Minutes of an HR Committee meeting held on Monday 10 June 2024 at Ruskington Parish Office at 11am.

Present: Cllr C Bain (Chairman), Cllr AE Jennings, Cllr D Conway

Also in attendance: Cllr Owen Ditch (Chairman of Council), Kathryn Locke (Clerk to Council)

No members of the public or press were present.

The Chairman opened the meeting at 11.20am.

1. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.

All Councillors were present.

2. To receive declarations of interest and to consider applications for dispensations in relation to DPIs.

None were declared.

3.  To approve as a correct record the notes of the last HR Committee meeting held on 19 March 2023.

Action: The Committee RESOLVED to approve the notes of the meeting held on 19 March 2024 as accurate Minutes. Proposed by Cllr Jennings, seconded by Cllr Conway and approved unanimously.

4. To receive an update on the consultation with the Environment Caretaker held on 15 April 2024, regarding amendments to their job description in view of their chainsaw training in May 2024.

The Environment Caretaker had agreed to the changes made following his chainsaw qualification and had signed his new job description.

5. To appoint two committee members to conduct the annual appraisal of the Clerk.

Action: The Committee RESOLVED to appoint Cllr Bain and Cllr Jenings to undertake the Clerk’s appraisal. The date would be agreed after the meeting. Proposed by Cllr Conway, seconded by Cllr Jennings and approved unanimously.

6. To receive an update on the changes to employment law that came into effect from 1 April 2024.

Information had previously been circulated. The changes were discussed. None of the changes were applicable to the Council at this time but contracts would be updated accordingly.

7. To review the Lone Working policy and agree any recommendations, if required, for Council to consider.

Action: The policy was reviewed, and recommendations were agreed for recommending to Council at the July meeting.

8. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to discuss the following staffing matters.

Action: The Committee RESOLVED to exclude the public and press to discuss the staff matters below. Proposed by Cllr Jennings, seconded by Cllr Conway and approved unanimously.

The meeting closed at 11.44am and re-convened at 11.44am.

9. To receive an update on staff health and welfare.

The Clerk provided an update which was discussed by the Committee.

Action: The Committee RESOLVED that the relevant policy be followed by the Clerk. Proposed by Cllr Bain, seconded by Cllr Conway and approved unanimously.

10. To receive an update on staff appraisals as conducted by the Clerk, and consider any comments raised.

The Clerk had completed annual appraisals with all staff members. Comments raised during appraisals were discussed in detail.

Action: The Committee RESOLVED to recommend to Council ways to improve communication between staff and council; challenges raised to have an accompanying solution; to agree ways to expedite decision making to keep projects moving forward such as robust committees, continuity of document management, and appointment of project leads.  The use of Teams to be trialled by Cllr Bain, Cllr Conway and the Admin Assistant. Proposed by Cllr Conway, seconded by Cllr Jennings and approved unanimously.

11. To review employee job descriptions and consider staff comments on their job descriptions.

The Committee considered all the comments made.

Action: The Committee RESOLVED for the Clerk to consult with relevant staff members, in the first instance, regarding possible changes to their job descriptions and working hours. Proposed by Cllr Jennings, seconded by Cllr Conway and approved unanimously.

12. To consider an employee’s request to receive occupational sick pay. 

Cllr Bain, following research, presented information three options for council to consider. The Committee was also aware that following the upcoming general election, changes to statutory sick pay may be made by the successful government.

Action: The Committee RESOLVED to investigate this matter further to enable costed recommendations being presented to Council for its consideration.  Proposed by Cllr Bain, seconded by Cllr Conway and approved unanimously.

13. To agree the date for the next committee meeting.

The date to be confirmed.

The Chairman closed the meeting at 1.45pm.