Minutes of Staffing and Policy Committee 29 October 2025

MINUTES OF A MEETING OF CHOPPINGTON PARISH COUNCIL STAFFING AND POLICY COMMITTEE HELD ON WEDNESDAY 29 OCTOBER 2025 IN THE PARISH COUNCIL OFFICES

 

THOSE ATTENDING:

Cllr H Allsopp

Cllr K Burn

Cllr D FitzGerald

Cllr M Jackson

Cllr J Rowell   (Chairman)

Cllr L Watson

 

IN ATTENDANCE:

 

Ms A Brindley Parish Clerk, Mr R Delap, Operations Manager

 

 

AGENDA PART 1

 

S&P01/25      1.         APOLOGIES FOR ABSENCE.

 

The following apologies were received:  Cllr G Huntley (family commitments) was agreed as acceptable reasons for absence

 

S&P02/25      2.         MEMBERS DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(S).

 

No declarations.

.

 

S&P03/25      4.         ELECTION OF CHAIRMAN TO SERVE FOR THE COUNCIL YEAR 2025/26.

 

Cllr J Rowell was duly moved, seconded, and elected to serve as Chairman of the Staffing and Policy Committee for the ensuing year.

 

S&P04/25      5.         ELECTION OF VICE-CHAIRMAN TO SERVE FOR THE COUNCIL YEAR 2025/26.

 

Cllr L Watson was duly moved, seconded, and elected to serve as Vice-Chairman of the Staffing and Policy Committee for the ensuing year.

 

                                   

 

 

 

S&P05/25      5.         PUBLIC QUESTIONS.

 

The Parish Clerk reported that no questions have been submitted

 

S&P06/25      6.         TO RECEIVE AND APPROVE THE MINUTES OF THE   19th FEBRUARY 2025

 

Members agreed the minutes

 

S&P07/25      7.         MATTERS ARISING

                                   

No matters arising

 

S&P08/25      8.         TERMS OF REFERENCE FOR 2025/6

The Parish Clerk suggested an amendment to the purpose as to ‘consider HR matters relating to the Youth Club and adhoc ‘employment’ of volunteers.

           

RESOLVED: Members agreed the amendment and terms of reference for 2025/26

 

S&P09/25    9.          APPROVAL OF THE PENSIONS DISCRECTIONS POLICY

The Parish Council is a good employer affording employees green book conditions of service.  However, it is not a large organisation and limited staffing and financial resources have to be considered in reviewing this policy.

RESOLVED: Members approved the pensions discretion policy for the 2025/26 year agreeing that this should be placed on the Parish Council’s web page

S&P10/25  10.      ANNUAL PERFORMANCE REVIEW OF THE PARISH CLERK

Resolved: Members considered that in view of the confidential nature of the business to be transacted, this should be considered in Agenda Part 2

S&P011/25   11.       ANNUAL PERFORMANCE REVIEW OF PARISH STAFF

Resolved: Members considered that in view of the confidential nature of the business to be transacted, this should be considered in Agenda Part 2

 

 

Agenda Part 2

 

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

 

The Parish Clerk left the meeting

 

S&P012/25   12.       ANNUAL PERFORMANCE REVIEW OF THE 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

 

The Parish Clerk returned to the meeting

and members of staff left the meeting

 

S&P013/25    13.      ANNUAL PERFORMANCE REVIEW OF STAFF

The Parish Clerk reported that the annual performance reviews have been completed.

It was recommended that staff member 1. should move into the next pay band once professional qualifications were obtained.

Staff member 2 had successfully completed a 6 month probation and should move to top of the banding.  Staffing committee recommendations on appointment had identified milestones to achieve before a move into the next pay band.

Resolved:  Members accepted the report and recommendations that will be included in the budget for 2026/27. 

Members thanked Staff member 3 for their contribution during the year especially the induction programme for new Councillors.

 

Meeting closed at 11am

 

 

 

 

Chairman                                                                              Dated

 

 

 

 

 

 

 

 

 

 

 

 

Agenda Item 7. 

Terms of Reference

 

Staffing and Policy Committee

 

  1. Committee:  The Staffing and Policy Committee is constituted as a committee of the Council.

 

  1. 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.

 

  1. The Chairman and Vice Chairman of the Committee shall be appointed at the first meeting of the Committee following the Annual Meeting of Choppington Parish Council. These roles are reserved for the Chairman and Vice Chairman of the Council as the two most senior members of the Council.   If either decline to take up the position, the Committee will elect another member to fill the role.

 

  1. The Committee will meet minimum of two times per year with a minimum of 3 working days’ notice given, or less if an extraordinary meeting is required.

 

  1. Purpose:

 

    1. To consider matters relating to the Council as the employer
    2. To consider HR matters relating to Youth Club and adhoc ‘employment’ of volunteers.
    3. To consider matters of policy and make recommendations to the Parish Council as required.

 

  1. Performance Review of Clerk, appraisal by the Chairman and Vice Chairman of the Council (or in their absence 2 members of this committee) and to implement any recommendations or actions.

 

  1. 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.

 

  1. To review and recommend to the Council policy documents

 

  1. Minutes: The business of the meeting is recorded as minutes and approved at the next meeting.  Due to the cycle of meetings, the minutes are noted at the following Parish Council meeting including recommendations for action.

 

  1. The terms of reference to be reviewed annually by the Committee.

 

 

Notwithstanding the powers delegated to this committee, the Council retains the right to exercise such powers when required

 

 

Agenda Item 8.

 

Choppington Parish Council

Employers discretion Policy

 

  1. Introduction

Choppington Parish Council has chosen to participate in the Local Government Pension Scheme (LPGS).  Membership benefits are defined and mostly prescribed under this scheme but in certain areas it requires the employer (the Parish Council) to consider and formally agree some benefits that are discretionary.  Under Regulation 60 of the LGPS Regulation 2013 (amended) each scheme employer must publish and keep under review a discretions policy.   This policy sets out how the Council will exercise its discretionary powers under the Local Government Pension Scheme (LGPS) Regulations. Each discretion will be exercised with full consideration of the business case, cost, and staffing implications.  This policy will be available to the Council’s pensions administrator Tyne and Wear Pension Fund. (TWPF). Within the Local Government Pension Scheme there are over one hundred possible discretions which are either mandatory or optional, the following are considered key by the Staffing and Policy Committee in 2025

 

  1. Power of employing authority to grant additional pension (Regulation 31)

Discretion:
The Council may choose to award additional annual pension to an active member, or within six months of ceasing active membership due to redundancy or business efficiency, up to the statutory limit (£8,568 for 2025/26).

Policy Statement:
The Council may exercise this discretion on an individual basis, considering the business case. Any award must be demonstrably in the Council’s interests and take account of financial and staffing implications.

  1. Shared Cost Additional Pension Contribution (APC’s) Regulation 16 (2)(e) Regulation 16 (4)(d)

Discretion:
Where a member elects to purchase additional pension through APCs, the Council may voluntarily contribute to the cost via a Shared Cost Additional Pension Contribution (SCAPC).

Policy Statement:
The Council may exercise this discretion where a strong business case exists. Each request will be reviewed individually, ensuring any contribution is in the Council’s interest and reflects overall cost and staffing considerations. This discretion does not apply to cases involving unpaid leave where employer contribution is mandatory under Regulation 15(5).

 

  1. Flexible Retirement Regulation 30(6) TP11(2)

Discretion:
The Council may allow employees aged 55 or over to take flexible retirement, i.e., access pension benefits while reducing working hours and/or grade.

Policy Statement:
The Council may permit flexible retirement, provided a business case demonstrates operational benefit and cost-effectiveness. Each case will be assessed individually in line with the Council’s Flexible Retirement Policy.

 

  1. Flexible Retirement waiving of actuarial reduction Regulation 30(8) TPSch2, Para 2(1), B30(5) and B30(A)(5)

 

Discretion:

When an employee has been permitted flexible retirement, and access to pension benefits, their pension is reduced.  The Council can waive reductions on pension benefits for employees under these circumstances, or for deferred and suspended Tier 3 ill-health members drawing benefits from age 60.

Policy Statement:
The Council will consider waiving actuarial reductions only in exceptional circumstances, typically on compassionate grounds. Each case will require strong justification and will be considered individually, having regard to cost, staffing, and alignment with the Council’s operational needs.

  1. ‘Switch on’ the 85-year rule LPGS Regulations 2014 (Transitional Provisions Savings and amendments – paragraph 2 (2) of schedule 2

 

Discretion:

The 85 year rule applies to members joining before 2006. The rule states that if the member’s age plus the number of years in pension fund add up to 85 years or more, they are eligible to retire early without losing any pension benefits.  The 85 year rule applies after 60 years of age.  Between the ages of 55 and 60 members can choose to retire with reduced benefits.

 

The employer can decide to ‘switch on’ the 85-year rule for a member voluntarily drawing benefits on or after age 55 and before 60 (other than on the grounds of flexible retirement).  Under these circumstances the employer will pay pension strain costs.

 

Policy Statement:

This discretion will only be exercised in highly exceptional cases. The Council will consider such requests individually, supported by a robust business case, and where it is in the Council’s overall interest, taking account of financial and staffing implications.

 

  1. Pre LGPS 2014 discretions – this is not applicable

Choppington Parish Council does not have members who ceased active membership on or after 1 April 2008 and before 1 April 2014 when the current system changed to CARE (career average revalued earnings)

 

  1. Policy Review

The Staffing Committee will review this policy annually,

 

 

Glossary

 

actuarial guidance – based on a table which shows probability of a person dying before their next birthday

 

actuarial reduction – using actuarial tables a calculation is made to calculate the reduction in pension benefits with early retirement.

 

Deferred members – members who have been in the LGPS a minimum 2 years and have left before their retirement age but have kept their pension benefits in the LGPS

 

Shared Cost Additional Pension Contribution (SCAPC).  Employer and employee both pay additional contributions.

Strain Cost –  Shortfall in the assumed level of funding needed to provide a pension benefit.  Most strain costs are payable up front as a lump sum to the fund at the point that an event occurs. Strain costs relating to “no fault” events such as ill health retirements and deaths are not payable up front but instead are absorbed within the ongoing employer’s contribution rate as part of the actuarial valuation.

Suspended tier 3 ill health pensioners – tier 3 ill health refers to those likely to be capable of gainful employment within 3 years of leaving employment or before normal pension age.  This pension is paid temporarily for maximum of 3 years or when employee enters gainful employment.