Clerk: Mrs. L Rampton
Parish Council Office,
Winscombe Community Centre,
11 Sandford Road, Winscombe,
North Somerset BS25 1JA
Tel: 01934 844257 Fax: 01934 844292
A Meeting of the Employment & Policies Committee was held on
Monday 26th January 2009, 10 am, Winscombe Community Centre, Amesbury Room
Members Present: Mr S Bridges (SB), Mr R Jones (RJ) Committee Chairman), Ms D Powell (DP), Miss B Roper (BR),
Mr C Sampson (CS), Mr M Williamson (MW).
Clerk: Mrs L Rampton (LR) Public: None
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Apologies for Absence - none
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Declarations of interest – no interests were declared |
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Minute Update from the Committee meeting minutes 13th January 2009 – this was considered to be a useful meeting by the Committee Chairman where ideas from this may be taken forward and further progressed.
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Public Participation – no public were present |
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Employment Practice a.) Arrangements for Annual Staff Appraisals – the process to complete annual staff appraisals is scheduled to be complete by end February to enable any revisions to salaries to be awarded with effect 1st April 2009. All Councillors wishing to provide information regarding staff performances should submit these to the Clerk who will be conducting Orderly appraisals. Comments concerning the Clerk’s performance should be submitted to the Chairman of the Employment & Policies Committee who will be overseeing the Clerk’s annual appraisal.
b.) Payment of Pension Provision – it was considered preferential to the Clerk for the agreed Parish Council pension provision to be paid annually into an existing personal scheme held by LR. In principle, the committee recommend annual payment of the agreed pension provision at 3% of salary to the Clerk/direct into the pension scheme subject to (1) no further liability being afforded to the Parish Council should the pension scheme fail and (2.) RJ obtaining confirmation from HMRC that no tax liability will arise from the annual payment of this pension provision. Proposed by CS, seconded by BR. All in favour.
c.) Clerk Contract of Employment – to reconsider? This matter was raised at the November meeting of the Parish Council. No amendment is considered necessary by this committee.
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To consider the Corporate Manslaughter and Corporate Homicide Act 2007 NALC Legal Briefing L12-08 (8 July 08) had been circulated in advance of the meeting with agenda papers. The Corporate Manslaughter Bill & the Compensation Act Policy adopted by the Employment & Policies Committee on 19th May was re-examined. It was considered that reasonable safety issues and risk assessments are in place. Public and Employer’s Liability insurance are included as part of the annual Parish Council Insurance policy schedule. It was decided to reconsider authorised access to Parish Council mechanical equipment at the Recreation Ground with a responsible person being appointed to list the duties of, & ensure all users are fully trained in the use of tractors, mowing and cutting equipment. SB is to liaise with users of WMRG equipment, appoint a responsible person and construct a check-list form. A check should be made of current Parish Council Contractor forms to ensure this includes a clause stating the contractor is adequately trained.
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To consider the Regulatory Reform (Fire Safety) Order (RRO) The Regulatory Reform Fire Safety Order came into effect on 1st October 2006 with assessments of the WMRG Changing rooms and the Parish Office being carried by out H&S advisors. A re-evaluation of this assessment has been carried out at the Parish Office October 2008 following recent refurbishment works. Legislation dictates that a ‘responsible person’ is appointed to meet RRO obligations. As the Parish Office is rented from Winscombe Community Association the RRO for this building should be appointed by WCA. MW is to ensure the Community Association Committee is aware of this responsibility at their next meeting. Proposed by BR, seconded by SB. All in favour. As works have been carried out to the WMRG changing rooms since the last fire risk assessment took place, an update to this document should be requested of Parish Council H&S advisors. Proposed by MW, seconded by CS. All in favour. After consideration, it was decided that the WMRG Orderly should be appointed as the RRO for the changing rooms as the person who could ensure compliance with the updated assessment and that the correct signage is displayed. This matter should be discussed with the employee and an addition made to the job description if agreement received.
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Communities in Control: Real People, real power: Code of recommended practice on local authority publicity – A consultation to be completed. http://www.communities.gov.uk/publications/localgovernment/publicitycodeconsultation As delegated to this committee by the Parish Council at their meeting held on 15th January, a response to this consultation document should be formulated and sent. A discussion took place regarding consultation questions asked and a response to these agreed.
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Parish Council Standing Orders and Associated Documents –document to be presented to the Parish Council for adoption. Standing Orders and associated documents that have previously been discussed in isolation over a period of time were presented together for the first time to committee members in advance of this meeting for consideration. Further discussion on the documents presented took place with the following amendments/ alterations to be made: · To increase the right hand margin to enable this page to be easily read when printed ‘back to back’ and bound in a folder. · Standing Orders – inclusion has been made to (1) clarify public participation during meetings, (2) a member with a prejudicial interest’s right to speak and (3) clarification of WMRG Committee venue for meetings. · Financial Regulations – amendment to 16 a.) · Parish Policy – this is considered largely a repetition of other documents. MW, CS & DP were charged with the task of further reducing this document with the results to be submitted to the next committee meeting. · Terms of Reference – Chairman’s Committee Terms of Reference were approved. Proposed by SB, seconded by CS. All in favour. It is anticipated that completed Standing Order & Associated Documents will be presented to the full Parish Council in time for adoption at the Annual Parish Council Meeting in May 2009.
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Matters for Information – either points of information or subjects for discussion at next meeting · Data Protection Act – future agenda item. · Hours of Work – office staff– future agenda item. A discussion took place regarding methods to reduce office work hours with consideration being given to Parish Council and Committee Chairmen reducing the length of meetings. DP advised that too much time has been spent on the possible re-structure of the current committee system without proper consultation with office staff. The method & style to address this issue is important with previous works of this committee still being considered relevant · Email disclaimer– future agenda item.
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Date of next meeting: 23rd March 2009 at 2pm
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Meeting Closed: 11.35 a.m.
Minutes: LR
Checked: RJ
Signed _____________________________ Employment & Policies Committee Chairman
Date ____________________