10-22-24 PERS MINS

MINUTES OF THE LOUTH TOWN COUNCIL PERSONNEL COMMITTEE
HELD IN THE OLD COURT ROOM, THE SESSIONS HOUSE, LOUTH
ON TUESDAY 22nd OCTOBER 2024

Councillor Mrs. J. Makinson-Sanders (Mrs. JMS) (in the chair).

Present Councillors: J. Drake (JD), J. Baskett (JB), G.E. Horton (GEH), D. Hobson (DH)

Councillors not present: Mrs. E. Ballard (EB) and H. Filer (HF)

The Town Clerk, Mrs. L.M. Phillips was also present.

H14. Apologies for Absence
Apologies for absence were received from Cllr. Mrs. EB.

H15. Declarations of Interest / Dispensations
There were no declarations of interests or dispensations.

H16. Minutes
It was proposed, seconded and RESOLVED that the notes of the Personnel Committee meeting held on 6th August 2024 be approved as the Minutes.

H17. Local Council Award Scheme – Foundation Award
The Committee noted that the Council had been registered for the above and was awaiting further instructions.

H18. Sexual and General Harassment Policy
Following the introduction of new legislation which places greater responsibilities and legal requirements on all employers, the Committee was presented with a new Sexual and General Harassment Policy, which had been created with the consultation of the Council’s staff from a LALC template. It was proposed, seconded and RESOLVED to approve the policy for use with amendment to sections 19.4 and 19.5 to make them read as follows: 19.4) On conclusion of the investigation, which will normally be within 10 days of the meeting with you, a report of the findings will be submitted to the Personnel Committee who will hold the grievance meeting. 19.5) You will be invited to attend a meeting of a Grievance Panel which will consist of 3 members of the Personnel Committee, at a reasonable time and location, to discuss the matter once the committee hearing the grievance has had the opportunity to read the report. You have the right to be accompanied at such a meeting by a colleague or a union representative and you must take all reasonable steps to attend. Those involved in the investigation will be expected to act in confidence and any breach of confidence will be a disciplinary matter.

H19. Closed Session Item
At 10.52am it was proposed, seconded and RESOLVED to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 in order to discuss confidential and commercial information from a third party in relation to Personnel:
a. Holidays – The Committee noted that 2nd quarter letters confirming entitlement, when holiday must be taken by and amount left had been issued.
b. Sickness – The Committee received details of sickness levels in the year to date of its staff.
c. Accidents – The Committee noted that there had been no accidents in the period.
d. Staffing/Salary/Budget Review – The Committee received a report and salary review documentation. After discussion it was proposed, seconded and RESOLVED that:
i. when a pay agreement had been reached by the unions, this increase should be implemented as soon as possible from 1st April 2024.
ii. that the Town Clerk consult with employees in the next few months to discuss taking back Hubbard’s Hills and communicate that there might be a need to change their job descriptions; and commence the process required for that.
iii. a raise be given to all existing employees’ salaries by 1 scale point in April 2025 to reward them for taking on extra work.
iv. the Clerk’s salary be raised early from 1st December 2024.
v. a remote working policy be drafted.
vi. preparations for introducing another office post be commenced, based on the job description discussed and suggestions to be received by the Clerk from members of the Personnel Committee.
vii. extra IT equipment and reception furniture be purchased, as required.
viii. the training budgets be reviewed in 25/26.
ix. consideration be given for another maintenance employee in the future.

At 11.53am it was proposed, seconded and RESOLVED to move into open session.

At 11.58am Cllr. GEH left the meeting.

H20. Next Meeting
It was noted that the date of the next scheduled Personnel Committee meeting was 4th February 2025 and that preference should be given to organising day time meetings on Wednesdays if any extraordinary meetings needed to be called.

The Meeting Closed at 12.05pm

 

Signed_______________________ (Chairman) Dated_________________________