P&RC 2025 Minutes

Minutes of a meeting of the Personnel and Review and Health and Safety Committee of Bardney Group Parish Council held on Tuesday 6th May 2025 at 7 p.m. at the Village Hall, Silver Street, Bardney.

Present: Cllr. R. Lane – Chairman

               Cllr. K. Clarke

               Cllr. S. Cook

               Cllr. R. Darby

               Cllr. K. Laughton

               Cllr. B. Percival

Also present: Anne Wilson Locum Parish Clerk

                      One member of the public for the open session only

223 - 24/25 Fire Safety Announcement

The Chairman gave a fire safety announcement.

224 - 24/25 Apologies for Absence

RESOLVED to note that there were no apologies of absence for this meeting.

225 - 24/25 Declarations of Interest.

RESOLVED to note that there were no declarations of interest under consideration on this agenda in accordance with the Localism Act 2011 s32 and The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012.

226 – 24/25 Public Question Time and Participation

The member of the public asked the following question:

• At the last meeting, the member of the public had asked about the cutting of Southery Playing Field. They had offered their equipment and suggested a flail mower as there were moles holes and rabbit holes on the site. The responsibility rests with the Playing Field and Village Hall Committee, noting the field is owned by a local farmer.

Cllr. Laughton would forward the e mail exchange to the Locum Parish Clerk who would follow it up.

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227 – 24/25 Chairman’s Announcements

The Chairman welcomed members to the meeting and said it was the first meeting of the joint Personnel and Review and Health and Safety Committees. She welcomed the new Locum Clerk to the Council.

228 – 24/25 Minutes

RESOLVED to approve the draft minutes of the Personnel and Review Committee held on Monday 3rd February 2025

The only minutes of the Health and Safety Committee available to the Clerk was from August 2024 but the Councillors who had been on the original Health and Safety Committee said that they felt that there had been a meeting since.

228 – 24/25 Health and Safety Committee

Members of the Health and Safety Committee were asked to update this meeting on the work they have been carrying out, where the Council is with any work and what still needs to be done.

It was reported that Cllr. Bates and the previous Clerk had attended Health and Safety training with a view to writing up to date risk assessments which it was thought may have been started. The Handyman did not seem aware of their assistance. The only ones which could be located were from 2017.

229 – 24/25 Appointment of Locum Parish Clerk

Members were asked to note that Anne Wilson has been appointed Locum Parish Clerk for 10 hours per week from Local Council Consultancy (LCC). There is an advert for a permanent Parish Clerk in circulation.

230 – 24/25 Lone Working Policy

Members were asked to consider, discuss and confirm a Lone Working Policy for Bardney Group Parish Council, noting that both the Parish Clerk and Handyman work alone.

RESOLVED to accept and adopt the Lone Working Policy circulated.

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231 – 24/25 Health and Safety (H&S)

Members were asked to consider obtaining quotes for an external health and safety consultant to work with the Parish Council going forward. This would include an overview of health and safety within the council including receipts of any relevant changes, the writing of risk assessments and other H&S advice for the council and

safety requirements and guidelines and that a way forward should be agreed. Members were reminded of their duty of care to the staff, the users of council facilities, use of equipment and chemicals by staff and the Parish Council.

One Councillor felt that Cllr. Bates should be allowed to continue with the risk assessments and that they would send the Locum Clerk what been completed. The Locum Clerk pointed that with all due respect to the Councillor that it was essential that the services and locations which needed risk assessment to reflect the work carried out.

Following lengthy discussion, it was RESOLVED that the Locum Parish Clerk obtain quotes for professional Health and Safety companies to work with and manage the health and safety of the Council.

232 – 24/25 Date of next meeting

Members were asked to note that the next meeting of this committee will be held on Tuesday 10th June 2025.

233 – 24/25 Exclusion of Public and Press

RESOLVED That in view of the confidential nature of the business about to be transacted, it is advisable in the public interest that the press and public be temporarily excluded, and they are instructed to withdraw, due to the nature of the business about to be transacted which is considered to be prejudicial to the public interest

COMMITTEE IN PRIVATE SESSION

234 – 24/25 Staffing Matters

Members were asked to consider a report on staffing and agree the way forward.

Following lengthy discussion Members RESOLVED:

1. Ask the Handyman to:

• Write a list of tools and equipment owned by the Parish Council which he uses to help inform and update the Asset Register

• Stop using his own equipment for health and safety reasons with immediate effect – it has not been serviced, risk assessed, or PAT tested by the Parish Council and therefore the council insurance would be invalid
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• To inform the Parish Council what equipment and tools he feels he requires to carry out his role – the Parish Council look to purchase them

2. That the Locum Parish Clerk list all the equipment and other items in the office to inform and update the Asset Register and Insurance

3. That the Locum Parish Clerk update the following forms for use:

• Timesheets
• Expenses claims
• Mileage claims

4. That the Handyman be brought a uniform and safety clothes to wear at work

5. That the Council purchase a mobile phone for the Handyman

6. That the Locum Clerk establish what training the Handyman has had and what needs updating

7. For health and safety reasons the Handyman, be asked to give the Locum Parish Clerk a work plan for the week – there is a concern from Members that the Council is failing in its duty of care towards the Handyman as they are not aware where he is working each day

8. That the Locum Clerk let the Chairman know the days they are in the office each week

Signed ……………………………………………..    Date …………………………….

                     Chairman