Policies and Procedures

Staffing Committee - Terms of Reference

These terms of reference for the Staffing Committe required by Good Governance were adopted at the Annual Council meeting on the 13th May 2024 and minuted under Agenda item 15.

Review Date May 2026. - Reviewed May 2026

Wainfleet St Mary Parish Council

Personnel/Staffing Committee Terms of Reference 

Updated October 2026

Purpose of Staffing Committee - overview

The Committee is appointed by full Council - Under the powers of the LGA 1972 s 101 - to deal with all staffing matters, subject to budget, expenditure and contractual limits as decided by the Parish Council on 13th May 2024 (Minute Number 15) and reporting back to full Council. The purpose of the Staffing Committee is to manage all HR and wellbeing matters in relation to the Clerk and operates in accordance with best practice, legislation and adopted policies.

 Membership

  • The Committee shall consist of three councillors, appointed annually at the Annual Meeting of the Parish Council.
  • These three councillors will form the Formal Appraisal Group responsible for conducting the Clerk’s annual appraisal and ongoing performance reviews.
  • A separate Appeals Group of two councillors shall also be appointed annually. Members of the Appeals Group must not serve on the Staffing Committee or take part in any original decision relating to disciplinary, grievance, or capability matters.
  • The Chair of the Council may attend meetings in an ex‑officio capacity if desired, but will not automatically chair the Committee.
  • All Councillors are eligible to be appointed to the Staffing Committee.

Quorum - A quorum shall be all three members of the Staffing Committee.

Chairing - The Committee shall elect a Chair at its first meeting following the Annual Meeting of the Parish Council.

Delegated Authority - The Staffing Committee is authorised to:

  • Manage the recruitment, selection, and appointment of employees.
  • Conduct the Clerk’s annual appraisal and performance reviews through the appointed Formal Appraisal Group.
  • Oversee staff training, professional development, and wellbeing.
  • Manage disciplinary, grievance, and capability procedures in accordance with Council policies.
  • Review and recommend salary, contractual terms, and conditions of service.
  • Make decisions on day‑to‑day staffing matters within the approved budget.
  • Seek external professional HR or legal advice where appropriate, subject to budget approval.
  • Take necessary action in cases of urgency to protect the Council’s interests, reporting decisions to the next Council meeting.

6. Meetings - The Committee shall meet at least twice per year, and additionally as required.

  • Meetings will normally be held in confidential session under the Public Bodies (Admission to Meetings) Act 1960 due to the personal nature of staffing matters.
  • Minutes will be recorded by a member of the Committee.

 Reporting to Council - The Committee will report decisions and recommendations to the Council, subject to confidentiality requirements.

  • Only information appropriate for the public domain will be shared in open session.

 Appeals Group - The Appeals Group shall consist of two councillors appointed annually.

  • Members of the Appeals Group must not have taken part in the original decision or discussion.
  • The Appeals Group will hear appeals relating to disciplinary, grievance, or capability matters in accordance with Council policies.
  • Decisions of the Appeals Group shall be final within the Council’s internal procedures.

 Confidentiality - All members of the Staffing Committee and Appeals Group must maintain strict confidentiality regarding staffing matters. Breaches may result in removal from the Committee or Appeals Group.

 Policies and Procedures - The Committee will operate in accordance with:

  • The Council’s Standing Orders
  • The Council’s Employment Policies (disciplinary, grievance, capability, appraisal)
  • The National Joint Council (NJC) terms and conditions
  • Relevant employment legislation
  • SLCC and NALC best‑practice guidance

 Review of Terms of Reference - These updated Terms of Reference are proposed to be adopted at the October 2026 meeting of the Parish Council and reviewed annually at the Annual Meeting of Wainfleet St Mary Parish Council in May.

Signed

 

Cllr C Alexander.......................................................................................................................

 

Dated.......................................................................................................................................

 

 

Chair WSM Parish Council