Extraordinary Meeting, 5 August 2021

HELMDON PARISH COUNCIL
MINUTES
of the Extraordinary meeting of Helmdon Parish Council held on Thursday 5 September 2021 at 7:30pm in the Reading Room, Helmdon
Present: Cllrs Bearman, Garner, Harris, Marchant, Moody, Plunkett, and Thorpe.
In attendance: There were no members of the public
1. To receive and approve apologies for absence
Apologies were received from Cllrs Gray and Wheeler.
RESOLVED: To approve the absences of Cllrs Gray and Wheeler.
2. Declarations of Interest
None
3. To note the resignation of the Clerk to the Council
Cllr Moody reported that he had received a letter of resignation from Helen du Bois. Her last working day will be 31 August 2021, which means she will have given exactly six years’ service to the council. Councillors were unanimous in their gratitude and wished Helen all the best for her future.
RESOLVED: To note the resignation and send thanks to Helen.
4. To create an HR Committee to oversee a recruitment process
The council agreed that it would be best to appoint a committee to conduct the recruitment process, rather than have to meet as a full council to make decisions. Draft terms of reference for the committee were reviewed.
RESOLVED: To establish an HR Committee, with terms of reference as set out in Appendix A, and to appoint Cllrs Bearman, Garner, and Moody to the committee.
5. To agree the terms and conditions of employment of the Clerk to the Council
The council considered the short- and medium-term outlook and how the council is likely to grow in the coming years. It was decided to take the opportunity to future-proof the clerk’s terms and conditions and to encourage a good calibre of applicants.
RESOLVED: That the vacancy be advertised at SCP 18 – 23, and 11 hours per week.
It was agreed that the vacancy notice should be displayed for just over three weeks and to share it through Northants CALC and on social media in Brackley and surrounding villages. A
closing date for applications of 5pm on 1 September 2021 was agreed, with interviews taking place on the afternoon and evening of Tuesday 7 September 2021.
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RESOLVED: To post the vacancy notice immediately with closing date of 1 September 2021.
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6. To agree the timetable for recruitment
Minutes of the Extraordinary meeting of Helmdon Parish Council 5 August 2021
Author: Danny Moody
HELMDON PARISH COUNCIL
MINUTES
7. To appoint a councillor (unpaid) to the role of Acting Clerk with effect from 1
September 2021 until a permanent Clerk is appointed
It was agreed that there needed to be continuity in the office of Proper Officer and that the council needed someone to prepare for the September council meeting if the new clerk is not able to start immediately after interviews. Due to holidays and other commitments no councillor wanted to take on the role on their own.
RESOLVED: To appoint Cllr Moody to the unpaid role of Acting Clerk from 1 September 2021
with support and assistance from Cllr Plunkett.
Cllr Moody said that the council had considered several times previously moving from six to ten council meetings per year (monthly excluding August and December) and that the Clerk had supported that in her last appraisal meeting. Now was an ideal time to consider it, so that the
HR Committee can take it into account during recruitment. Cllr Moody said it was important for all councillors to agree though, including those not present. It was agreed that monthly meetings might help maintain momentum better, and Cllr Garner noted that everyone had a responsibility to complete their actions by the following meeting, regardless of the frequency.
RESOLVED: To move to ten meetings per year, subject to agreement from Cllrs Gray and
Wheeler.
8. Close
The meeting closed at 8.20 pm. The next meeting will be held in the Reading Room, Helmdon at 7:30pm on Wednesday 22 September 2021.
Signed________________
dated______________
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Councillor Danny Moody, Chairman
Minutes of the Extraordinary meeting of Helmdon Parish Council 5 August 2021
Author: Danny Moody
HELMDON PARISH COUNCIL
MINUTES
Appendix A
HELMDON PARISH COUNCIL
HR COMMITTEE
TERMS OF REFERENCE
1. Purpose
The purpose of the committee is to oversee the organisation, employment, management and terms and conditions of employment of the Council and to make appropriate recommendations to the Council for ratification.
2. Membership
The committee shall comprise three (3) councillors. The quorum of the committee is three (3).
3. Meetings
The committee shall meet as frequently as required. There is no minimum or maximum number of meetings.
4. Functions
The committee will be responsible for:
Developing HR strategy
Developing and reviewing HR policies and procedures
Staffing levels and structure
Job descriptions/person specifications
Overseeing staff recruitment, selection, and appointment, including the authority to make offers of employment
4.6. Staff vetting
4.7. Staff retention
4.8. Determining or reviewing staff conditions of service and general terms of employment
4.9. Salary grading and pay including annual staff review and other remuneration matters
4.10. Leave entitlements including annual holiday, sickness, statutory entitlements, and special leave
4.11. Special conditions relating to a specific post or individual
4.12. Allowances, expenses, and subsistence
4.13. Working hours
4.14. Pension arrangements
4.15. Sickness absence management
4.16. Trade union membership recognition
4.17. Staff performance review/appraisals
4.18. Operation of the Council disciplinary, grievance, capability, grading and appeal procedures and equal opportunities policy
4.19. Health, safety, and welfare of staff
4.20. Any other matters delegated to the committee or deemed relevant to these terms of reference.
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4.1.
4.2.
4.3.
4.4.
4.5.
5. Specific Sub-committees or Panels
Minutes of the Extraordinary meeting of Helmdon Parish Council 5 August 2021
Author: Danny Moody
HELMDON PARISH COUNCIL
MINUTES
Smaller and specifically focussed Sub-committees should be set up to deal with confidential personnel matters such as capability, discipline or grievances as provided for in the relevant Council procedures.
A Recruitment and Selection Panel should also be set up for example to appoint a Clerk comprising of the interview panel (of perhaps three Councillors and a professional adviser if required) who are involved throughout the recruitment and then the selection process.
6. Professional Advice
The committee shall seek and obtain advice from qualified HR professionals as appropriate and may incur expenditure up to £500 on obtaining such advice. Expenditure more than the authorised amount must be approved by the council.
7. Confidentiality
Meetings of the committee will be restricted to members of the HR Committee and each meeting shall include a resolution to exclude members of the public and press.
Adopted on: _________________
Signed: _________________
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Review by: _________________
Minutes of the Extraordinary meeting of Helmdon Parish Council 5 August 2021
Author: Danny Moody