CROWTHORNE PARISH COUNCIL
MINUTES OF THE MEETING OF THE STAFFING COMMITTEE HELD ON TUESDAY 1JUNE 2016, AT THE LOWER CONFERENCE ROOM, PARISH HALL, HEATH HILL ROAD SOUTH, CROWTHORNE AT 10AM
Present: Cllr B McKenzie Boyle – in the Chair
Cllr G Robertson
Cllr S Sever
Mrs J Robertson – Assistant Clerk
Mrs A Swadling - Clerk
0 member of the public
0 member of the press
Apologies: Cllr N Kilvert
Cllr R Price
Cllr B Wade
MINUTE 1 ELECTION OF CHAIRMAN FOR MUNICIPAL YEAR 2016/2017
Nomination: Cllr B McKenzie-Boyle.
There being no further nominations, Cllr B McKenzie-Boyle was elected
Chairman for the ensuing year.
MINUTE 2 CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE FOR 2016/2017
The Chairman read and signed the Declaration of Acceptance of Office, which was countersigned by the Clerk.
MINUTE 3 ELECTION OF VICE CHAIRMAN FOR MUNICIPAL YEAR 2016/2017
Nomination: Cllr G Robertson
There being no further nominations, Cllr G Robertson was elected Vice Chairman for the ensuing year.
MINUTE 4 VICE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE FOR 2016/2017
The Vice Chairman read and signed the Declaration of Acceptance of Office for, which was countersigned by the Clerk.
MINUTE 5 DECLARATIONS OF INTEREST
There were none.
MINUTE 6 APPROVAL OF MINUTES
The minutes of the meeting of the Staffing Committee meeting held on 19 April 2016 as circulated, were taken as read, confirmed and signed by the Chairman as a true record.
MINUTE 7 MATTERS ARISING FROM MEETING HELD ON 19 APRIL 2016
None.
MINUTE 8 CLERK’S REPORT
None.
MINUTE 9 TO RECEIVE AND ADOPT THE 2016-2018 NATIONAL SALARY AWARDS
The National Joint Council for Local Government Services (NJC) has reached agreement on the 2016-2017 National Salary Award settlement which must be implemented from 1 April 2016 and 1 April 2017.
It was therefore proposed by Cllr McKenzie-Boyle, seconded by Cllr Sever and unanimously RESOLVED that the NJC salary scales for 2016-17 and 2017-18 are approved for all staff and are to be applied from 1 April 2016 and 1 April 2017 respectively.
MINUTE 10 TO APPROVE THE TERMS OF REFERENCE FOR THE STAFFING COMMITTEE
Members reviewed the changes made to the Terms of Reference for the Staffing Committee and unanimously approved them.
MINUTE 11 TO APPROVE THE REVIEWED DISCIPLINARY PROCEDURE
Members studied the reviewed Disciplinary Procedure and unanimously approved it.
MINUTE 12 TO APPROVE THE REVIEWED FAIR TREATMENT POLICY
Members studied the reviewed Fair Treatment Policy and unanimously approved it.
MINUTE 13 TO APPROVE THE REVIEWED TRAINING POLICY
Members studied the reviewed Training Policy and unanimously approved it.
The Chairman asked whether a more proactive approach to training for Cllrs would be a good idea, with possibly a plan in place of training to take place over a period of time. The Chairman asked that the Clerk send out information on what training had already been undertaken by Cllrs so that an assessment could be made of any gaps. It was agreed that the Clerk would provide the information prior to this year’s budget review.
Action: Clerk
MINUTE 14 TO APPROVE THE REVIEWED GRIEVANCE PROCEDURE
Members studied the reviewed Grievance Procedure and unanimously approved it.
MINUTE 15 TO APPROVE MILEAGE REIMBURSEMENTS FOR TRAVEL EXPENSES
At the Staffing Committee meeting held on 19 April 2016, members considered the advice received from the auditor regarding mileage reimbursements made to staff for travel to meetings. Further information was obtained from the auditor which clarified that all additional journeys to evening meetings or ad hoc events taking place in Crowthorne, should be taxed at 20%.
Subsequent to this advice, it was proposed by Cllr McKenzie-Boyle seconded by Cllr Sever and unanimously RESOLVED that:
· the mileage for meetings held in Crowthorne be raised to £0.56.25 per mile which will be taxed at 20%
· all other travel be reimbursed at £0.45 per mile which remains tax free.
MINUTE 16 INFORMATION ITEMS
1 The Clerk reported that due to the refurbishment works taking place at the Morgan Centre, some overtime may be incurred by staff.
MINUTE 17 ITEMS FOR INCLUSION ON FUTURE AGENDAS
- Review of staff contracts
- Update on Foundation Award status
Meeting closed: 10.40am
Signed ….…………………...……………..
Dated ………………………...……………
Pursuant to section 1(2) of the Public Bodies (Admission to Meetings) Act 1960, it is resolved that, because of the confidential nature of the business to be transacted, the press and public are excluded from the meeting whilst the following confidential item is considered:
MINUTE 18 STAFFING MATTERS
The Clerk left the room and did not participate in the proceedings.
During the recent staff appraisals it was highlighted that the parish office had in general become a much busier environment with all staff working at maximum capacity. The Clerk had also taken on several ad hoc Council projects and additional duties which have included: the Morgan Centre refurbishment, 3 Year Strategy Plan, Summer of Fun event, Social Media and the submission of the application for a Foundation Award. Increased Health & Safety responsibilities had also been undertaken with regards to Asbestos monitoring.
Cllr Robertson stated that the Clerk had been on the same spinal point for 3 years and during this time the Clerk’s responsibilities and work load had increased enormously and it was therefore necessary to consider a pay rise in line with the National Joint Council for Local Government Services new pay scales for 2016-2017.
Following some discussion, it was proposed by Cllr Sever, seconded by CllrRobertson and unanimously RESOLVED to award the Clerk an increase of 2 spinal points on the pay scale.
Meeting closed: 10.45am
Signed ….…………………...……………..
Dated ………………………...……………
Staffing Comm mtg 1.6.16 2