Agenda and draft minutes

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

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 Mortimore, seconded by Councillor Brady and RESOLVED that the minutes of the Personnel Meeting held on 29 May 2025 were confirmed as a true and correct record.

Nothing to report.

Nothing to report.

It was RESOLVED to note.

Members received the recommendation from Town Vision as detailed in the circulated reports pack and reviewed the Personnel Committee Business Plan Deliverables.

It was proposed by Councillor Peggs, seconded by Councillor Stoyel and RESOLVED:

1.  To add under Strategic Priority 2 ‘Aim’ – Provide excellent welfare facilities – ‘Actions’ – To consider improvement of Guildhall staff restrooms and changing facilities where feasible;

2.  To include an agenda item for the October Personnel Committee meeting to consider potential improvements to the staff restrooms and changing facilities at the Guildhall where feasible;

3.  To add under Strategic Priority 2 ‘Aims’ – Provide occupational health assessments as required to support staff at work – add under ‘Actions’ – To provide mental health first aid training for line managers to attend.

It was RESOLVED to note the appointment of a Planning and General Administrator.

It was RESOLVED to note the resignation of the Administration Assistant for the Service Delivery Department.

Members received and discussed the report contained within the circulated reports pack.

It was proposed by Councillor Stoyel, seconded by Councillor Brady and RESOLVED:

1.  To delegate to the Service Delivery Manager to update the existing Casual Caretaker job description to align the duties and responsibilities of the role for HR Support Consultancy (HRSC) final approval;

2.  To delegate to the Service Delivery Manager to work up a person specification to align the skills, qualifications, experience and attributes to perform the role of the Casual Caretaker for HRSC final approval;

3.  To work within the budgeted salary of 600-hours per annum;

4.  To delegate to the Service Delivery Manager to advertise the role at the earliest opportunity in line with the Town Council Recruitment and Selection process.

a.  Cleaner / Caretaker;

It was proposed by Councillor Stoyel, seconded by Councillor Bullock and RESOLVED to approve the updated Cleaner / Caretaker job description to align the duties and responsibilities of the role subject to the SDM further updating the job description working with HRSC for final approval.

b.  Administration Assistant – Service Delivery.

It was proposed by Councillor Stoyel, seconded by Councillor Mortimore and RESOLVED to approve the updated Administration Assistant job description to align the duties and responsibilities of the role subject to the SDM further updating the job description working with HRSC for final approval.

(Pursuant to Personnel Committee held 29.05.25 Minute nr 21/24/25)

It was proposed by Councillor Peggs, seconded by Councillor Brady and RESOLVED to approve the job descriptions for the Town Sergeant and Mace Bearer subject to HRSC final approval.

Members received and discussed the report contained within the circulated reports pack.

It was proposed by Councillor Peggs, seconded by Councillor Mortimore and RESOLVED:

1.  To approve the appointment of Company A to provide health care insurance options for all employees

2.  To note that the level of cover will be selected individually by each employee;

3.  To note that all associated health care costs will be recharged to the employee via payroll, with no financial impact on Saltash Town Council;

4.  To delegate authority to the Finance Officer, in collaboration with HRSC, to ensure that all necessary documentation between Saltash Town Council and the employee is completed;

5.  To delegate authority to the Assistant to the Town Clerk, in collaboration with HRSC, to ensure that employee policies and contracts are updated to reflect the inclusion of health care insurance, where applicable;

6.  To note that the Finance Officer will schedule this work in a manner that does not compromise the budget or precept-setting process.

Members received and discussed the report contained within the circulated reports pack.

It was proposed by Councillor Peggs, seconded by Councillor Stoyel and RESOLVED:

1.  To approve the outsourcing of the shortlisting stage of all Town Council recruitment processes to HRSC, acting on behalf of the Council, at an hourly rate of £75.00, to be allocated to budget code 6701 EMF Staff Recruitment;

2.  To delegate authority to the Assistant to the Town Clerk to update the Recruitment and Selection Policy to reflect the above arrangement;

3.  To RECOMMEND to Full Council the approval of the amended Recruitment and Selection Policy (as attached).

Members received and discussed the report contained within the circulated reports pack.

It was proposed by Councillor Mortimore, seconded by Councillor P Samuels and RESOLVED to approve a virement of £1,500 from budget code 6701 EMF Staff Recruitment to budget code 6662 Professional Fees, to fund the appointment of Company A for the delivery of a comprehensive GDPR audit and the provision of ongoing annual Data Protection Officer services.

(Pursuant to the Personnel Committee meeting held 27.02.25 minute 83/24/25)

Members received and discussed the report contained within the circulated reports pack.

Members acknowledged that the information provided did not fully address the request made under Minute 83/24/25. However, they considered the matter to be most appropriately managed by the Town Clerk, given her responsibility for overseeing the operations of the Town Council.

It was RESOLVED to note.

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

It was proposed by Councillor Mortimore, seconded by Councillor Stoyel 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 noted the Chairman’s statement.

a.  Training Attended;

Nothing to report.

b.  Training Requests;

It was proposed by Councillor Peggs, seconded by Councillor Mortimore and RESOVLED:

1.    To approve the Town Clerk’s participation in 1:1 Leadership Development training, comprising up to 12 sessions, at a total cost of £1,200;

2.    To allocate 50% of the cost to the 2025–26 budget code 6656 Staff Training and the remaining 50% to the 2026–27 budget code 6656 Staff Training;

3.    To approve the Town Clerk attending the monthly online training sessions during working hours, from home.

It was proposed by Councillor Mortimore, seconded by Councillor Peggs and RESOLVED:

1.  To approve the Town Clerk to continue with the arrangements agreed under the confidential session of the Personnel Committee meeting held on 29 May (points 2, 3 and 4), with a progress report to be presented at the Personnel Committee meeting on 30 October;

2.  To delegate authority to the Town Clerk to report on the status of Town Council resources at the first in-house Chairman’s meeting, with the support of the Personnel Committee Members, Chairman and Deputy Chairman of the Town Council;

3.  To note the resignation of the Service Delivery Manager, effective from 19 September 2025;

4.  To delegate authority to the Town Clerk to advertise the Service Delivery Manager post at the earliest opportunity, subject to a review of the job description and person specification;

5.  To delegate authority to the Town Clerk to manage the transition between the outgoing and incoming Service Delivery Manager, with a private and confidential letter retained for internal audit purposes and the decision recorded in the private and confidential Personnel Committee minutes.

It was proposed by Councillor Peggs, seconded by Councillor Mortimore and RESOLVED:

1.  To award the Receptionist/Mayors Secretary with the Employee Recognition Scheme for customer service, exceptional effort, being proactive;

2.  To purchase a local voucher to the value of £25 allocated to budget code 6660 Staff Recognition;

3.  To present a certificate;

4.  To promote on social media and display in the reception of the Guildhall subject to staff permission.

It was RESOLVED to note.

It was proposed by Councillor Brady, seconded by Councillor P Samuels and RESOLVED:

1.  To approve the recommended update to the remuneration section of STC employment contract, with immediate effect, as advised by HRSC;

2.  To delegate authority to HRSC to provide support for managers in conducting annual staff performance reviews and six-monthly objective reviews.

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. Engaging in such conduct may bring the Town Council into disrepute.

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.

Please ensure all CONFIDENTIAL papers are returned to the Town Clerk immediately after this meeting.

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

It was proposed by Councillor Stoyel, seconded by Councillor Mortimore and RESOLVED to issue the following Press and Social Media release:

1.  Employee Recognition Award subject to staff permission.