Minutes of an HR Committee meeting held on Monday 26 September 2022 at Ruskington Parish Office at 10.30am.

Present: Cllr Ditch (Chairman), Cllr Cunningham, Cllr Cox, Cllr Conway (Chairman of Council), Cllr Tonge (Vice Chairman of Council),

Also, present Kathryn Locke (Clerk)

No members of the public were present.

The Chairman opened the meeting at 10.34am.

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

All Committee members were present.

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

None were declared at this time.

3. To approve as a correct record the notes of the last HR Committee meeting held on 28 April 2022.

Action: The Committee RESOLVED to accept the notes of the meeting held on 28 April 2022 as accurate Minutes. Proposed by Cllr Cunningham, seconded by Cllr Conway and approved with 3 votes for and 2 abstentions (not present at the meeting).

4. To review the following policies and agree any amendments for recommending to Council.

   4.1. Health and Safety Policy

   4.2. Dignity at Work Policy (as recommended by NALC)

   4.3. Flushing & Purging Policy

The policies were reviewed by the Committee and all amendments agreed.

Action: The Committee RESOLVED to recommend all the above policies to the Council for adoption. Proposed by Cllr Tonge, seconded by Cllr Conway and approved unanimously.

5. To receive the outcome of a health & safety audit and agree recommendations for making to Council.

Cllr Ditch has undertaken an internal audit of the workshop on 30 August 2022. Debris had now been removed, cables were no longer trailing and all loose items at risk of falling had been secured. Lighting, sockets, and electrics required improvement. Following inspection of the building, Cllr Tomlinson advised that a new roof was required due to water ingress and cracks in the walls be re-pointed.

Actions: The committee RESOLVED to recommend to Council the following actions:

• To consider the future use of the workshop and the possibility of outsourcing skilled tasks
• An electrical assessment be carried out.
• A solution for regulating the temperature in the workshop be found.
• All items not belonging to the Council to be removed, and items no longer required to be disposed of.
• A COSHH audit of the storeroom to be undertaken.
• Obtain quotes for pointing the external walls and replacing the roof.

6. 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 unanimously to exclude the public and press.

The Chairman closed the meeting at 11.10am. The meeting re-convened at 11.10am.

7. To consider the working hours and pay scale for the office assistant post.

Action: The Committee RESOLVED to recommend to Council that the working hours be 18.5hours per week and the NJC pay scale would be used as guidance. SCP 7-10 to be recommended, commencing on SCP 7.

8. To consider the HR and legal advice on the management of an employee, including any accommodations and support required, for their return to work following sick leave.

All advice from LALC’s recommended HR Adviser and the insurance legal firm had been circulated prior to the meeting and was being carried out.

9. To consider the HR and legal advice on the investigatory meetings, performance reviews, welfare, and management of an employee. (Information previously circulated.)

All HR and legal advice had been carried out.

10. To consider a request from an employee regarding increasing their working hours to full time.

Action: The Committee RESOLVED to recommend to Council that the employee’s working hours be increased to 37 hours per week. To commence on a date that was convenient for the employee.

The Chairman closed the meeting at 12.10pm.