LYME REGIS TOWN COUNCIL HUMAN RESOURCES COMMITTEE MINUTES OF THE MEETING HELD ON WEDNESDAY 11 MARCH 2015

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1 LYME REGIS TOWN COUNCIL HUMAN RESOURCES COMMITTEE MINUTES OF THE MEETING HELD ON WEDNESDAY 11 MARCH 2015 Present Chairman: Cllr Ms S. Holman (Mayor) Members: Cllr M. Gage, Cllr C. Clipson, Cllr Mrs L. Jenkin, Cllr Ms A. Williams Other members: Officers: Cllr Mrs A. Bradbury, Cllr Miss L. Campbell, Cllr Mrs M. Ellis Mrs A. Mullins (administrative officer), Mr J. Wright (town clerk) 14/46/HR Public Forum There were no members of the public present. 14/47/HR Apologies There were none. 14/48/HR To confirm the accuracy of the minutes of the Human Resources Committee meeting held on 9 December 2014 Proposed by Cllr M. Gage and seconded by Cllr Mrs L. Jenkin, the minutes of the Human Resources Committee meeting on 9 December 2014 were ADOPTED. 14/49/HR Disclosable Pecuniary Interests There were no disclosable pecuniary interests. 14/50/HR Dispensations There was no grant of dispensations made by the town clerk in relation to the business of this 14/51/HR Matters arising from the minutes of the previous meeting held on 9 December /52/HR Update Report HR-11/03/15-1

2 14/53/HR Post holder 101, Six-Month Probation Report 14/54/HR Time-off-in-lieu Arrangements The town clerk said the proposed arrangements only referred to office staff as the outside staff had separate arrangements. He said the proposals were not materially different to the current arrangement, but formalised the situation. Members discussed whether the suggestion for no more than two days time-off-inlieu (TOIL) to be carried over from one calendar month to the next was practical for all staff. Members agreed there should be some flexibility in certain circumstances. Proposed by Cllr Ms A. Williams and seconded by Cllr M. Gage, members RESOLVED to amend the proposed guidelines as follows: No more than two days TOIL can be carried over from one calendar month to the next, other than at the discretion of the town clerk. The town clerk said the report did not refer to overtime and historically this had not been offered to office staff, although he referred members to the Green Book, which he said the council based most of its rules on. He said it entitled staff up to spinal column point 28 to overtime payments. He said although there had not historically been requests for overtime payments, staff would like to take overtime if offered. Cllr Ms A. Williams said she was not in favour of paying overtime as it may encourage some employees to work more hours than necessary, and that TOIL encouraged a work-life balance. Proposed by Cllr M. Gage and seconded by Cllr Ms A. Williams, members agreed to RECOMMEND TO FULL COUNCIL to approve the time-off-in-lieu arrangements for office-based employees, subject to the following guidelines: The office must be open between 9am and 5pm, Monday to Friday All council meetings must be serviced All pre-arranged meeting commitments must be honoured Staff record the hours they work If staff work more than their contracted 37 hours (or part-time equivalent), they can build up TOIL No more than two days TOIL can be carried over from one calendar month to the next, other than at the discretion of the town clerk TOIL can only be taken with the consent of an employee s manager The manager authorising TOIL must ensure the council s core services are provided, that employees don t habitually cherry pick certain days or establish patterns that disadvantage colleagues, and other staff aren t put under unreasonable work pressure If, for any reason, the office is depleted of staff, the scheme can be suspended. HR-11/03/15-2

3 14/55/HR The Town Clerk s Annual Appraisal and Pay Scale Progression 14/56/HR Progression Through the Pay Scale, Post holder /57/HR Progression Through the Pay Scale, Post holder /58/HR Annual Pay Increases for Staff 14/59/HR Office Staffing Levels, February /60/HR Exempt Business Proposed by Cllr M. Gage and seconded by Cllr Ms A. Williams, members RESOLVED the exclusion of the press and public for the following items in view of the likely disclosure of exempt information within the meaning of paragraph 1 of Schedule 12a to the Local Government Act 1972 (see Section 1 and Part 1 of Schedule 1 to the Local Government (Access to Information) Act 1985), as amended by the Local Government (Access to Information (a) 14/53/HR Post holder 101, Six-Month Probation Report Proposed by Cllr M. Gage and seconded by Cllr Ms A. Williams, members agreed to RECOMMEND TO FULL COUNCIL to approve the permanent appointment of post holder 101 and approve his progression to spinal column point 30 from 1 April The town clerk left the meeting at 7.23pm. HR-11/03/15-3

4 (b) 14/55/HR The Town Clerk s Annual Appraisal and Pay Scale Progression Cllr Ms S. Holman said the town clerk had met almost all his objectives, despite the difficulties presented, including the finance officer leaving, and the town clerk s sickness absence. She said the town council was not always in control of what happens as it is working with partners. Cllr Ms S. Holman said the time taken to answer queries and requests for information was not insignificant, and she had suggested a log is kept and the council could be made aware of queries and responses, although the town clerk was not in favour of this. She said it was maybe something to pick up in the end of year review. Cllr Ms S. Holman commended the town clerk on getting to the current position with the skatepark project. She said there were still items to be taken to the Strategy and Policy Committee meetings on 18 March and 22 April Cllr Ms S. Holman said there needed to be an emphasis for members on risk management, and although training had been offered, the take-up was low. She said ICT arrangements were complicated but partnership work with Dorset County Council was underway. Proposed by Cllr Ms A. Williams and seconded by Cllr M. Gage, members agreed to RECOMMEND TO FULL COUNCIL to note the town clerk s performance against his objectives and approve his progression to the next point on his pay scale, spinal column point 46. The town clerk returned to the meeting at 7.36pm. (c) 14/56/HR Progression Through the Pay Scale, Post holder 103 Proposed by Cllr Ms S. Holman and seconded by Cllr C. Clipson, members agreed to RECOMMEND TO FULL COUNCIL to approve the progression of post holder 103 to spinal column point 35. (d) 14/57/HR Progression Through the Pay Scale, Post holder 213 Proposed by Cllr Ms A. Williams and seconded by Cllr C. Clipson, members agreed to RECOMMEND TO FULL COUNCIL to approve the progression of post holder 213 to spinal column point 34. (e) 14/58/HR Annual Pay Increases for Staff Cllr Ms S. Holman reminded members that the annual pay increases had already been budgeted for. The town clerk said historically, employees pay had been reviewed on the anniversary of their start date with the council, there were now benefits in moving everyone to 1 April each year, and he would bring a report to the committee on this matter. HR-11/03/15-4

5 Proposed by Cllr M. Gage and seconded by Cllr Ms S. Holman, members agreed to RECOMMEND TO FULL COUNCIL to note the annual increments for post holders 204, 201, 202, 203, 206, 104, 205, 210, 105 and 106. The meeting closed at 7.50pm. HR-11/03/15-5