Agenda and minutes

It was proposed by Councillor Dent, seconded by Councillor Foster to nominate Councillor Martin.

No further nominations received.

Following a vote it was RESOLVED to elect Councillor Martin as Chairman.

Councillor Martin in the Chair.

It was proposed by Councillor Martin, seconded by Councillor Dent to nominate Councillor Peggs.

No further nominations received.

Following a vote it was RESOLVED to elect Councillor Peggs as Vice Chairman.

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 Martin, seconded by Councillor Stoyel and RESOLVED that the minutes of the Personnel Meeting held on 30^th March 2023 were confirmed as a true and correct record.

It was proposed by Councillor Martin, seconded by Councillor Foster and RESOLVED that the minutes of the Extraordinary Personnel Meeting held on 17^th April 2023 were confirmed as a true and correct record.

The Chairman announced the next item to be received is Agenda Item 26 – Public Bodies (Admission to Meetings) Act 1960, followed by all Part Two Agenda Items.

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

It was proposed by Councillor Martin, seconded by Councillor Foster 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.

(Pursuant to Personnel held on 30.03.23 minute nr. 128/22/23)

It was RESOLVED to note.

(Pursuant to Personnel held on 30.03.23 minute nr. 129/22/23)

It was proposed by Councillor Martin, seconded by Councillor Dent and RESOLVED there will be no change to employees annual leave entitlement (P&C letter retained for internal audit check).

Judy HR Support Consultancy left the meeting.

The Town Clerk informed Members of a work experience request to assist with the Town Council’s social media accounts and any PR work. They have just completed their degree in journalism at Marjons University and are looking for some experience.

It was proposed by Councillor Martin, seconded by Councillor Foster and RESOLVED to delegate to the Town Clerk to further investigate the work experience request and pursue if suitable, subject to relevant forms being in place.

It was RESOLVED to note the Town Clerk’s report.

The Town Clerk advised the Chairman to take Agenda Item 8 as the next item - To consider Health and Safety reports as may be received.

It was RESOLVED to note.

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.

Nothing to report.

The Town Clerk explained the reason for the need to better present the budget statement to offer further clarity of the expenditure to date and the ability to track expenditure throughout the year highlighting any areas that may be close to an overspend. This also identifies areas that may require further consideration by Members when setting the budget for the following Precept year.

The Town Clerk provided a brief overview of the colour coding system contained within the circulated reports pack:

·      Green shows funds are on target as predicted at this point of the financial year;

·      Yellow shows where the budget has been utilised more than expected at this point of the financial year;

·      Red shows an overspend on the budget for what was expected to be utilised at this point of the financial year.

It was RESOLVED to note.

It was RESOLVED to note the training budget and staff training to date.

It was proposed by Councillor Foster, seconded by Councillor Stoyel and resolved to RECOMMEND at the next Services Committee meeting to approve for a Service Delivery General Assistant to undertake the Powered Pole Pruner training at a cost of £240 allocated to budget code 6676 Service Delivery Staff Training.

It was proposed by Councillor Dent, seconded by Councillor Stoyel and resolved to RECOMMEND at the next Services Committee meeting to ratify the below Service Delivery training of £695 allocated to budget code 6676 Service Delivery Staff Training:

1.  Brushcutter/Trimmer LANTRA Certificate and card - £220.00

2.  Hand Held Hedge Trimmers LANTRA Certificate and card - £220.00

3.  Pedestrian and Ride-On Mower LANTRA Certificate and Card - £255.00

Councillor Foster gave his apologies and left the meeting.

It was proposed by Councillor Martin, seconded by Councillor Miller and RESOLVED to approve Members of the Personnel Committee, the Chairman of the Town Council and the Town Clerk to attend Employment Law training on Wednesday 26^th July 2023 delivered by HR Support Consultancy.

It was proposed by Councillor Martin, seconded by Councillor Miller and resolved to RECOMMEND at the next Policy and Finance Committee meeting approval for Employment Law training cost of £450 allocated to budget code 6213 Councillor Training and Expenses.

It was proposed by Councillor Martin, seconded by Councillor Stoyel and RESOLVED to approve the Line Managers to attend Employment Law training delivered by HR Support Consultancy at a total cost of £450.  The Town Clerk to arrange a suitable training date subject to the appointment of a Service Delivery Manager.

It was proposed by Councillor Martin, seconded by Councillor Stoyel and resolved to RECOMMEND at the next Policy and Finance Committee meeting approval for Employment Law training cost of £270 allocated to budget code P&F Staff Training;

It was proposed by Councillor Martin, seconded by Councillor Stoyel and resolved to RECOMMEND at the next Services Committee meeting approval for Employment Law training cost of £90 allocated to budget code Service Delivery Staff Training;

It was proposed by Councillor Martin, seconded by Councillor Stoyel and resolved to RECOMMEND at the next Library Sub Committee meeting approval for Employment Law training cost of £90 allocated to budget code Library Staff Training;

It was RESOLVED to note the appointment of a Finance Officer.

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED to ratify the recruitment agency and HR cost of £6,504.70.

It was proposed by Councillor Miller, seconded by Councillor Stoyel and resolved to RECOMMEND to the Policy and Finance Committee a virement of £6,000 from budget code P&F Staffing Contingency to 6701 Staff Recruitment to cover the above associated cost.

It was RESOLVED to note the departure of a Service Delivery General Assistant and to wish them all the best for the future.

The Town Clerk updated Members on the recruitment process and closing date of 7^th July 2023 at 5pm.

It was RESOLVED to note.

The Chairman informed Members of the shortlisting process.  Interviews are to be held on 7^th July 2023.

It was RESOLVED to note.

(Pursuant to Personnel held on 30.03.23 minute nr. 121/22/23)

It was proposed by Councillor Martin, seconded by Councillor Miller and RESOLVED to not pursue the Cycle 2 Work Scheme due to lack of interest but to direct staff to the Bike Space Devonport - https://www.bikespace.org.uk/

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED to approve provisions for flu and covid jabs, if appropriate, for all Officers allocated to budget code 6654 Staff Welfare.

(Pursuant to Devolution held on 11.05.23 minute nr. 10/23/24)

It was RESOLVED to note the Service Delivery Manager’s report and areas of responsibility at Victoria Gardens under Cornwall Council’s Leasehold within the existing staffing levels.

(Pursuant to Personnel held on 30.03.23 minute nr. 126/22/23)

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED to continue with the temporary appointment of Rosevale Accountants to outsource processing payroll and to further review at the Personnel Committee meeting to be held on 29^th February 2024 at a cost of £8.50 + VAT per employee per month.

It was proposed by Councillor Miller, seconded by Councillor Stoyel and resolved to RECOMMEND to Policy and Finance to vire £1,034 from Staff Contingency to 6305 Finance Software to cover the above associated cost.

It was proposed by Councillor Martin, seconded by Councillor Dent and RESOLVED to suspend Standing Order 2.V - A meeting shall not exceed a period of 2 ½ hours. 

Councillor Martin left the meeting.

(Pursuant to Personnel held on 30.03.23 minute nr. 123/22/23)

Councillor Martin returned to the meeting.

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

1.  To approve the training plan (12 month cycle) delivered by Rosevale Accountants to the Finance Officer up to and including w/c 25^th March 2024, reporting to the Town Clerk / RFO, (as attached),

2.  The Town Clerk to oversee and manage reduction in training hours in accordance with the training plan or earlier,

3.  To approve Rosevale Accountants additional 68 hours worked at £29 + VAT per hour totalling £1,972 (as attached);

It was proposed by Councillor Martin, seconded by Councillor Dent and resolved to RECOMMEND to Policy and Finance:

4.  To continue with the appointment of Rosevale Accountants up to 30hrs per week at a cost of £29 + VAT per hour up to 31^st December 2023 and £33 + VAT from 1^st January 2024, allocated to budget code 6661 P&F Finance Consultancy Fees,

5.  To recommend a virement of £21,487 from P&F staff contingency to 6661 P&F Finance Consultancy fees to cover the work of Rosevale Accountants from 1^st July to 31^st March 2024 plus additional 68 hours worked.

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

1.  To approve a 5-year Bright HR contract for absence management, annual leave, and HR needs at a monthly fee of £3.00 + VAT per employee;

2.  To allocate to budget code 6662 HR Professional Fees;

It was proposed by Councillor Stoyel, seconded by Councillor Dent and resolved to RECOMMEND to Policy and Finance:

3.  To vire £2,700 from 6652 Staffing Contingency to 6662 HR Professional Fees, to cover the associated cost (HR Support Consultancy, Bright HR software and Rosevale Accountants processing data).

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

1.  Half a day be awarded to all staff on Friday 22^nd December 2023, finishing at 12:30;

2.  The Christmas shutdown period commences on Friday 22^nd December 2023 at 12:30 and re-opens on Tuesday 2^nd January 2024 at 9am.

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. 

None.

None.