Archived decisions

Contact: David Hinxman, Head of Democratic Services, Tel: (01962) 847339,

e-mail: [email protected]

1 Introduction

1.1 At its meeting in January 2007 the Committee agreed that Members required more clarity and certainty as to whether attendance at events for which they received `open' invitations, often electronically, from the County Council or its partner organisations qualified as `approved duties' thus entitling them to claim travelling expenses. The Committee agreed a corporate protocol to guide Executive Members and Chief Officers as to whether attendance by members would qualify for travelling expenses. Since that meeting it has become apparent that some fine tuning should be considered.

2 Recommendation:

That the Committee approves the approach set out in paragraphs 3.2 and 3.3 of the report in the context of `open' invitations from Chief Officers and that the corporate protocol be revised accordingly; and that the resolution set out in the appendix to this report be added to the signed minutes of the January 25 2007 meeting.

3. Background

3.1 At its January 2007 meeting the Committee accepted that their agreed approach in 1.1 above might render some Members less inclined to accept an `open' invitation if they do not have a direct role in the subject matter. On the other hand the Committee was mindful that those Members for whom attendance would closely align to their responsibilities as a County Councillor would be given appropriate support and encouragement to benefit from attendance and share their experience within their political groups, the Council and their communities. Recent experience has shown that some members consider that this approach does not encourage their participation in relation to the County Council's work which is of corporate significance but in which they do not have an ongoing direct role.

3.2 The whole council monthly member briefing sessions flowed formally from the Democratic Review and qualify for travelling expenses. There is a fine distinction between these which are managed corporately by Chief Executive's and `open' invitations to all members from Chief Officers to find out more about the County Council's work at sites around the county. They both contribute to members' knowledge and understanding of the extensive range of services provided by the County Council. The Committee may consider that both should be treated the same for allowances purposes.

3.3 Should the Committee decide that it wishes to take that approach then the same principles as adopted by the Committee in January last for `open' invitations would still apply: a pre-requisite would be that the need for such visits/tours should always be considered in the context of the Council's corporate priorities and there should always be a clear and defined purpose or outcome as if they were part of the Council's member briefing programme. The corporate justification would be discussed with the relevant Portfolio Holder, agreed and made explicit in the invitation. Chief Officers would plan ahead as far as was reasonably possible so as to give Members good advance notice of the visit/tour and the corporate business reasons for it which render it appropriate for all Members who attend to claim their travelling expenses. The Members Secretariat Outlook diary is available for departments to consult as to when dates may be available.

4 Financial implications

4.1 Extending members' entitlement to claim travelling expenses in these circumstances is not expected to have a marked effect on the Members' budget. Similar demands have arisen in the past following formal decisions authorising whole Council invitations. The arrangement suggested in the report seek to streamline the process and avoid the need for a formal decision in every case. Experience has shown that there may be between 2 and 4 such occasions in a year and that countryside or waste management locations will usually be the focus.

5. Conclusion

5.1 Given a clear business led approach it is considered that the principles agreed by the Committee in January concerning `open' invitations to Members from Chief Officers can be applied equally well to whole Council events organised by Chief Officers involving visits to and tours of sites around the county. The appropriate Executive Member would be presented with a business case to substantiate a whole Council invitation meriting attendance as an approved duty and, if supported by the Executive Member, the invitation would specify the corporate business reasons for the tour/visit being arranged. The Committee is asked to consider that as a way forward to respond to Members' concerns. The Committee is also asked formally to agree that the minutes of its January be corrected by adding the resolution in the appendix to this report to Minute 75. This was inadvertently omitted from the minutes signed in April.

Section 100 D - Local Government Act 1972 - background documents

The following documents discuss facts or matters on which this report, or an important part of it, is based and have been relied upon to a material extent in the preparation of this report. NB the list excludes published works and ocuments which disclose exempt or confidential information as defined in the Act:

None

Appendix 1

Governance Committee - 5 April 2007: Minute 75

RESOLVED:

That a corporate protocol be established on the basis set out in the report and that, whilst it is not necessary to amend the County Council's scheme of approved duties, the guidance to Members on allowances and expenses be revised to the effect that Chief Officers and the County Council's partner organisations, when considering the issue of `open' invitations to all Members of the County Council, will initially consult with their respective Portfolio Holder(s) as to attendance by named Members having regard to those Members' responsibilities as County Councillors before the `open' invitation is issued and that the `open' invitation will identify those Members for whom attendance will be an approved duty.