Agenda and draft minutes

Personnel Committee - Thursday 29th September 2022 6.30 pm

Venue: Guildhall

Items
No. Item

45/22/23

Health and Safety Announcements.

Minutes:

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

46/22/23

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.

47/22/23

To receive and approve the minutes of the Personnel Committee and Private and Confidential minutes held on Thursday 28th July 2022 as a true and correct record. pdf icon PDF 233 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 Martin, seconded by Councillor Peggs and RESOLVED that the minutes of the Personnel Committee including the Private and Confidential minutes held on Thursday 28th July 2022 were confirmed as a true and correct record.

48/22/23

To consider Risk Management reports as may be received.

Minutes:

No report.

49/22/23

To consider Health and Safety reports as may be received.

Minutes:

No report.

50/22/23

To receive the current Committee budget statement and consider any actions and associated expenditure.

Minutes:

It was RESOLVED to note.

51/22/23

To receive a quote to benchmark Town Council posts and consider any actions and associated expenditure.

Minutes:

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

 

1.  Appoint HR Support Consultancy to undertake a benchmarking exercise on behalf of Saltash Town Council at a maximum cost of £600 + VAT;

 

2.  Allocate the cost against budget code 6657 Staff Recruitment Advertising.

52/22/23

To review the HR Consultancy agreement and consider any actions and associated expenditure.

Minutes:

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

 

1.  Approve the amended Consultancy Agreement fees of £650 + VAT per month, to be reviewed after six months;

 

2.  Note the service remains the same;

 

3.  Allocate the cost against budget code 6662 Professional Fees.

 

53/22/23

To set the Personnel Budget for the year 2023/24 recommending to the Policy and Finance Committee. pdf icon PDF 107 KB

Additional documents:

Minutes:

Members discussed the budget statement for the year 2023/24.

 

It was proposed by Councillor Stoyel, seconded by Councillor Peggs and resolved to RECOMMEND the Personnel Committee budget statement for the year 2023/24 to the Extraordinary Policy and Finance Committee meeting to be held on 22nd November 2022 as attached.

 

 

The Finance Officer left the meeting.

54/22/23

To receive an update on the NJC Pay Claim Deal 2022-23 and consider any actions and associated expenditure.

(Pursuant to Personnel held on 28.07.22 minute nr. 35/22/23)

Minutes:

It was RESOLVED to note.

 

55/22/23

To receive a report on the provision of lone working devices and consider any actions or associated expenditure. pdf icon PDF 86 KB

Minutes:

It was RESOLVED to note that sufficient Risk Assessments and Safety Systems across the Service Delivery Department are now in place and staff have been consulted throughout the process.

 

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

 

1.  Terminate 10 devices with immediate effect;

 

2.  Continue to utilise 3 devices that remain within contract and terminate at the end of the two year contract;

 

3.  To note a cost saving of £2,100 against budget code 6214 P&F Health and Safety;

 

4.  Not pursue with Health and Safety Mobile Applications. 

 

56/22/23

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.

 

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

 

57/22/23

To receive a report from the Service Delivery Manager and consider any actions and associated expenditure.

Minutes:

Cllr Stoyel left the meeting.

 

Cllr Stoyel returned to the meeting.

 

It was RESOLVED to note.

 

The Service Delivery Manager left the meeting.

 

The Chairman called for a 5 minute break.

58/22/23

To receive an update on Rosevale Accountants payroll agreement and consider any actions and associated expenditure.

(Pursuant to the Extraordinary Personnel Committee meeting held on 6.07.22 minute nr. 23/22/23)

Minutes:

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

 

1.  To continue to outsource processing of payroll on a temporary basis to Rosevale Accountants to be reviewed at the January 2023 Personnel Committee Meeting;

 

2.  To approve the cost for Rosevale Accountants and BrightPay of £8.50 + VAT per employee per month;

 

3.  To approve the cost for Rosevale Accountants and BrightHR of £12.00 + VAT per employee per month;

 

4.  To allocate the cost to budget code 6662 HR Professional Fees.

 

59/22/23

To receive an update on Rosevale Accountants finance support agreement and consider any actions and associated expenditure.

Minutes:

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

 

1.  To continue with the appointment of Rosevale Accountants to undertake the finance handover/support for both the Finance Officer and Finance Assistant posts;

 

2.  To reduce Rosevale Accountants weekly hours from a maximum of 60 hours to a maximum of 30 hours per week from 1st October to 31st December 2022 at a cost of £26.50 per hour;

 

3.  That the Personnel Committee further review the status at Novembers Personnel Committee meeting.

 

It was proposed by Councillor Martin, seconded by Councillor Peggs and resolved to RECOMMEND to the next Policy and Finance Committee to vire £5,151 from budget code 6694 EMF Staff Contingency to 6661 Finance Consultancy Fees to cover the above cost.

 

 

60/22/23

To receive a staffing report from the Town Clerk and consider any actions and associated expenditure.

Minutes:

Training

 

The Town Clerk informed Members that the training report is currently being improved to assist Members of the Personnel Committee to identify training needs.

 

It was RESOLVED to note.

 

Appraisals

 

Appraisals are being prepared to be reinstated at the earliest opportunity, we hope all to be complete within the next 4 to 8 weeks reporting back at a future Personnel Committee meeting.

 

It was RESOLVED to note.

 

Resignation / Exit Interview

 

The Town Clerk reported that the Service Delivery Manager did not wish to partake in the Town Council exit interview.

 

It was RESOLVED to note.

 

The Town Clerk reported that three Service Delivery General Assistants resigned from the position and undertook the Town Council exit interview.

 

It was RESOLVED to note.

 

The Town Clerk reported that the Finance Officer completed the Town Council exit interview.

 

It was RESOLVED to note.

 

Town Council Uniform

 

It was RESOLVED to note the update and that the Town Clerk further investigates.

61/22/23

To consider any items referred from the main part of the agenda.

Minutes:

None.

62/22/23

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 Miller and RESOLVED that the public and press be re-admitted to the meeting.

63/22/23

To consider urgent non-financial items at the discretion of the Chairman.

Minutes:

None.

64/22/23

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

Minutes:

None.