Agenda and draft minutes

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

The Chairman welcomed Cllr Richard Bickford to the meeting.

Cllr Bickford informed the Chairman of the reason for his attendance this evening – he is interested to listen to the discussions relating to agenda items 19a and 19b.

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.  The 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.  The 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 or request to see a copy at the Guildhall.

It was proposed by Councillor Stoyel, seconded by Councillor Martin and unanimously RESOLVED to amend ‘date of next meeting’ from ‘6.30am’ to ‘8pm’.

It was proposed by Councillor Stoyel, seconded by Councillor Dent and unanimously RESOLVED that the minutes of the Personnel Meeting held on 16^th November 2023 were confirmed as a true and correct record.

Nothing to report.

Nothing to report.

The Town Clerk informed Members that the staff training budget codes are split across Services, Library and Policy and Finance in the same manner as the salaries.  There is potential for staff to miss training opportunities due to the lengthy approval process for training requests over the delegated amount of £200.

Members asked various questions. 

The Town Clerk confirmed that salary incremental is a recommendation to Full Council.

It was RESOLVED to note the budget statement.

It was proposed by Councillor Dent, seconded by Councillor Martin and unanimously resolved to RECOMMEND to the Policy and Finance Committee held on 12^th March to consider virement of the staff training budget codes to the Personnel Committee to assist with staff training requests in line with the Committee Terms of Reference.

It was proposed by Councillor Martin, seconded by Councillor Dent and unanimously resolved to RECOMMEND to the Policy and Finance Committee held on 12^th March to consider virement of the staff salary budget codes to the Personnel Committee.

a.    Training Budget

It was RESOLVED to note.

b.    Training Attended

Councillor Foster left the meeting and then re-joined the meeting during discussion of this item.

It was RESOLVED to note.

c.    Training requests

It was proposed by Councillor Martin, seconded by Councillor Stoyel and unanimously resolved to RECOMMEND to the Services Committee to be held on 11^th April to ratify the Town Clerk’s delegated authority for the Service Delivery Manager to attend RoSPA Routine Visual Inspection course at a cost of £335+VAT allocated to budget code 6676 Service Delivery Staff Training.

It was proposed by Councillor Stoyel, seconded by Councillor Foster and unanimously resolved to RECOMMEND to the Policy and Finance Committee to be held on 12^th March to approve the Finance Officer to attend the Local Government Association Employer Role training on the 16^th April at a cost of £250+VAT allocated to budget code 6656 Staff Training.

It was RESOLVED to note.

It was RESOLVED to note the appointment on 15^th February 2024 of a Service Delivery General Assistant and to welcome him to Saltash Town Council.

It was proposed by Councillor Stoyel, seconded by Councillor Miller and unanimously resolved to RECOMMEND to Full Council held on 7^th March:

1.  The Town Council Christmas shutdown period to commence on Tuesday 24^th December 2024 at 12.30 and re-opens on Thursday 2^nd January 2025;

2.  Staff to take annual leave on 27^th, 30^th and 31^st December 2024 to cover the Christmas shutdown period;

3.  This will not apply to operational staff who are required to remain on duty during this period by an agreed on call rota system to carry out essential services in the town.

It was proposed by Councillor Martin, seconded by Councillor Stoyel and unanimously resolved to RECOMMEND to Full Council held on 7^th March:

1.  Half a day be awarded to all staff on Tuesday 24^th December 2024, finishing at 12.30;

2.  To allocate staff that work part time, the half a day in the morning rather than the afternoon.

It was proposed by Councillor Martin, seconded by Councillor Stoyel and unanimously RESOLVED to:

1.  Purchase an annual licence for BrightPay 2024/25 at a cost of £289+VAT;

2.  Purchase BrightPay Connect at a cost of 0.65p+VAT per employee per month;

3.  RECOMMEND to the Policy and Finance Committee held on 12^th March that the associated cost be allocated to budget code 6305 Finance Software due to the function moving back in-house.

It was proposed by Councillor Martin, seconded by Councillor Dent and unanimouslyRESOLVED:

1.  To note and thank the Town Council Departments for their continued commitment and hard work given to the Town Council and community;

2.  That future recognition received from the public be reported back to Personnel and Full Council meetings.

(Pursuant to Personnel held on 29.06.23 minute nr. 39/23/24)

It was RESOLVED to note termination of Rosevale Accountants payroll services.

It was proposed by Councillor Martin, seconded by Councillor Foster and unanimously RESOLVED:

1.  To continue with the temporary appointment of Rosevale Accountants to support the Finance Officer with the year-end and AGAR work;

2.  At a cost of £33+VAT per hour;

3.  The Town Clerk to continue to oversee the working relationship with Rosevale and ensure contracted hours are only as necessary and stay within budget;

4.  To note the 12 month training plan ceases on 31^st March 2024;

5.  To RECOMMEND to the Policy and Finance Committee held on 12^th March to allocate the associated cost to budget code 6661 Finance Consultancy Fees.

The Chairman reminded Members of the advice received from CALC relating to the Protocol for Member Officer Relations.

It was proposed by Councillor Martin, seconded by Councillor Stoyel and unanimously RESOLVED that Councillors Martin and Stoyel revisit the CALC recommendations applying amendments to the policy for consideration at the 27^th June Personnel Committee meeting.

It was proposed by Councillor Foster, seconded by Councillor Dent and unanimously RESOLVED to defer to the 27^th June Personnel Committee meeting.

a.  Development Manager; 

It was proposed by Councillor Foster, seconded by Councillor Miller and unanimously resolved to RECOMMEND to Full Council held 7^th March to:

1.      Approve the new role, Development and Engagement Manager into the     existing Town Council organisation structure;

2.     Approve the job description and person specification (as attached)    subject to the HR Advisers review and sign off;

3.      To advertise from 1^st April 2024;

4.     To note the new role will assist with the implementation of the Business Plan and other Town Council business.

b.  Communications and Engagement Officer. 

It was proposed by Councillor Martin, seconded by Councillor Miller and unanimously resolved to RECOMMEND to Full Council held 7^th March to:

1.     Approve the new role, Communications and Engagement Officer into the existing Town Council organisation structure;

2.     Approve the job description and person specification (as attached) subject to the HR Advisers review and sign off;

3.      To advertise from 1^st April 2024.

Councillor Bickford left the meeting.

To resolve that the public and press be re-admitted to the meeting. 

It was proposed by Councillor Martin, seconded by Councillor Dent and RESOLVED 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 reminded Members that items discussed are of the strictest confidence and must not be discussed or shared with others.

The Chairman asked Members to refrain from taking notes in part two confidential session, reports have been provided.

All Members are subject to GDPR, Data Protection Regulations and the Code of Conduct.

Members in attendance noted the Chairman’s statement.

The Town Clerk informed Members that the annual staff performance reviews have taken place.

It was proposed by Councillor Martin, seconded by Councillor Stoyel and unanimously resolved toRECOMMEND to Full Council held on 7^th March to approve all incremental point progressions for eligible staff for the year 2024-25, from 1^st April 2024.

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

1.  Approve the reduction of working hours for a Library member of staff from 19 hours per week to 17 hours per week to commence on 1^st April 2024;

2.  Approve the increase of working hours for a Library member of staff from 16 hours to 18 hours per week to commence on 1^st April 2024;

3.  HR Advisers to issue an addendum to the member of staff contracts of employment.

The Town Clerk informed Members that the meeting is about to exceed 2.5 hours breaching Standing Orders.

It was proposed by Councillor Martin, seconded by Councillor Dent and RESOLVED to suspend Standing Order 2.V to allow the remaining business to be considered.

The Town Clerk informed Members of the need to appoint an Occupational Health Assessor (OHA) in line with being a good employer and employment regulations.

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED to appoint an OHA at a cost of £250 plus a mileage charge from Paignton.

It was proposed by Councillor Martin, seconded by Councillor Foster and RESOLVED to appoint an OHA at a cost of £250 plus a mileage charge from Paignton.

It was RESOLVED to note the remainder of the staffing report received from the Town Clerk.

None.

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.

Members are reminded that items discussed are of the strictest confidence and must not be discussed or shared with others.

Members are to refrain from taking notes in part two confidential session and to refer to the private and confidential reports provided.

All Members are subject to GDPR, Data Protection Regulations and the Code of Conduct.

It was proposed by Councillor Martin, seconded by Councillor Stoyel and resolved that the public and press be re-admitted to the meeting.

None.

None.