Agenda and draft minutes

Extraordinary, Personnel Committee - Thursday 19th December 2024 6.30 pm

Venue: Guildhall

Items
No. Item

58/24/25

Health and Safety Announcements.

Minutes:

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

59/24/25

Declarations of Interest:

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

Minutes:

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.

60/24/25

To receive and approve the minutes of the Personnel Committee held on 31 October 2024 as a true and correct record. pdf icon PDF 257 KB

Minutes:

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 Miller, seconded by Councillor Foster and RESOLVED to amend minute 48/24/25 to insert a new number 9 to state ‘The Service Delivery Manager to provide justification for the request of additional roles at Full Council to be held on 5 December 2024’.

 

It was proposed by Councillor Peggs, seconded by Councillor Dent and RESOLVED that the minutes of the Personnel Meeting held on 31 October 2024 were confirmed as a true and correct record.

61/24/25

To receive a report on the Town Council HR service and consider any actions and associated expenditure. pdf icon PDF 186 KB

Minutes:

Councillor Foster left and returned to the meeting.

 

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

 

1.  To appoint Human Resources Support Consultancy to write and issue staff letters as required on a temporary basis until such time as the Town Clerk considers the workload is at a reasonable level to be undertaken in-house;

 

2.  At a cost of £150 per month allocated to budget code 6662 HR Professional Fees.

 

 

The Chairman announced agenda item 6 is to be received under Part 2 of the meeting – confidential session.

62/24/25

Public Bodies (Admission to Meetings) Act 1960

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

Minutes:

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.

 

Members noted the Chairman’s statement.

 

63/24/25

To receive amendments to the Safeguarding policy and consider any actions. pdf icon PDF 362 KB

Additional documents:

Minutes:

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

 

1.  That further work is required to the Safeguarding Policy including an executive summary of the policy and appendix to include contact details;

 

2.  To appoint the Community Hub Team Leader as the Designated Safeguarding Lead at the Town Council;

 

3.  To appoint the Office Manager / Assistant to the Town Clerk as the Deputy Designated Safeguarding Lead at the Town Council;

 

4.  That all staff are to undertake Level 1 safeguarding training for awareness purposes, free of charge;

 

5.  That the Community Hub Team Leader and Officer Manager / Assistant to the Clerk undertake Level 3 safeguarding training, free of charge;

 

6.  To defer the draft Safeguarding Policy to the next Personnel Committee meeting for further consideration.

64/24/25

To receive a report and associated documents on the role of the Responsible Finance Officer and consider any actions and associated expenditure. pdf icon PDF 288 KB

Additional documents:

Minutes:

Councillor Martin left and returned to the meeting.

 

Councillor Foster left and returned to the meeting.

 

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

 

1.  To retitle the existing Finance Officer post to Finance Officer / Responsible Finance Officer;

 

2.  To amend the existing Finance Officer job description to encompass the responsibilities of the Responsible Finance Officer role (as attached);

 

3.  To amend the existing Town Clerk / Responsible Finance Officer job description to reflect the transfer of the Responsible Finance Officer tasks (as attached);

 

4.  To update the Town Council Organisation Structure (as attached).

 

 

It was proposed by Councillor Peggs, seconded by Councillor Foster and RESOLVED to approve a private and confidential letter to be issued to the Finance Officer / Responsible Finance Officer due to the confidential nature of the matter, subject to the recommendation to Full Council being approved (Private and Confidential letter retained for internal auditor check and additional information held within the Private and Confidential Extraordinary Personnel Committee minutes).

 

 

 

 

65/24/25

To receive advice from the Cornwall Council Monitoring Department and consider any actions and associated expenditure.

Minutes:

Councillor Stoyel left and returned to the meeting.

 

Due to the private and confidential nature of agenda item 9 the resolution is contained within Private and Confidential Extraordinary Personnel Committee minutes.

66/24/25

Public Bodies (Admission to Meetings) Act 1960

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.

Minutes:

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

67/24/25

To confirm any press and social media releases associated with any agreed actions and expenditure of the meeting.

Minutes:

None.