maximum permitted by the Secretary of State. Any balance must be returned afterwards and expenditure accounted for. If Members make their own arrangements they should continue to claim for any overnight stays required in connection with the exercise of an approved duty; reasonable expenses will be paid.

6.2 When carrying out approved duties in the U.K. which require an overnight stay

the same principles will apply other than in relation to any cash advance.

6.3 At home or abroad the overnight allowance covers accommodation and all meals taken in a day. Where a meal is paid for by officers, therefore, or is otherwise provided as part of the exercise of an approved duty, Members are reminded that they should reduce any claim they make to reflect that. Where accommodation arrangements are made for Members and paid for by the Authority, no claims should be made other than for travelling if Members have to make their own travel arrangements. At all times when the Authority pays for accommodation Members must pay for their own incidental expenditure, such as newspapers, personal telephone calls, refreshments etc.

7. Subsistence

7.1 No subsistence is payable for Members attending meetings, tours, site visits or appeals. Where lunch is taken in connection with such occasions therefore you must pay from your own pocket.

8. Childcare and Dependants' Carers' Allowances

8.1 Childcare and dependants' carers' allowances are paid at a rate of £4.00 per hour for childcare and £7.84 per hour for dependants' carers up to an annual maximum of £1,000 per Member. Claims for childcare and dependants' carers' allowance must be accompanied by receipts and a claim will not be paid in respect of Members of families carrying out these services. Members are asked to contact David Pryke when they wish to make such a claim and assistance will be given.

9. Six Months Rule

9.1 All travel expenses, subsistence for overnight stays in the U.K. and abroad,
and childcare and dependants' carers allowances must be claimed within six
months of the date of the meeting/conference or seminar concerned.

10. Suspension of Allowances

10.1 When a member of the Authority is suspended from all duties, all allowances,
including travel, childcare and dependants' carers' allowances, will be withheld
for the period of suspension. Where a Member is partially suspended, any
special responsibility allowance relating to any duties from which the Member is
wholly suspended will be withheld for that period.

11. Recovery of Allowances Paid

11.1 Any allowance that has been paid to a Member whilst on suspension or any
allowance after a Member has ceased to be a Member of the authority shall be
recovered.

12. Duplication

12.1 Where a Member is a member of two or more authorities, they will not receive
more than one allowance for the same duties. Members must not therefore submit claims, for example, for travelling allowances in respect of the same journey to two authorities.

13. Elections to Forgo Allowances

13.1 Any Member by notice to the Clerk is able to forgo entitlement of all or part of any allowance paid to them.

14. Full Review

14.1 A full review of all allowances including special responsibility allowances was carried out by the Independent Members Remuneration Panel on 17 November 2005 and the Authority approved their current Members' Allowances and Expenses Scheme on 7 December 2005.

15. Annual Adjustment

15.1 The Scheme provides for the new allowances to take effect from 1 April 2006 and be increased in subsequent years to correspond to the retail price index used by Central Government to update State Benefits and Pensions.

16. Conclusion

16.1 It is important to remind Members that, whilst claims are monitored by the Clerk to the Authority and assistance given where possible, the content of claims is their personal responsibility and they are liable in the event that discrepancies come to light through the audit process. When completing their claims Members should also have regard to the Authority's code of conduct and Regulations 7 and 8 of the Local Authorities (Members Allowances) (England) Regulations 2003 which requires every claim to include or be accompanied by a statement signed by the Member that he/she has not made and will not make any other claim in respect of the matter to which his/her claim relates. The statement is on the Authority's claim form, the signed submission of which is your undertaking to comply with the Regulations.

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APPENDIX 1

HAMPSHIRE FIRE AND RESCUE AUTHORITY

THE LOCAL AUTHORITIES' (MEMBERS ALLOWANCES) (ENGLAND) REGULATIONS 2003

MEMBERS ALLOWANCES SCHEME 2006/07

£

per annum

(i) Basic Allowance 2,715

(ii) Special Responsibility Allowances

Only one special responsibility allowance is
payable to any Member under the scheme.
(The allowances in brackets will not be paid
whilst the current postholder receives a
higher special responsibility allowance in
respect of another post).

Chairman of the Authority 13,350
Vice-Chairman of the Authority (x 2) (1,632)
1,632
Chairman of Committees (x 5)
Finance and General Purposes 6,741
Governance 3,261
Human Resources 6,741
Performance Review 3,804
Standards 3,261

Vice-Chairman of Committees
Finance and General Purposes (1,632)
Governance (813)
Human Resources 1,632
Performance Review 981

Standards 813

Independent Members (x3) serving on Standards Cttee 615 each
Minority Spokespersons on HFRA
Liberal Democrat Party 6,675
Labour Party 3,337

Member for Communication Liaison (981)

Financial recognition for Members involved in 125 per day

Disciplining/Grievance Hearings (equate with daily rate

Paid by LGA in such cases)

Appendix II

HAMPSHIRE FIRE AND RESCUE AUTHORITY

RATES OF TRAVELLING ALLOWANCES PAYABLE TO MEMBERS OF THE AUTHORITY AND TO INDEPENDENT MEMBERS

1. Cycle allowance

The rate for travel by a Member on a Member's own cycle/
electric cycle or one provided for his/her use 8.71p per mile

2. Motor cycle allowance

The rate for travel by a Member's own solo motor cycle or one
provided for his/her use: 27p per mile

3. Motor vehicle allowance

The rate for travel by a Member's own private motor

vehicle, or one belonging to a member of his family

or otherwise provided for his/her use, other than a solo

motor cycle: 49p per mile

The rates specified in paragraph 3 may be increased by not more than the amount of any expenditure incurred on tolls, ferries or parking fees, including overnight garaging.

4. Rates for travel by public transport or taxi

(a) the rate for travel by public transport shall not exceed the amount of the

ordinary fare or any available cheap fare, and where more than one class of fare is available, the rate shall be determined, in the case of travel by ship by reference to first class fares, and in any other case by reference to second class fares unless the body determines, either generally or specifically, that first class fares shall be substituted.

(b) The rate specified in the preceding sub-paragraph may be increased by

supplementary allowances not exceeding expenditure actually incurred:

(i) on Pullman car or similar supplements, reservation of seats and deposit or porterage of luggage; and

(ii) on sleeping accommodation engaged by the Member for an

overnight journey, subject, however, to reduction by one third of any subsistence allowance payable to him for that night;

(c) The rate for travel by taxi cab shall not exceed:

(i) in cases of urgency or where no public transport is reasonably

available, the amount of the actual fare and any other
reasonable gratuity paid; and

(ii) in any other case, the amount of the fare for travel by
appropriate public transport.

(d) The rate for travel by a hired motor vehicle other than a taxi cab shall
not exceed the rate which would have been applicable had the vehicle
belonged to the Member who hired it, provided that where the body
approves, the rate may be increased to an amount not exceeding the
actual cost of hiring.

(e) The rate for travel by air shall not exceed the rate applicable to travel
by appropriate alternative means of transport together with an
allowance equivalent to the amount of any saving in attendance
allowance or financial loss allowance, and subsistence allowance
consequent on travel by air.

Provided that where the body resolves, either generally or specifically,
that the saving in time is not substantial as to justify payment of the
fare for travel by air, there may be paid an amount not exceeding:

(i) the ordinary fare or any available cheap fare for travel by regular air service; or

(ii) where no such service is available or in case of urgency, the
fare actually paid by the Member.

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