Human Resources Minutes (signed) 12-10-2020

Minutes of a Meeting of the Human Resources Committee held on Monday 12th October 2020 at 7:15pm via Zoom

Attendance:
Councillor C O’Neill (Chairman)                                            Councillor R Hood
Councillor O Bowen                                                                  Councillor P Hulbert
Councillor K Yarrow

Also Present: Debbie Baines – Town Clerk, Cathy Whitaker – RFO, Julie Ashton – Minute Assistant and 2 Members of the Public.

H/20/10/1 Chairman to announce that proceedings are being recorded and to advice that all participants will be muted by the host of the meeting who will unmute the individual the chairman has invited to speak
The Chairman opened the meeting and announced that proceedings were being recorded. All participants would be muted and would be unmuted when the Chairman invited individuals to speak.

H/20/10/2 Election of a vice chairman
Chairman nominated Cllr Kerby. There were no other nominations and a vote was taken and the following was agreed:
H/20/10/2.01 Resolved
That Cllr Kerby be elected as the Vice Chairman of the HR Committee for the remainder 2020/21.

H/20/10/3 Apologies for absence
Apologies were received from Cllrs Drummond, Jefferys and Kerby

H/20/10/4 Declaration of members interests and to remind councillors of the need to keep up to date their register of members interests and to consider any requests received for members dispensation
None noted.

H/20/10/5 To receive and confirm for accuracy the minutes of the meeting held on Monday 14th September 2020 and any matter arising
Members received the minutes of the Human Resources Committee Meeting held on Monday 14th September 2020 and the following was agreed:
H/20/10/5.01 Resolved
That the minutes of the Human Resources Committee meeting held on Monday 14th September 2020 be adopted and would be signed as a true
Minutes of Human Resources Committee held on 12th October 2020

There were no matters arising.
H/20/10/6 Public participation an invitation to members of the public to pout questions/statements of not more than 3 minutes duration. No resolutions can be made but councillors are very happy for matters to be brought to their attention
None noted.

H/20/10/7 To receive the financial accounts for Human Resources
The HR accounts for September 2020 were received and noted.

H/20/10/8 Draft budget proposal
RFO presented the draft budget for 2021/2022 and a proposal was made to set up a Working Group to look at the details and the following was agreed:
H/20/10/8.01 Recommendation
That a Working Group be set up consisting of the Cllrs O’Neill, Kerby, Jefferys and Bowen with a remit of looking at the details of the draft budget of the HR Committee for 2021/2022, and report back to the next meeting.

H/20/10/9 Staff appraisal scheme
The revised Staff Appraisal scheme had been reviewed and was well received by staff. Ellis Whittam had suggested that a note be added indicating that the policy was non-contractual policy and the following was agreed:
H/20/10/9/.01 Recommendation
That the revised Staff Appraisal scheme be received and adopted subject to adding a statement of the policy being a non- contractual commitment and that it be reviewed after one year.

H/20/10/10 Date of next meeting
Monday 9th November 2020 via Zoom.

H/20/10/11 Items for inclusion on next agenda
None noted

H/20/10/12 Exclusion of the press & public
With the vote being unanimous, it was:
H/20/10/12.01 Resolved
To resolve that under the Public Bodies (Admissions to Meetings) Act 1960, the public and press be excluded for the remainder of the meeting because of the likely disclosure of private and confidential information
Minutes of Human Resources Committee held on 12th October 2020 or staff matters.

The public and Admin Assistant left the meeting
H/20/10/13 ***Staff update***
TC gave an update regarding current staff working arrangements in response to the pandemic. Planned responses to any changes to government guidelines or local outbreaks were noted.
A job description for the Caretaker was received, TC reported that it had been reviewed with the staff member and it was agreed that it be formally issued.

H/20/10/13/.01 Recommendation
That the job description for the Caretaker be issued
An action agreed under resolution: 20/06/25.07 (H/20/06/13.02) to employ an agency cleaner for an interim period, before looking to recruit a permanent member of staff. was considered. Councillors discussed a proposal to make an offer of employment, on the basis of 15 working hours per week (with the provision for additional hours to be worked in the case of council activities and events), offered at salary grade Option B. It was agreed to authorise the Town Clerk to proceed on this basis.

H/20/10/13/.02 Recommendation
That the TC be authorised to make an offer of employment and issue the necessary paperwork, to employ a part-time cleaner (15 hours per week at salary grade B), with additional hours required where council events and activities were planned.
A request by a staff member to take time off was considered.

H/20/10/13/.03 Recommendation
That the TC in conjunction with the HR Chairman, be authorised to agree arrangements with the staff member.

H/20/10/14 ***To consider requests for staff training ***
Staff training was considered and the following was agreed: that requests to take online courses in both Social Media Marketing and Budgeting be approved

H/20/09/14.01 Recommendation
That the requests for staff training be approved.

The meeting closed at 8.05pm

Signed ______________________________ Date _________________________