Agenda and draft minutes

Personnel Committee - Tuesday 25th May 2021 6.30 pm

Venue: Guildhall

Items
No. Item

21/21/22

Health and Safety Announcements

Minutes:

Councillor B Samuels in the Chair.

 

The Chairman informed those present of the actions required in the event of a fire or emergency.

22/21/22

To appoint a Chairman

Minutes:

It was proposed by Councillor Challen, seconded by Councillor Fox and following a vote it was RESOLVED to appoint Councillor Fox as Chairman.

 

Councillor Fox in the Chair.

23/21/22

To appoint a Vice Chairman

Minutes:

It was proposed by Councillor Challen, seconded by Councillor Taylor and following a vote it was RESOLVED to appoint Councillor Taylor as Vice Chairman.

 

24/21/22

Declarations of Interest:

a.  To receive any declarations from Members of any registerable (5A of the Code of Conduct) and/or non-registerable (5B) interests in matters to be considered at this meeting.

 

b.  Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration

Minutes:

a.  To receive any declarations from Members of any registerable (5A of the Code of Conduct) and/or non-registerable (5B) interests in matters to be considered at this meeting.

 

None.

 

b.  Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration.

 

None.

25/21/22

To note and receive the minutes of the Personnel Committee held on 13th April 2021 and the Extraordinary Personnel Committee held on 29th April 2021 as a true and correct record. pdf icon PDF 226 KB

Additional documents:

Minutes:

Please see a copy of the minutes on the STC website.

 

It was proposed by Councillor Fox, seconded by Councillor Peggs and RESOLVED that the minutes of the Personnel Meeting held on 13th April 2021 were confirmed as a true and correct record.

 

It was proposed by Councillor B Samuels, seconded by Councillor Peggs and RESOLVED that the minutes of the Extraordinary Personnel Meeting held on 29th April 2021 were confirmed as a true and correct record.

 

Please see a copy of the minutes on the STC website.

26/21/22

To consider Risk Management reports as may be received.

Minutes:

No report.

27/21/22

To receive the current Committee budget statement. pdf icon PDF 191 KB

Minutes:

It was RESOLVED to note.

28/21/22

To consider training requests and to report back on training attended.

Minutes:

No report.

29/21/22

To receive an update regarding the Investors in People Award

Minutes:

Councillor Peggs informed Members of the Investors in People Award.

 

It was proposed by Councillor Fox, seconded by Councillor Taylor and RESOLVED that Councillor Peggs circulates the information relating to the Investors in People Award for Members consideration at a future Personnel Committee.

30/21/22

To receive the updated STC Services and Operational Recovery Report.

Minutes:

Members considered STC Services and Operational Recovery Report in line with the Government Roadmap.

 

It was resolved to RECOMMENDED to Full Council:

 

Guildhall:

 

1.    Guildhall reception to remain closed to members of the public until sufficient staff are appointed.

 

2.    No Guildhall bookings until relocation of staff and easing of social distancing.

 

3.    To continue to work towards re-opening the Guildhall room bookings in line with the Government Roadmap as of 21st June 2021.

 

4.    To relocate the Finance Department on a temporary basis to the Station Building (extension) subject to completion of building works, at the earliest opportunity and to continue to review.

 

5.    In the absence of the Town Clerk, the Assistant Town Clerk to continue with the day to day line management and operations of the Council liaising with each department as we move through the roadmap, reporting back to the Personnel Committee.

 

Library:

 

1.    To continue working towards re-opening the Library building as of 21st June 2021 in line with the Government Roadmap.

 

2.    To work towards re-introducing events and activities to Saltash Library Hub over a phased period to be managed by the Community Hub Team Leader.

 

3.    To stop quarantining books, newspapers and magazines in line with Public Health England advice on book quarantining.

 

4.    Members of staff to return to their place of work from home working.

 

Service Delivery:

 

1.    Full service and operations to continue under the safe covid-19 working practices and risk assessments.

 

2.    Staff to continue operating in bubbles of two for inside work only.  Staff to continue wearing PPE and maintain social distancing where possible.

 

3.    Staff are no longer required to operate in bubbles of two when working outside.  Staff to continue wearing PPE and maintain social distancing where possible.

4.    Staff to return to sharing work vehicles whilst wearing PPE and ensuring good ventilation.

 

5.    Public toilet cleaning schedule to be reduced to twice daily between the hours of 0800 and 0930 and 1130 and 1230 and fogged when closed at 1700.

 

6.    Town centre and Waterfront sanitising cleaning schedule to be reduced to twice daily (subject to weather conditions) between the hours of 0800 and 0930 and 1130 and 1230.

 

31/21/22

To consider rapid lateral flow tests.

Minutes:

It was proposed by Councillor Fox, seconded by Councillor Taylor and resolved to RECOMMEND to:

 

1.    Adopt a daily employee Covid-19 Safety Checklist for all STC staff to complete.

 

2.    Offer home testing kits to members of staff to be taken twice weekly at home and results produced to their line manager for recording.

 

32/21/22

Public Bodies (Admission to Meetings) Act 1960

To resolve that pursuant to Section 1(2) of the Public Bodies (Admission to meetings) Act 1960 the public and press leave the meeting because of the confidential nature of the business to be transacted and in accordance with Saltash Town Council Standing Orders and Terms of Reference.

 

Minutes:

To resolve that pursuant to Section 1(2) of the Public Bodies (Admission to meetings) Act 1960 the public and press leave the meeting because of the confidential nature of the business to be transacted and in accordance with Saltash Town Council Standing Orders and Terms of Reference.

 

The Chairman informed Members that the meeting is now in Part Two.

 

The Chairman announced that the next item of business to be considered is agenda item 15.

 

 

33/21/22

Staffing matters.

Minutes:

The Assistant Town Clerk updated Members on staffing matters.

 

Due to the nature of the business transacted and in accordance with GDPR and Data Protection Regulations minute number 34/21/22 remains a confidential matter of the Personnel Committee.

 

 

34/21/22

To review the staffing structure.

Minutes:

Members reviewed and discussed part of the current staffing structure.

 

It was proposed by Councillor Fox, seconded by Councillor Taylor and resolved to RECOMMEND:

 

1.    A part time Administration Assistant be appointed at 20hrs per week, Monday to Friday, hours to be determined by the line manager, liaising with successful candidate.

 

2.    The part time Administration Assistant Post forms part of the Council’s existing staffing structure.

 

3.    Within budget a salary costs at £11,111 (including pension and NI) from 1st July 2021 to 31st March 2022 allocated to the Service Delivery Staffing Cost Budget.

 

4.    NJC scale 7 – 9.

 

 

It was proposed by Councillor Fox, seconded by Councillor Taylor and RESOLVED:

 

1.    To introduce a Service Delivery Work Request Form and generic STC email address for Councillors, STC Officers, and members of the public to report details of works identified to the Service Delivery Department.

 

2.    To introduce a Works Request Log for the Service Delivery Department to conduct the works by receipt of a Work Request Form and departments availability.

 

3.    To prioritise health and safety works.

 

4.    That the Service Delivery Work Request Form be made available on Saltash Town Council website and social media platforms.

 

5.    To implement with immediate effect.

 

 

In line with Standing Orders a meeting of the Council shall not exceed a period of 2½ hours.

 

The Chairman ended the meeting and called for an Extraordinary Personnel Committee meeting to be held on Monday 7th June 2021 to continue with the remaining business of the Personnel Committee.

35/21/22

To confirm any press and social media releases associated with any agreed actions and expenditure of the meeting.

Minutes:

None.