04-14-26 PERS MINS

MINUTES OF THE LOUTH TOWN COUNCIL PERSONNEL COMMITTEE
HELD IN THE OLD COURT ROOM, THE SESSIONS HOUSE, LOUTH
ON TUESDAY 14th APRIL 2026

Chairman, Cllr. Mrs. J. Makinson-Sanders (Mrs. JMS) (in the chair).

Present Councillors: Mrs. E. Ballard (Mrs. EB), J. Baskett (JB), J. Drake (JD), G.E. Horton (GEH), P. Starsmore (PS).

Councillors not present: Mrs. K. Parsons (Mrs. KP).

The Town Clerk, Mrs. L.M. Phillips and the Town Clerk’s Assistant, Mrs. S. Chitauro-Adlard were also present.

H29. Apologies for Absence
Apologies for absence were received from Cllr. Mrs. KP.

H30. Declarations of Interest / Dispensations
There were no declarations of interest or requests for dispensations made.

H31. Minutes
It was proposed, seconded and RESOLVED that the notes of the Personnel Committee meeting held on 10th February 2026 be approved as the minutes.

H32. Review of Policies and Procedures
The Committee received the following procedures, and it was proposed, seconded and RESOLVED to approve the following documents for use:
a. Health and Safety Policy – with the tabled amendments.
b. Drugs and Alcohol Policy and Procedure – with the addition of ‘controlled’ to Procedure at b.
c. Councillor/Employee Protocol – no amendments.
d. Sickness and Absence Policy – no amendments.
e. Recruitment and Selection Policy – no amendments.
f. Lone Worker Policy – no amendments.
g. Training and Development Policy – with tabled amendments.

H33. Closed Session Item
At 9.03pm upon a proposal by Cllr. Mrs. JMS, seconded by Cllr. Mrs. EB, it was RESOLVED to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 in order to discuss confidential information relating to a third parties in relation to Personnel:
a. Holidays – the Committee noted that letters confirming staff entitlement, when holiday must be taken and the amount left as at 31st March 2026 had been sent and were informed how much holiday each staff member had left to carry forward. It noted that each staff members was able to carry forward a maximum of 5 days.
b. Sickness – the Committee received details of how many sick days had been taken in 2025/26 and in the period 1st January 2026 to 31st March 2026 specifically.
c. Accidents – the Committee noted that there had been no accidents in the period 1st January 2026 to 31st March 2026.
d. Appraisals – the Committee noted that the Town Clerk had undertaken the appraisals of her staff and received a report on these. It was proposed, seconded and RESOLVED that Cllrs. Mrs. JMS and Mrs. EB should undertake the appraisal of the Town Clerk on Thursday 23rd April at 9.30am. It was also RESOLVED that the Town Clerk should look to extend the deadline by which the CiLCA qualification needed to be completed by, if possible.
e. Acting Maintenance Foreman/Cemetery Superintendent – the Committee received an update on progress noting that the Acting Maintenance Foreman/Cemetery Superintendents 6 month trial would be over on 5th May. The Committee reviewed the appointment, noting that he had evidenced his ability to plan work, risk assess and undertake supervisor training, successfully completing a Managing Safely course validated by the Institute of Occupational Safety and Health. It was proposed, seconded and RESOLVED that he should be formally promoted to Maintenance Foreman/Cemetery Superintendent.
f. Temporary cover and vacancy – The Town Clerk updated the Committee on progress with acquiring a temporary maintenance assistance while recruitment was ongoing. It was also proposed, seconded and RESOLVED that £10,000 should be moved from the day to day CR Salaries budget into a new earmarked reserve for temp staff and that the Town Clerk should continue to pursue acquiring assistance from an agency or local contractor. The Committee considered the current vacancy, and it was proposed, seconded and RESOLVED that the vacancy should be advertised as per the documentation, recommended salary and timetable, as tabled.

At 9.52 it was proposed, seconded and RESOLVED to move back into open session.

H34. Next Meeting
It was noted that the next Personnel Committee meeting would be called on 12th May 2026.

 

The Meeting Closed at 9.53pm.

 

 

Signed_______________________ (Chairman) Dated_________________________