Agenda and minutes

Councillor Taylor Vice Chairman in the Chair.

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

The Chairman proposed agenda item 2 be deferred to a future Personnel meeting, seconded by Councillor Miller.  The motion was defeated.

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

Councillor Taylor remained in the Chair.

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

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.

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

It was proposed by Councillor Taylor, seconded by Councillor G Challen and RESOLVED that the minutes of the Personnel Meeting held on Tuesday 25^th May 2021 were confirmed as a true and correct record.

The minutes will be signed upon the return to the Guildhall and made available upon request.

Subject to amendments to both the Job Description and Person Specification, it was proposed by Councillor Taylor seconded by Councillor Peggs and RESOLVED to approve the Part Time Administration Job Description and Person Specification.

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.

Chairman to confirm the Personnel Meeting is now in Part Two.

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.

It was proposed by Councillor Taylor, seconded by Councillor Peggs and RESOLVED that the notes of the informal Personnel Meeting held on 7^th June 2021 were confirmed as a true and correct record.

It was proposed by Councillor Miller to appoint a Locum Assistant Town Clerk, a seconder was not sought.  The proposal did not carry.

It was proposed by Councillor Taylor, seconded by Councillor Peggs and RESOLVED not to appoint a Locum Town Clerk.

It was proposed by Councillor Taylor, seconded by Councillor Peggs and RESOLVED that due to staffing levels a Receptionist had been appointed within budget, on a fixed term contract, expiry date 13^th August 2021, to assist with administration works.

It was proposed by Councillor Taylor, seconded by Councillor Peggs and RESOLVED to offer the temporary Receptionist extra hours within budget during w/c 5^th July 2021 to cover annual leave.

It was proposed by Councillor Taylor, seconded by Councillor Miller and RESOLVED that the notes of the informal Personnel Meeting held on 18^th June 2021 were confirmed as a true and correct record.

It was proposed by Councillor Taylor, seconded by Councillor Miller and RESOLVED to form a sub group comprising of Councillors Martin, Miller and Peggs:

1.    To work up an Officer Safeguarding policy.

2.    Review the existing Staff / Members Relations Policy.

3.    Where required seek advice from CALC.

4.    Report back to a future Personnel meeting.

It was proposed by Councillor Taylor, seconded by Councillor Martin and RESOLVED to approve:

1.    The Assistant Town Clerk works from home Friday mornings as of 16^th July 2021.

2.    The Assistant Town Clerk to take study leave Friday afternoons. 

3.    The Personnel Committee to review the study leave upon sufficient administrative support being put in place.

Library:

It was proposed by Councillor Peggs, seconded by Councillor Taylor and resolved to RECOMMEND to Full Council:

1.    To appoint a permanent Library and Information Assistant at 20 hours per week.

2.    NJC 7-9, commencing on point 7.

3.    Total costs for the period of employment from 1^st August 2021 to 31^st March 2022 an amount of £8,594.31.

4.    Allocated to General Reserves.

5.    Community Hub Team Leader to work up the job description and person specification to be received at the next Personnel meeting.

It was proposed by Councillor G Challen, seconded by Councillor Taylor and RESOLVED to review the appointment of a Community Hub Assistant at a future date.

It was proposed by Councillor Miller, seconded by Councillor Martin and resolved to RECOMMEND to Full Council to:

1.    Reflect the duties and responsibilities of the post of Community Hub Team Leader at NJC scale 10-12 and to receive an uplift to NJC scale 18-23.

2.    Commence on point 18 back dated to 1^st July 2021 in recognition of work undertaken to date.

3.    Vire from the Library Staffing Contingency budget to the Library Staffing budget an amount of £2,096.80 within budget.

Administration:

The Assistant Town Clerk updated Members on the number of Receptionist / Mayors Secretary applications received to date (18). 

It was NOTED that shortlisting, interviews and the appointment of a Receptionist / Mayors Secretary is a priority due to staffing levels.

Human Resources:

It was proposed by Councillor Taylor, seconded by Councillor Miller and resolved to RECOMMEND to Full Council to seek outsourcing the Human Resources back log of work on a three month fixed term contract within budget.