MINUTES OF A MEETING OF CHOPPINGTON PARISH COUNCIL STAFFING AND POLICY COMMITTEE HELD ON WEDNESDAY 17 NOVEMBER 2021 IN THE PARISH COUNCIL OFFICES
Cllr H Allsopp (from item 8)
Cllr G Huntley
Cllr J Rowell
Cllr P Vaughan (Chairman)
Cllr L Watson
Ms A Brindley Parish Clerk, Mr D L Nicholson Deputy Parish Clerk.
AGENDA PART 1
S&P001/21. 1. APOLOGIES FOR ABSENCE
The following apologies were received: Cllr Iley, Cllr Hart, Cllr Grimes (medical appointments), Cllr Foster (family commitment). Cllr Allsopp advised she would be late due to medical appointment
S&P002/21.2 MEMBERS DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(S).
No declarations were made.
S&P003/21.3 ELECTION OF CHAIRMAN TO SERVE FOR THE COUNCIL YEAR 2020/21.
Cllr P S Vaughan was duly moved, seconded and elected to serve as Chairman of the Staffing and Policy Committee for the ensuing year.
S&P004/21. 4 ELECTION OF VICE-CHAIRMAN TO SERVE FOR THE COUNCIL YEAR 2019/20.
Cllr J Rowell was duly moved, seconded and elected to serve as Vice-Chairman of the Staffing and Policy Committee for the ensuing year.
S&P005/21. 5 MINUTES.
Members noted that all previous minutes have been reported directly to the Parish Council.
S&P006/21.6 TERMS OF REFERENCE FOR THE COMMITTEE
Resolved: Members agreed the terms of reference
S&P007/21.7 REVIEW OF POLICY DOCUMENTS.
The working group presented the policy for memorial benches
RESOLVED: The meeting approved the policy
AGENDA – PART 2.
Members considered that in respect of Standing Order 3a and in view of the special and confidential nature of the business to be transacted, that it was advisable in the public interest that the press and public be excluded and asked to withdraw.
Items referred from part 1. for consideration.
Cllr Allsopp in attendance
S&P08/21 Annual performance review of Parish Clerk. The Chairman reported that he and the Vice Chairman had completed the annual performance review with the Parish Clerk
Resolved: Members accepted the report and recommendations
S&P09/21 Annual performance review of members of staff. The Parish Clerk reported that the annual performance reviews have been completed.
Resolved: Members accepted the report and recommendations
S&P10/21 Capacity Management. Report from the Parish Clerk regarding staffing resource.
Resolved: Members accepted the report and recommendations of a working group. The committee appointed Cllrs Allsopp, Hart, Rowell and Watson to the working group.
There being no further business the meeting closed at 10.30.
Signed by the Chairman: ……………………………………………. Date: …………………..
Agenda Item 6
Terms of Reference
Staffing and Policy Committee
- Committee: The Staffing and Policy Committee is constituted as a committee of the Council.
- Membership: All Councillors can be members with a minimum of 5 Councillors and will include the Chairman and Vice Chairman of the Council.
The quorum shall be 3 members of the Committee.
- The Chairman (and Vice Chairman) will be elected at the first meeting of the Committee following the Annual Meeting of Choppington Parish Council.
- The Committee will meet 6 monthly, with a minimum of 3 working days’ notice given, or less if an extraordinary meeting is required.
- To consider matters relating to the Council as the employer.
- To consider matters of policy and make recommendations to the Parish Council as required.
- Performance Review of Clerk, appraisal by the Chair and Vice Chair (or in their absence 2 members of this committee) and to implement any recommendations or actions.
- To receive a report from the Clerk following performance reviews of staff, and implement any recommendations or action. NB budgetary responsibility relating to ‘employee costs’ is considered by the Finance Committee
- To review and recommend to the Council policy documents
- Minutes: The business of the meeting is recorded as minutes and approved at next meeting. Due to the cycle of meetings, the minutes are noted at the following Parish Council meeting including recommendations for action.
- The terms of reference to be reviewed annually by the Committee.
Agenda Item 7
Choppington Parish Council Policy for the dedication of Memorial Benches
- Policy Statement
Choppington Parish Council receives requests to commemorate a life by dedication of a bench.
The Parish Council recognises that these occupy public spaces which are enjoyed by the wider public, therefore the application process must ensure that the recreational use of open spaces is not compromised for all users of the space.
- Scope of the Policy
The intention of the Parish Council is that this policy gives broad principles and may be revised as necessary at the discretion of the Parish Council to meet changing circumstances.
- Responsibility for implementation of the Policy
The Parish Council is responsible for setting the policy, the operation of this policy lies with the Parish Clerk.
- Memorial seats
- An application is completed and returned to the Parish Clerk by email or post.
- The Parish council will consider requests on an individual basis and retains the right to refuse or limit the requests.
- The Parish Council will not grant an application for pets.
- The Parish Council provides the option of two styles of seats, the traditional memorial bench or a metal and wood seat.
- The Parish Council purchases the plaque and agrees with the applicant the wording on it.
- The applicant may request a position for the seat, but the final decision will be that of the Parish Council.
- The installation of the memorial seat shall be carried out by the Parish Council.
- The applicant will be asked for a donation towards the cost of the purchase of bench, plaque and installation, which is currently set at £500.00 but will be reviewed as part of the annual budget process.
- The memorial seat will be included in the prevailing maintenance programme of the Parish Council.
- The Parish Council accepts no liability if the memorial seat is damaged, vandalised or stolen or damaged including during the times the Council carries out routine maintenance.
- The Parish Council may have to remove the seat if the damage is too extensive for repair. The applicant may be offered the opportunity to purchase from the Parish Council a replacement seat. If a bench is unfit for purpose and is removed the plaque will be returned to the person who originated the initial application.
- The Parish Council reserves the right to remove or re-site a memorial bench at any time.
- Memorials will be limited to benches. No additional mementos (e.g. vases, statues, flowers, wreaths, balloons or other ornamentations) will be permitted on or around the memorial. These will be removed without reference to the original applicant.
- Memorial plaques must not be removed, or inscriptions amended without the written approval of the Parish Council.
- The Parish Council will keep a record of the applicant and their contact details in accordance with the General Data Protection Regulations. It is the responsibility of the applicant to provide the Parish Clerk with updated details in writing.