Agenda and 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 Martin, seconded by Councillor Peggs and RESOLVED that the minutes of the Personnel Committee Meeting held on 29^th June 2023 were confirmed as a true and correct record.

Nothing to report.

Nothing to report.

The Finance Officer informed Members of the current budget statement contained within the circulated reports pack.

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

1.  To vire £2,000 from budget code 6691 EMF Legal Fees to 6701 EMF Staff Recruitment to cover associated recruitment fees;

2.  To note the budget statement.

Members considered the Personnel strategic priorities to form part of the Town Council’s Business Plan Appendix – Activity Plan.

It was proposed by Councillor Martin, seconded by Councillor Stoyel and RESOLVED to approve the Personnel Committee priorities as follows:

Boosting Jobs and Economic Prosperity

·      To continue to be a good employer and invest in Officer growth by supporting relevant professional development;

·      Real Living Wage Employer;

·      Local Government Pension Scheme;

·      Operate in accordance with our Civility and Respect Pledge;

·      Provide a protocol to advise Officers of the appropriate working relations with Members.

Health and Wellbeing

·      Provide excellent welfare facilities;

·      Provide occupational health assessments as required to support staff at work;

·      Robust risk assessments and health surveillance checks available to appropriate officers to protect them at work.

The Town Clerk advised Members under Health and Safety Law that employers are responsible for managing Health and Safety risks to their staff.

The Town Clerk informed Members of the recent Annual Health and Safety Audit advising Saltash Town Council to undertake Health Surveillance tests to evidence safety measures are in place to protect staff at work.

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

1.  To appoint Company B to undertake relevant staff Health Surveillance tests in the year 2024-2025 at a cost of £625;

2.  To precept accordingly to cover the associated cost allocated to budget code 6654 Staff Welfare.

The Finance Officer provided an overview of the proposed budget for the year 2024/25 received and contained within the circulated reports pack.

It was proposed by Councillor Martin, seconded by Councillor Stoyel and resolved to RECOMMEND the Personnel Committee Budget Statement including amendments for the year 2024/25 to the Extraordinary Policy and Finance Committee meeting to be held on the 31st October 2023, as attached.

The Chairman thanked the Finance Officer for her guidance and support.  The Finance Officer left the meeting.

The Chairman confirmed that agenda item 11 is to be received under Part Two - To receive the training budget, report back on training attended and consider training requests and any associated expenditure.

It was RESOLVED to note the appointment of a Service Delivery Manager.

It was proposed by Councillor Peggs, seconded by Councillor Dent and RESOLVED to note the appointment of a Service Delivery General Assistant and ratify the recruitment cost of £3,355.35 allocated against budget code 6701 EMF Staff Recruitment.

It was proposed by Councillor Stoyel, seconded by Councillor Miller and RESOLVED to approve the Service Delivery Department Christmas hours during the period of 22.12.23 to 01.01.24.

The Personnel Committee thanked the Service Delivery Department for their commitment during the festive period.

It was proposed by Councillor Stoyel, seconded by Councillor Peggs and RESOLVED to approve the change in date for December’s payroll from 29^th  December to 21^st December 2023 due to the Christmas shutdown.

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

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

The Chairman asked Members to note the statement - Members in attendance noted the Chairman’s statement.

It was proposed by Councillor Martin, seconded by Councillor Stoyel and RESOLVED to support a member of staff for a period of time in the year 2024 relating to a personal matter only, by:

1.  Approving to book annual leave in hours not full or half days;

2.  Approving annual leave with less than two weeks’ notice, subject to operational needs;

3.  Delegating to the line manager to manage the above process and ensure BrightHR software remains accurate at all times;

4.  Receiving an update at the next Personnel Committee meeting.

The Town Clerk informed Members of the need to appoint an Occupational Health Assessor.

It was proposed by Councillor Stoyel, seconded by Councillor Martin and RESOLVED to ratify the cost of £150 allocated to budget code 6654 Staff Welfare.

The Town Clerk informed Members the Real Living Wage increased by 10% (£12.00 an hour UK) as cost of living continues to hit low paid workers the hardest.

The Town Clerk reminded Members Saltash Town Council is a Real Living Wage Employer therefore needs to be paying staff at least £12.00 an hour.  The Living Wage foundation advises that hourly rates are implemented and backdated at the employer’s earliest opportunity.

The Town Clerk confirmed there is sufficient staffing contingency budgets to allocate the additional cost.

The Town Clerk further informed Members that scales 7-9 would need to be reviewed and any change implemented due to the impact of the Real Living Wage increase, reporting the outcome at the next Personnel Committee meeting.

It was proposed by Councillor Dent, seconded by Councillor Peggs and resolved to RECOMMEND to Full Council to approve the increase of the Real Living Wage (£12.00 an hour) and delegate authority to the Town Clerk to update the relevant salaries and scales reporting back at the next Personnel Committee meeting.

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

Members received the public conveniences recommendation from the Services Committee.

The Town Clerk reported that the Service Delivery staff have been included in the potential outsourcing of the public toilet operations and are in support of the Town Council’s resolution to date.

The Town Clerk reported that she recognises the importance of the task remaining within relevant staff job descriptions to cover as required or should the outsourcing not be successful.

It was proposed by Councillor Martin seconded by Councillor Miller and RESOLVED to delegate to the Town Clerk to undertake the necessary employment law requirements with relevant staff and work with the Service Delivery Manager to ascertain weekend duties ensuring all Town Council services remain covered, reporting back at a future Personnel Committee meeting.

The Town Clerk informed Members of the need to recruit new positions within the existing Town Council Organisation Structure to be able to continue to support the business of the Town Council and to consider retitling some job titles to better fit the role.

The Town Clerk further informed Members that the Draft Business Plan also highlights the need to expand the existing Town Council Organisation Structure to better support and improve efficiencies across the board.

Members discussed in length potential posts.

It was proposed by Councillor Martin, seconded by Councillor Peggs and RESOLVED to delegate to the Town Clerk to prepare job descriptions, person specifications, and salary grades for potential new posts to be further considered at a future Personnel Committee meeting.

To receive the training budget, report back on training attended and consider training requests and any associated expenditure

It was RESOLVED to note the training budget and training attended.

It was proposed by Councillor Martin, seconded by Councillor Peggs and RESOLVED that the By-Standing Training is not appropriate for front of house staff due to the training aimed at the night-time economy such as pubs, clubs, bars and taxis.

It was proposed by Councillor Martin, seconded by Councillor Dent and RESOLVED to delegate authority to the Assistant Town Clerk to seek appropriate SharePoint training for relevant staff within this financial year, working within the following budget codes:

6682 Staff Training (Library)

6656 Staff Training (Guildhall/Finance)

6676 Services Delivery Training

It was proposed by Councillor Miller, seconded by Councillor Martin and RESOLVED to refuse the City and Guilds Electrical 2365-02 Level 2 Diploma training request.

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.