Scheme of Reference
Introduction
The Chairman of the Council is regarded as the ‘First Citizen of the District’ and the ‘Ceremonial Head of the Council’, although the Chairman has few legal powers. As a serving district councillor, the Chairman should remain politically impartial.
The Scheme of Reference is intended as background guidance for the Chairman of the Council on the nature of his/her duties together with the financial and support arrangements provided.
The Chief Executive, Assistant Director Law and Governance/Monitoring Officer and the Democratic and Elections Manager will be available to discuss or advise the Chairman on any issues relating to their role as Chairman.
Role of the Chairman
The Chairman (and Vice Chairman) of the Council will be elected by full Council annually.
The Chairman (and in his/her absence, the Vice Chairman) will have the following responsibilities:
- to uphold and promote the purposes of the Constitution, and to interpret the Constitution within meetings of Council where necessary;
- to preside over meetings of the Council so that its business can be carried out efficiently and with regard to the rights of Councillors and the interests of the community;
- to ensure that the Council meeting is a forum for the debate of matters of concern to the local community and the place at which Members who are not in the Executive or do not hold Committee chairs are able to hold the Executive and Committee Chairman to account;
- to promote public involvement in the Council’s activities;
- to be the conscience of the Council; and to attend such civic and ceremonial functions as the Council and he/she determines appropriate.
- It is customary (but not compulsory) that the Chairman nominates a charity or charities to support throughout their year of office. Any fund-raising events and raffles are initiated by the Chairman with administrative and back-office support and advice from the Chairman’s PA.
Neither the Chairman nor Vice-Chairman of the Council can be a member of the Executive.
Protocol
Under the Local Government Act 1972 the Chairman of the Council is First Citizen of the District and at events within the District takes precedence over everyone except the Queen’s representative. If the Vice-Chairman is attending an engagement in place of the Chairman, she/he takes the same precedence.
The Chairman of Cherwell District Council always takes precedence over the Mayors of the Town Councils.
The Chairman’s badge on the Chain of Office is worn by the Chairman of Cherwell District Council during his/her Civic Year when representing the District Council at civic and community events.
Invitations to the Chairman
Local organisations may invite the Chairman to attend any events they are organising. Invitations should be sent to the Chairman’s Personal Assistant who will contact the event organiser to confirm arrangements.
Please email liz.matthews@cherwell-dc.gov.uk or call Liz on 01295 227967.
A list of engagements attended by the Chairman will be submitted to each Council meeting for information.
Administrative Support
The Chairman will have a Personal Assistant (0.50 FTE support for the Chairman) who will provide a level of professional support for the civic and ceremonial activities associated with the role of the Chairman of the Council.
The Chairman’s PA will attend and provide support for one main fund-raising event and will provide back-office and administrative support for other functions.
The Personal Assistant to the Chairman (CDC) sits in Chief Executive Support in the Chief Operating Officer Directorate but reports directly to the Executive Assistant to the COO.
In the absence of the Personal Assistant to the Chairman, the Leader’s PA will provide cover when the Chairman’s PA is on annual leave.
Chairman’s Allowance and Budget
Chairman’s Allowance
Under the Local Government Act 1972, a principal council may pay the Chairman an allowance which it thinks reasonable for the purpose of meeting the expenses of those offices. This is known as ‘civic dignitary’s allowance’.
Cherwell District Council believes that no serving councillor should be excluded from accepting the role of Chairman due to concerns about the potential personal financial cost to meet the expenses of office. Therefore, in addition to the basic allowance paid to all councillors, the Chairman shall receive an additional allowance.
The allowance paid to the Chairman of the Council is £2000 per year of office and is paid monthly. The purpose of the allowance is to cover the expenses of office. e.g. clothing; subsistence; sundry donations including collections and raffle tickets; drinks at official events.
Chairman’s Budget
The purpose of the Chairman’s budget is to support his/her activities as Chairman (within the available budget as set annually) including:
- Mileage for attendance at official events to which the Chairman has been invited in his/her official capacity as Chairman of the Council (any queries as to what constitutes an official event are to be determined by the AD Law and Governance/Monitoring Officer).
- Mileage claims to be submitted by the Chairman’s PA using the i-Trent system with mileage being paid at the standard rate for Members’ mileage.
- Tickets for the Chairman and consort to attend events within the United Kingdom to which the Chairman has been invited in his/her official capacity as Chairman of Cherwell District Council.
- The Chairman’s Personal Assistant is authorised to purchase tickets to events to the value of £50 per ticket. The purchase of tickets for events costing more than £50 must be authorised by the Assistant Director Law and Governance.
- Travel (e.g. train/taxi) within the United Kingdom for attendance of the Chairman and Consort in his/her official capacity as Chairman of Cherwell District Council.
- The Chairman’s PA will be responsible for making travel arrangements.
- If the Chairman arranges his/her own travel, this will come out of the Chairman’s allowance. However, in exceptional circumstances at the discretion of the Assistant Director Law and Governance, the Chairman may submit and receive payment for a travel claim.
- Any requests not included in this Scheme of Reference for the official representation of the Chairman of Cherwell District Council (and his/her consort), including attendance at any events outside the United Kingdom should be submitted to the Executive for consideration and approval.
- Associated expenditure for Annual Council
- Training
- Gifts at the end of the Chairman’s term of office
- Refreshments for events hosted by the Chairman
- Maintenance of the Chairman’s Chain/Chairman’s Board
Budget Monitoring
Budget monitoring of the Chairman’s budget will be undertaken as part of the regular Law and Governance budget monitoring and the Chairman will be advised as necessary.
Departure of Chairman
Should the Chairman of the Council cease to hold office during their term of appointment, the Assistant Director, Law and Governance will be responsible for determining the appropriate consequential arrangements in-light of the circumstances.