Personnel and Administration Committee - 16th February 2009 - Agendas/Minutes

View Also:

430. PRESENT:

Councillors:

Officers:

431. APOLOGIES

Mr P Hayward (personal).

432. DECLARATIONS OF INTERESTS

Members were reminded to declare any personal or prejudicial interests on any item on the agenda in accordance with the Council’s Code of Conduct. There were no interests declared.

433. MINUTES

RESOLVED that the minutes of the meeting held on 1st September 2008 be approved and signed as a true and correct record, with the following amendment:

Minute 170(f) of the Town Clerk's Report "of" is amended to read "off".

434. QUALITY STATUS REACCREDITATION UPDATE AND A TRAINING STATEMENT OF INTENT

Quality Parish Status (QPS) reaccrediatation was due to be submitted by 31st December 2008, but it had not been due to the unexpected absence of the Town Clerk due to illlness. The application was progressing and it was hoped to be submitted in the near future.

It was reported that in addition to the Training and Development Policy, for reaccreditation the Council was also required to have a Training Statement of Intent and a draft was circulated.

RESOLVED that the attached Training Statement of Intent is adopted immediately under Standing Order 36 (Delegation of Urgent and Routine Matters) as the next Council meeting is on 9th March 2009 and the reaccreditation may be submitted prior to that date.

435. OUTSIDE SERVICE PROVIDERS

Following a recommendation from this committee, Council agreed a sum in the budget for 2009/2010 of £3725 to provide an outside service provider from 1st April 2009 on personnel, employment law and health and safety.

Details and information of a service provided by Ellis Whittam (EW) & Partners LLP was circulated.

RECOMMENDED that Council agree to Ellis Whittam & Partners LLP providing personnel, employment law and health and safety services with effect from 1st April 2009 for the year 2009/2010 at a cost of £3275.

436. TOWN CLERKS REPORT

(a) Staffing

The outside staffs remain one full time post vacant, it is planned to advertise the post in the near future.

NOTED

(b) Training

(i) Town Clerk – Mr D Stapleton

The Town Clerk continues with the 4th year of the local policy degree course at the University of Gloucestershire, which is the second year of level 2. This semester also includes a field trip to Belfast.

NOTED

(ii) Deputy Town Clerk – Mr S Carter

Has registered, and is working on, both the Certificate in Local Council Administration (CiLCA) and Working with your Council (WWYC) training package with the Society of Local Council Clerks.

NOTED

(iii) Finance and Admin Officer – Mrs S Hickman

The Finance and Admin Officer has, for personal reasons, postponed her AAT intermediate level course until September 2009.

NOTED

(c) Website

The Deputy Town Clerk was now updating on a regular basis and any feedback from members would be welcome.

NOTED

(d) Fleet Meadow Community Association

An update was given on the accounts, and a letter had been received from FMCA seeking confirmation of the Town Council rep for the FMCA General Committee. The letter went on that the rep would also become a charity trustee.

Following advice from the Council’s solicitor, it was understood that the rep was a member of the committee only and not a trustee. The Clerk to investigate and respond to the letter.

NOTED

(e) Society of Local Councils Clerks (SLCC)

Larger Councils Conference to be held 16th to 17th April in Nottingham. The Town Clerk to attend.

NOTED

(f) Leave

The leave year ends 31st March 2009, and all staff have been reminded to use up any outstanding balances.

RECOMMENDED that the Town Clerk is authorised to carry forward any remaining leave balance he has as at 31st March 2009.

(g) One Stop Shop (OSS)

It was explained that a report would be going to F&GP on 16th March 2009 following SODCs decision to cease the £26K funding from 1st April 2010. It was reported that the uncertainty of the OSS was a worry to all staff involved.

During discussion it was reported that Council planned on making a decision on the OSS funding at its July 2009 meeting.

NOTED

(h) Appraisals

It was reported that the annual appraisals for all staff would be completed during April 2009.

NOTED

(i) Compassionate/Bereavement Leave

It was noted that the leave policy states that leave for the above was to be on a case by case basis and considered by Personnel and Administration Committee. During discussion it was reported that short notice cases did not fall within the committee cycle.

RECOMMENDED that should an application for compassionate/bereavement leave not fall within the committee cycle, then delegated authority is given to the Town Clerk to consider and agree each case and then report the matter on to the Personnel and Administration Committee.

 

The Meeting commenced at 7.30pm and closed at 7.30pm

Chair

Back to the top

TRAINING STATEMENT OF INTENT

DIDCOT TOWN COUNCIL

TRAINING STATEMENT OF INTENT

Didcot Town Council is committed to ensuring its staff and councillors are trained to the highest standard and kept up to date with all new legislation. To support this, appropriate funds are allocated to a training budget each year to enable staff and councillors to attend training and conferences relevant to their office.
 
The Personnel and Administration Committee will be responsible for monitoring and meeting the training needs of staff and through Finance and General Purposes managing the budget. Staff training will be identified by the Clerk through the annual appraisal process and the cost and training provider investigated. A training schedule will then be prepared on an annual basis and submitted to the Personnel and Administration committee for approval to ensure the training is relevant and fit for purpose. A staff handbook/information pack is to be produced and provided to all current and future staff.

Training requirements for councillors will usually be identified by the Leader and Clerk and opportunities to attend courses will be investigated by the Clerk and brought to the attention of the full council. All councillors will be given the opportunity of in-house training on any subject, at a time to suit them, offered via the Members Update Bulletin which is produced on a regular basis by the Town Clerk and sent to all councillors.

The Council will pay the annual subscription to the Society of Local Council Clerks (SLCC) and Oxfordshire Association of Local Councils (OALC) to enable staff and councillors to take advantage of their training courses and conferences.

The Clerk will be expected to attend all relevant training days whenever possible and other members of staff and councillors will be expected to attend relevant training days.

New councillors will have an induction meeting with the Clerk and will be provided with a members handbook/information pack (which is to be reviewed on a regular basis) containing the information and documents as set out overleaf.

It is recognised that it may be difficult for some councillors to attend training during the daytime because of their work commitments. Councillors will, however, still be encouraged to attend training provided by its partner authorities and OALC and attend conferences whenever possible. In-house training during an evening will be considered wherever possible, to enable all councillors to attend.

All training undertaken will be evaluated by the Personnel and Administration Committee to gauge its relevance, content and appropriateness.

INFORMATION PACK FOR NEW COUNCILLORS

Contents

1. Introduction by the Town Clerk

2. Didcot – An overview

3. Didcot Town Council

4. Local Government in Oxfordshire

5. Government in the South East

6. Training and Resources

7. Information & Maps

8. Appendices

9. Quick Reference Guide

End

Adopted 16th February 2009

Review due February 2010

Back to Minute 434

Back to the top