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Minutes of the Personnel and Review Committee of Bardney Group Parish Council held in the Village Hall Committee Room, Silver Street, Bardney on Tuesday 03 December 2024.
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Present:
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Chair
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Cllr Stephen White (after minute ref: 137-24/25)
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Councillors:
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Cllr Samantha Cook, Cllr Robin Darby, Cllr Ruth Lane, Cllr Deborah O’Sullivan and
Cllr Barry Percival.
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Also present:
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Eddie Findlay (Clerk/RFO) to the Parish Council
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No members of the public were in attendance.
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Cllr Lane had stepped down as Chair to the P&R Committee, as such, at 6:00 pm, the Vice Chair, Cllr O’Sullivan welcomed everybody an declared the meeting open at 6:00 pm.
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137-24/25
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Election of a Committee Chair.
Cllr O’Sullivan proposed Cllr White to act as Committee Chair for the remainder of the Civic Year.
Seconded by Cllr Lane.
There were no other nominations and Cllr White was willing to act as Committee Chair for the remainder of the Civic Year.
Action: The Committee RESOLVED to approve Cllr White to act as Personnel and Review Committee Vice Chair for the civic year.
Approved unanimously.
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138-24/25
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Apologies for Absence.
To receive and accept apologies, where valid reasons for absence have been given to the Clerk prior to the meeting, in accordance with LGA 1972, Sch 12, para 40.
Cllr Clarke was unable to attend and their reasons were made know to the Council.
Action: The Committee RESOLVED to approve the reasons for absence from Cllr Clarke.
Proposed by Cllr Lane, seconded by Cllr White and approved unanimously.
The absence of Cllr Laughton (ex-officio) was noted.
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139-24/25
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Declarations of Interest.
To receive declarations of interest and to consider dispensation applications in relation to Disclosable Pecuniary Interests.
None declared at this time.
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140-24/25
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Public Forum.
No members of the public were present.
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141-24/25
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Notes of the Personnel and Review Committee Meeting held on Tuesday 20 August 2024 to be approved as Minutes.
Action: The Committee RESOLVED to approve the notes of Personnel and Review Committee Meeting held on Tuesday 20 August 2024 as Minutes.
Proposed by Cllr O’Sullivan, seconded by Cllr Darby and approved by a vote of 3 for and 3 abstentions.
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142-24/25
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To consider the Line Management/Supervision responsibilities.
- For the Clerk.
A discussion on timeframes for meetings between two members of the P&R Committee and the Clerk, between 6-8 weeks and every 12 weeks. It was suggested the Committee Chair (for continuity) and one other Councillor (as available) make up the Committee team.
Cllr O’Sullivan queried whether, for Line Management reasons, would once a quarter be sufficient and also, when would these meetings take place. A number of the Committee work full time so when would these meetings be expected to take place as it wasn’t ideal that the Clerk be asked to come in after their normal working hours.
It was suggested that these could take place before a full Council meeting.
These would be classed as ‘informal’ but minutes would be taken and recorded.
The Committee Chair would liaise with the Clerk in the next few weeks to confirm a timescale and structure for the meetings.
- For the Handyman.
The Committee Chair would liaise with the Clerk in the next few weeks to confirm a timescale and structure for similar meetings between the Clerk and the Handyman.
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143-24/25
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To resolve to move into closed session in accordance with the public bodies (admission to meetings) act 1960 due to the confidential nature of the business to be discussed in relation to the following matters:
- Clerk contract matters – TOIL and consider a cap.
- Clerk and Handyman holiday for coming year.
Action: The Committee RESOLVED to go into Closed Session in accordance with the Public Bodies (Admissions to Meetings) Act 1960, as amended by Section 100 of the Local Government Act 1972.
Proposed by Cllr Lane, seconded by Cllr White and approved unanimously.
This part of the meeting closed 6:20 pm.
The meeting continued in the absence of press and public at 6:20 pm.
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Confidential Minutes
- Clerk contract matters – TOIL and consider a cap.
Cllr Lane raised a concern over the amount of additional hours that was being accrued and either taken as TOIL or as additional pay.
Cllr Darby stated that previous a cap of 25% was the norm, but this had been taken on board with the increase in hours from 16 to 20.
It was suggested that a later start time on days when there is a meeting, but the Clerk pointed out that meeting prep would then not be completed.
Cllr Cook questioned whether an additional member of staff would be required but there was no money in the budget to cover a new appointment/additional hours.
Cllr Darby re-iterated that there was previously two members of staff, doing 40 hours, now there was 1 member of staff, doing 20 hours, with no reduction in the workload.
The recording of Committee meetings was suggested, with the Clerk, then typing up the minutes. The Clerk pointed out that he would still need to listen to the full recording to ensure the correct proposal and resolution were annotated.
Action: The Committee RESOLVED to recommend to Council that to help cut down on the Clerk’s workload, on a trial basis (3 months), all future Committee meetings be recorded, with the Clerk absent. The Clerk would then type up the notes from the recordings.
Proposed by Cllr O’Sullivan, seconded by Cllr Lane and approved unanimously.
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- Clerk and Handyman holiday for coming year.
A discussion on leave entitlement with Cllr Lane insisting the Clerk was only entitled to 36 hours for the pro-rata leave year (01-Jun-2024 to 31-Mar-2025) as he was part time.
According to the .GOV website it was as follows;
29.8 hours 01/06/2024 to 29/09/2024 as working 16 hours per week.
56.2 hours 30/09/2024 to 31/03/2025 as working 20 hour per week, giving a total of 86 hours.
For a full year it would be 112 hours leave.
Cllr Darby queried whether this included Bank Holidays. The Clerk said yes, he believed so.
Cllr Lane asked that the P&R Committee were informed when either the Clerk, or the Handyman were on leave.
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The meeting closed at 6:50 pm.
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