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 22nd September 2008, 2 pm, Winscombe Community Centre, Amesbury Room
Members Present:
Mr S Bridges (SB), Mr R Jones (RJ), 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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1 |
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 18th August 2008 – there were none other than those included as Agenda items |
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Public Participation – no public present |
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5 a.
b.
c.
d. |
Policies & Procedures agreed at the last meeting to be re-adopted Annex 1 Grievance - BR again reiterated previous advice that wording of this document should not be altered for legal reasons. The policy was accepted without amendment. Proposed: CS, Seconded: SB. All in favour Disciplinary Procedures The Policy was accepted for adoption as presented, Proposed: MW, Seconded: BR All in favour Complaints Procedure. The policy was considered simple and uncomplicated and was recommended for adoption. Proposed: MW, Seconded: DP. All in favour Annual Staff Appraisal Policy & Procedure. Two documents presented were discussed in detail. A brief report of these confidential meetings only would be given to this committee & Parish Council as confidential information from staff should remain so. An amended version was accepted by the committee for adoption. Proposed: MW, Seconded: CS. All members were in favour
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6 a.
b.
c.
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Employment Practice Orderly Contracts of Employment. The document as circulated with agenda papers to the meeting was adopted. Proposed: SB, Seconded: BR. All in favour Job Descriptions – Sandford Orderly. SB & LR had met with the employee as requested by this committee to update the job description for this post which was agreed with the employee. It was requested that one replacement bin be installed but that no additional equipment in the form of a trolley is required and an adequate stock of other supplies is held by the Orderly. The employee was encouraged to contact LR should there be any further requirements to assist in her duties. The NS Partnership Drug Policy leaflet was issued and the employee confirmed her understanding and acceptance of this. The revised job description was accepted by the committee. Proposed: SB, Seconded: MW. All in favour Hours of Work & overtime payments – papers detailing hours worked 2007/08 & 2008/09 had been supplied with agenda papers to the meeting at the request of the committee. The Committee Chairman with the consent of the committee proposed this matter should be discussed along with other financial matters later in the meeting.
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Possible Warding of this Parish Council Following investigations and information supplied by the Clerk, BR considered that ‘Warding’ of this Parish would not work due to the Parish size. Current regulations state that applications for a post of Councillor may be made by a person having resided either in the parish or within 4.8 kilometres (3 miles) thereof during the whole of the twelve months preceding the day on which he or she is nominated as a candidate. BR would rally support of Sandford residents for future Councillors as an alternative.
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8
a.
b.
c. |
Precept Request 2009/10 to include pay revisions for staff, pensions & gratuities The Clerk left the meeting in order that details relating to her contract of employment including hours worked could be discussed along with salary, pension & gratuity provisions. Minutes supplied by DP (Councillor). Hours of Work & overtime payments The Committee reviewed the schedule of hours worked by the Clerk between May 2007 – September 2008 and it was proposed that a payment should be paid to her in recognition of additional hours worked. Proposed: BR, Seconded: SB All in favour. Recommendation for sum to be paid made directly to finance committee. Members then discussed ways of offering support to LR, to try to ensure that from 20/09/08 the additional hours she works are kept to a minimum. Points raised:
The Clerk should be asked to provide detailed breakdown of activities and hours worked for a one week period. Proposed; SB Seconded: CS. All in favour
Pensions & Gratuities After discussion of options available to the Parish Council, it was decided that MW would make further investigation with respect to: 1. Local Government Pension Scheme – exact details re freezing of pension after employment has ceased. 2. Avon Pension Scheme 3. Legal obligation on the existing Clerk’s contract with regard to length of service before pension is offered. The Clerk returned to the meeting. Salaries – It was noted that an anomaly exists in when the annual cost of living pay increase is awarded to the Clerk. It was proposed by CS, seconded by BR, All members in favour that the Council continues to pay salary increases one year in arrears as this has always been the practice. Finance Assistant – RJ & DP had met with Mrs Flint to discuss the number of hours recently worked. It was confirmed that these hours will not increase again! The FA should work in support of the Clerk who will sanction the hours to be worked and the days on which this is required. Confirmation should be sought if the self employed FA will be making an increase to the hourly rate charged. Orderlies – Allowance was made within the precept request to provisionally increase the Cemetery & WMRG Orderly to the same hourly rate to rationalise payment. Provision was made to increase the weekly hours for the Cemetery to 3 per week to cope with the increased cemetery area.
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The meeting was adjourned at 4.35 pm to enable Mr Williamson to further investigate pension & gratuity provisions. The meeting was re-convened Wed 1st Oct 2pm. Apologies were received from BR |
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8 a.
b.. |
Precept Request 2009/10 to include pay revisions for staff, pensions & gratuities Time-sheets - It was brought to the attention of the Committee by RJ that the Clerk had in fact completed detailed time-sheets for the period Apr – Jun incl. and therefore no further sheets were required for completion. The Clerk left the meeting in order that details relating to her contract of employment including salary, pension & gratuity provisions could be discussed. Minutes supplied by DP (Councillor). Pension & Gratuity - The Tax situation re gratuities was outlined by RJ. MW gave more details of the LGPS. This is actuarial assessed and a final salary scheme. There would be an ongoing permanent obligation until the Clerk reaches retirement age. After detailed discussion it was agreed that the Clerk now having reached five years of service on 9th May 2008 according to her contract should be given a gratuity. A pension should be awarded by a gratuity (retirement) to start from year beginning April 2008 to be paid annually in arrears at 3% current salary. Proposed by MW, seconded by CS. All in favour. The Clerk returned to the meeting. It was proposed that a precept request be made to the finance committee of £45,000. Proposed by MW, seconded by SB. All in favour.
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9
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Parish Policy Document (3) Terms of Reference (4) and Miscellanea (5) – to consider a review of documents adopted 21st September 2006 The Parish Policy document as amended by DP & RJ was discussed in detail. With some further alteration, the document was accepted by the committee. Proposed by MW, seconded by CS. All in favour. Terms of Reference for the Parish Council should be considered as an Agenda item at the next meeting of this committee. Application of Grant forms will be amended by DP & LR and presented to the next meeting of this committee.
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Quality Council Status – changes are still to be made to the new criteria and ALCA will be compiling an update for this. Should the Parish Council wish to pursue Quality Parish Status, it was thought that communication with the Parish would have to be upgraded with the publication of an annual report and a provisional financial sum included within the precept request for this.
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Date of next meeting 3rd November 2008 at 2pm
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Matters for Information – either points of information or subjects for discussion at next meeting (i) To reconsider Freedom of Information Act Publication Scheme & Data Protection Act
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Meeting Closed: 3.55 p.m.
Minutes: LR Checked: RJ
Signed _____________________________ Employment & Policies Committee Chairman
Date ____________________