6th April 2021 Human Resources Sub-Committee Minutes Draft

Minutes of the meeting held on 6th April 2021 at 6:30pm by video conferencing.

Present: Cllr Peter Clayton (Chairman) with Cllrs Alan Matthews, Mike Facey, Dawn Carey, Phil Harvey and Sue Harvey

Sam Winter (Town Clerk) was in attendance.

11/21/HR Apologies
None.
Cllr Hancock was absent.

12/21/HR Declarations of Interest in items on this agenda & dispensations granted
None

13/21/HR Approval of Minutes
The minutes of the Human Resources meeting held on 25th February 2021 were approved as a correct record and signed by the Chairman.

Motions for note/resolution

14/21/HR To receive an update on cleaning at the courthouse.

The meeting heard that the Courthouse cleaner has resigned for personal reasons and that interim arrangements are being made to ensure the property remains clean and covid safe.

15/21/HR To receive interim detail of works undertaken against objectives of the Corporate Plan

The meeting heard the detail of the work carried out by staff and how it fits the aims and objectives of the Corporate Plan. A written report will be submitted to the May ATCM.

16/21/HR To receive an update on the recruitment of customer services posts (part time) and agree the interview arrangements.
The meeting recognised that min ref: 42/20/HR agreed a staffing structure that included 1.67FTE customer services staff. It was additionally acknowledged that, whilst the office is subject to public health restrictions and remains in the Courthouse, there is currently little call for a face to face public reception area. It was resolved to recruit one part-time customer services post on SCP 12, with a review of the reception and staffing position in June, according to the public health position. Cllr Clayton and Carey volunteered to participate in an interview process.
17/21/HR To note that this TC is registered as a disability confident employer and that the certification will be used on the website.
Noted.
18/21/HR To receive the proposed recruitment papers for a comms & marketing post and to agree how to proceed.
The meeting received paperwork for the proposed post and discussed the current limits of the TC’s public communications, exploring how the role might benefit the community through improved two-way public engagement and information sharing. Discussion included concern as to whether/how the post would offer benefit to the community. Concern was expressed at the proposed senior grade in relation to the functions carried out and whether the tasks can be undertaken by a junior role working with an external PR agency, tasks include; set up and manage multiple social media accounts; produce newsletters; liaise with staff, cllrs and partners to seek out, write and share press releases with external media; manage the output from the TC website; promote town events including promotion of the Princess Theatre; market the TC’s letting spaces. It was resolved to proceed with recruitment of the comms & marketing post on SCP 28 for an initial 18mth contract and subject to a 6-month minimum, probationary period.
19/21/HR To receive an update on matters relating to staff health & safety
The meeting heard that work on risk assessments is ongoing and are more extensive than those undertaken in previous years, as required in law. The council’s external H&S advisor, as ‘competent person’ is scheduled to attend premises to undertake annual reviews of processes.
Resources and events for good mental health continue to be shared across the staff.
20/21/HR To receive an update on the work review of the grounds team
The meeting received an update on the work of the town ranger roles, which are now complete and progressing well.
21/21/HR The next meeting of this sub-committee is to be agreed.

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