Burnham-on-Sea & Highbridge Town Council

1st October 2020 HR Minutes Draft

Minutes of the meeting held on 1st October 2020 at 6:30pm by video conferencing.

Present: Cllr Peter Clayton (Chairman) with Cllrs Alan Matthews, Mike Facey, Dawn Carey, Phil Harvey and Sue Harvey with Sam Winter (Town Clerk) in attendance.

54/20/HR       Apologies

                        Cllr Hancock

55/20/HR       Declarations of Interest in items on this agenda & dispensations granted


56/20/HR       Approval of Minutes

The minutes of the Human Resources meeting held on 10th August 2020

were approved as a correct record and signed by the Chairman.

Motions for note/resolution

57/20/HR       To consider the potential HR relevant actions identified in the Corporate Plan and agree priorities for implementation – with focus on LCAS & LGR

The meeting noted that the Stronger Somerset business case states that local councils will be required to prove their capability to take on devolved services through first achieving the Quality Award of the Local Councils Award Scheme. The meeting further noted that the One Somerset case made no such requirement. It was agreed that the council would welcome the award, which is referenced in the town council’s corporate plan, pillar 1(3), and will consider the work & time requirements in the new year.

58/20/HR       To receive the revised 20/21 pay scales issued by the National Joint Council for Local Government Services (NJC).

The pay scales were received.

59/20/HR       To agree the 21/22 HR budgets for recommendation to the Finance & Resources Committee

The meeting considered that the revised & agreed future staffing structure can be delivered across all teams without increase over the current year’s budget and will permit a contingency sum to cover a reasonable level of flexibility if additional staffing hours are required to cover sickness or unforeseen tasks where the council is required to react to public health or other matters. It was resolved to make a recommendation to the Finances & Resources Committee that it includes a total staffing budget of £445,231.

60/20/HR       To receive and approve for adoption the Data Protection Subject Access Request Policy.

It was resolved to approve the Policy.

The meeting additionally heard that the clerk has undertaken an information audit and identified areas where additional work is required. A voluntary data protection audit has been scheduled for 8th October with the town council auditor, which is expected to offer further guidance on improved GDPR compliance.

61/20/HR       To receive and approve for adoption the Data Protection Criminal Records Information Policy (noting changes to the council’s standard job application form).

 It was resolved to approve the Policy and subsequent changes to the application form were noted.

62/20/HR       To receive an update on matters relating to staff health & safety

The meeting heard that staff continue to occupy buildings on a rota basis with precautions taken as per the risk assessments. The meeting noted that the clerk has registered the Courthouse and Princess buildings with the NHS Test & Trace service and issued a Test & Trace Privacy Notice, as legally required.

63/20/HR       To receive an update on the completed staff training for 2020

The meeting heard that staff training was proceeding where possible and that a number of online sessions offered to support mental health and resilience had been taken up by staff. It was noted that staff at the Princess will schedule refresher courses for specified tasks and that the grounds team will require significant specialist training in order to undertake new functions. It was acknowledged that the earmarked reserve held at the end of 20/21 are sufficient to meet training requirements and therefore a recommendation will be made to the Finance & resources Committee that it does put in place an additional budget sum for training in 21/22.

64/20/HR       To receive an update on the work review of the grounds team

The meeting heard that initial conversations had been held with the grounds team on how they might take on different roles to meet the functions of a town ranger. It was noted that a time and motion study was being undertaken to identify a hierarchy of tasks and improved efficiency.  The meeting acknowledged that there is a likelihood that additional tools and equipment will be required to meet some new functions and consideration will be given to this when looking at the budgetary position.

65/20/HR       The next meeting of this sub-committee will be held on 10th December 2020.

The Chairman closed the meeting at 19:05hrs.

Records Retention Schedule

Financial Risk Management Policy - March 2023

Grant Application Kings Coronation Form

The Coronation of His Majesty King Charles III will take place on Saturday 6th May 2023, with an additional bank holiday on Monday 8th May 2023.

We are keen to hear from groups/organisations in Burnham-on-Sea and Highbridge that are looking to celebrate the Coronation. The Town Council has £1500 available to allocate to events being organised to celebrate the Kings Coronation. The maximum grant to be allocated per event will be £500.

You must meet the following criteria for your application to be considered:

– The event will be open to all members of the public

– The event will be free of charge

– The event will take place within the Coronation weekend

– The event will take place within Burnham on Sea or Highbridge


Applications will close on Monday 6th March at midday. 

Your organisation and contact details

What happens next....
Applications will be considered at the Finance and Resources Committee Meeting on Monday 13th March 2023. You will be notified after this date whether your application has been successful.
Burnham & Highbridge Town Council takes your privacy seriously and will only use your personal information for the purposes of contacting you about this grant. The Council’s privacy notice can be found here.

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