Policies

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.

Wainfleet St Mary Parish Council

Personnel/Staffing Committee Terms of Reference

 

Purpose of Staffing Committee

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 as required.  

The purpose of the Staffing Committee is to manage all HR and wellbeing matters in relation to the Clerk and any other employees of the council. 

Membership

The Committee shall consist of no less than 2 and no more than 3 Councillors.  No decisions will be adopted or actioned without at least 2 committee members present. 

The Committee shall elect a Chair annually from amongst the Committee membership - at the Annual Council Meeting.

A table of members shall be published with the addendum “members are required to attend 50% of meetings to retain their membership”.

A note taker to record the minutes of the meeting shall be nominated at the beginning of each meeting. The minutes of the meeting shall be presented to the Parish Council at the monthly full Council meetings. Other administrative support (e.g. liaising with payroll provider) will be supported by the Clerk.

Quorum – will be a minimum of 2.

Remit

  1. To meet as and when required, but at least 3 times per calendar year, to ensure the council complies with the requirements of employment law and follows best practice in providing good working conditions for staff, including having regard for their health and safety.
  2. To ensure an agenda is agreed by the Chair and voting members of the Committee and circulated a week in advance of the meeting. This will be published in line with Council regulations.
  3. The Committee shall have the authority to call a public session at any of their meetings if they wish to consult and collaborate with wider members of the community.
  4. The Committee have the authority to set up a separate working group under the same terms of reference should it be deemed necessary
  5. To conduct a review of contracts, staffing policies and procedures every year.
  6. The Committee shall nominate 1 of their members to carry out an annual appraisal meeting with the Clerk and any other employees of the council.  They shall also liaise with the payroll provider regarding annual cost of living increases as per the annual NJC Scale publication.
  7. Any actions proposed will be submitted by the Committee to the Council at the next Council meeting for agreement, approval, and support.
  8. To be the focal point of all staffing issues.
  9. To lead on the recruitment and selection process for members of staff - all appointments to be formalised by full council resolution.
  10. To act as line-manager for the most senior member of staff – the Parish Clerk
  11. To ensure that the clerk (and any other member of staff) has an annual appraisal.
  12. To ensure that the clerk has everything required for line-managing other staff on a day-to-day basis (if required).
  13. To keep up to date with developments in employment law as they arise.
  14. To be aware of sources of expert advice on employment matters and to ensure that the council uses such sources when there is any doubt about good employment practice.
  15. To report back to council as required, bearing in mind the requirements of GDPR in relation to the management of personal information of all staff members.

Possible areas of working conditions to be dealt with (as delegated by full Council):

  • Compliance with employment legislation

 

  • Recruitment and selection procedures

 

  • Contracts of employment

 

  • Pay and overtime
  • Supervision of PAYE/NI – bearing in mind duties of External Auditor

 

  • Health and safety, including risk assessment

 

  • Duty of care

 

  • Avoiding staff stress

 

  • Managing workloads

 

  • Breaches of Code of conduct behaviour by cllrs (ie. harassment and bullying)

 

  • Absence management

 

  • Appraisals and development

 

  • Grievance and disciplinary procedures

 

  • Rights relating to leave and time off

 

  • Rights relating to illness

 

  • Data Protection and FOI issues

 

The Standing Orders and Financial Regulations of the Council shall be observed and adhered to by the Staffing Committee.

These terms of reference will be reviewed annually in line with other Council Policies.

The Parish Council retain the power to dissolve the Committee should it need to do so – or to alter the terms of membership.

 

 

These terms of reference were adopted at the Annual Council Meeting Monday 13th May 2024.

 

 

Signed

 

Cllr I Hyde – Chair Wainfleet St Mary Council

Date..........................................

 

 

Signed

 

Cllr C Alexander – Chair Staffing Committee Wainfleet St Mary Parish Council

Date...........................................