Moray councillors debate expenses rules - but agree transparency drive
Councillors have debated whether their expenses should cover travel to events like coffee mornings, quiz nights, funerals and Highland games.
A full meeting of Moray Council has agreed to update the rules covering councillors’ expenses, but also backed an investigation into how their expenses could be published in more detail.
The transparency drive came after concerns were raised over the definition of “community events” mentioned in the document.
An internal audit review had been carried out, a meeting report revealed, and the new guidelines would “ensure greater clarity is provided” over which expenses are appropriate.
New wording has been added to the policy, stating that expenses must relate to “legitimate Council or Ward business”.
A new section has also been added, confirming that claims can be made for: “Attending community events and meetings which are reasonable associated with duties as a councillor.”
‘I don’t think a quiz night…is an appropriate use of public funds’
However, Councillor Derek Ross (Speyside Glenlivet, Independent) argued that the rules offered “no clarity” on which events would merit an expenses claim.
He argued that some engagements which may be considered community events would not justify the spending of public money.
“I don't think a quiz night where you're sitting at a table with a group of friends is an appropriate use of public funds,” Cllr Ross said.
“Or sitting with a group of friends having a cup of coffee at a community event - is that appropriate?
“If there's a funeral, for instance, of a well-known person within the area, is it appropriate to be going to that funeral and then claiming?”
The councillor also raised concerns that the rules for councillors’ expenses could allow claims for apparently-political events.
“For example, if they are fundraising on a recruitment membership drive on the Plainstones in Elgin,” he added.
“Or at a Highland games, where you are clearly representing a political party and not Moray Council.
“I could give many more examples, however I will stop there."
‘Very reassuring for the public to know’
Cllr Ross’ comments came after Councillor Scott Lawrence (Forres, SNP) asked how expense claims are scrutinised before being approved.
Frances Garrow, head of HR, ICT and organisational development, confirmed that Moray Council payroll staff carry out initial checks on expenses claims - before passing any concerns to her for “finer” scrutiny.
Cllr Lawrence replied that it was “very reassuring for the public to know” that all published expenses had been through “two levels of scrutiny” to ensure they are legitimate.
He also argued that councillors could “be here all day” discussing community events and “what side of the line they’re on”.
Cllr Lawrence, the co-leader of the SNP group, also said criticism of specific expenses claims may be to unfair to rural councillors and prevent potential candidates from standing.
Members regularly criticise Holyrood and Westminster for not considering the area’s rural nature when making decisions, he added, and councillors in wards like Speyside Glenlivet will incur more travel costs than those in towns.
As a result, he claimed that those who criticise high expense totals were at risk of committing the same error other governments are criticised for.
Chief Executive Karen Greaves said that some councillors use community events as an alternative to hosting traditional surgeries across their ward.
“Some might say that you engage with more people at the community event than you may engage in a surgery,” she said.
“Officers cannot list every single possibility for an expense for which you might claim.
“But the onus is on yourselves when you sign that expense form - can you explain that expense to the person in the street?”
‘Security of councillors can be pretty well assured when you’re attending a public meeting’
Councillor Juli Harris (Speyside Glenlivet, SNP) suggested that some councillors might prefer to attend community events and public meetings because they ensure safety.
“We often worry about the security of elected officials,” she said.
“Security of councillors can be pretty well assured when you're attending a public meeting and sitting speaking directly to constituents.
“It helps to do that.”
She also defended the principle of councillors attending events like coffee mornings, as a valuable way to reach elderly constituents or those with health issues.
“There are specific types of constituents who may wish to attend things such as coffee mornings,” Cllr Harris said.
“Among them would be a high percentage of elderly people who may not be fit to come to surgeries, who may not be available on social media.
“So you need to look at the different circumstances of the constituents, where they live.”
Which councillors claimed most in 2024?
Earlier this month, Moray Council revealed the total expenses claimed by each member of Moray Council over the last financial year.
More than half of Moray councillors claimed less than £120 last year, and the median total expenses were just £106.
Eight councillors claimed more than £1000 over the last year.
Councillors from the rural Speyside Glenlivet ward topped the rankings this year, with nearly all of their expenses stemming from mileage costs.
Cllr Harris claimed more than £3500 over the last financial year, with all but £42 coming from car mileage.
Her total of £3772 was nearly £600 higher than Councillor David Gordon (Speyside Glenlivet, Conservative), who had the second-highest figure of £3174.
Of his total, just £142 came from expenses other than mileage.
In third place was Council Leader Councillor Kathleen Robertson (Forres, Conservative), whose £2075 total last year included £838 for mileage, £701 for accommodation costs and £475 in training and conference costs.
The lowest total claim was just £22 from Councillor Elaine Kirby (Elgin City South, Conservative).
Councillors support push for extra transparency
The call for more transparency came when Cllr Ross submitted a motion asking for line-by-line expenses to be published, which was seconded by Councillor Marc Macrae (Fochabers Lhanbryde, Conservative).
However, Cllr Lawrence lodged an amendment seeking to agree the policy and was seconded by Councillor Sonya Warren (Buckie, SNP).
However, the vote was made unnecessary after Councillor John Stuart asked whether both parties could just agree to add a recommendation to the report.
In the end, members unanimously backed the original recommendations but also asked for a report into how more details of councillor’s expenses could be published.
The report “setting out the options” for providing more detail is set to be presented to a meeting in December.
Monitoring officer Alistair McEachan said Moray Council had already “looked into” publishing more details of councillors’ expenses, and had not found any other councils which publish line-by-line details on their website.
“The proposal by Cllr Ross, whilst it's perfectly feasible, would be time consuming for officers to upload that data unless there was a bespoke system,” he added.
“It's doable, but it would come with additional officer time."
