Issue - meetings

This report summarises the issues discussed at the Civic Working Group

meeting held on 07 September 2023, and seeks support for any

recommendations arising.

Cllr Williams introduced the report of the Civic Working Group, which sought debate and resolution on:

a)    A proposal to change the Civic term to serve as Deputy Mayor, before serving as Mayor in the subsequent year;

b)    The suggested provision of an annual allowance for the Mayor and Deputy Mayor to replace ‘out of pocket’ expenses; and

c)    A proposal for approximately £5,000 to be taken from Reserves for additional links to be added to the Mayoral Chain of Office.

Trustees discussed recommendation a). Those Trustees in favour of the change suggested that serving as Deputy Mayor first would provide useful experience before taking on the role of Mayor, as well as allowing a Deputy to review whether they wanted to progress to the Mayoral role.

Officers suggested that advance notice of a forthcoming Mayor could help to avoid contested elections and allow for officers to better prepare celebratory events.

Other Trustees were in favour of keeping the arrangement unchanged and suggested that serving as Mayor first would allow for an experienced Deputy Mayor to support new Mayors. It was also suggested that changing the term could exclude Trustees in their last term of office.

The proposal was put to the vote, as follows:

For: 5

Against: 9

Abstention: 4

The motion was lost.

Recommendation b) was discussed. Officers confirmed the current process for claiming ‘out of pocket’ expenses and advised that the recommendation sought approval to replace this with a monthly allowance in principle, with implementation subject to a more detailed review of any financial implications.

Trustees in favour of the proposal suggested that an allowance would streamline the expenses process for future Mayors and Deputy Mayors. It was also suggested that an allowance could help to avoid administrative time and costs for Democratic Services, and could be more inclusive to future Mayor’s and Deputy Mayors who otherwise might not be of sufficient means to fulfil the duties of the roles.

Other Trustees requested clarity on the proposed value of the allowance, the financial implications of providing an allowance (including tax implications) and its impact on budgets, and suggested that without this information they could not vote in favour of the proposal.

The proposal was put to a vote, as follows:

For: 6

Against: 7

Abstention: 5

The motion was lost.

Recommendation c). was discussed, with most Trustees supporting the suggested use of reserves.

The proposal was put to a vote, as follows:

For: 14

Against: 3

Abstentions: 1

The motion was carried, and it was:

RESOLVED: That approximately £5,000 be taken from Reserves for additional links to be added to the Mayoral Chain of Office.