Louth Town Council - Working with the community to make Louth a better place to live and work

Minutes of Personnel Meeting 25th January 2022




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


Councillors:       J. Baskett (JB), Mrs. S. Crew (SC), G.E. Horton (GEH) and J. Simons (JS).


Councillors not present:  Mrs. E. Ballard (EB) and D. Wing (DEW).


The Town Clerk, Mrs. L.M. Phillips, the Town Clerk’s Assistant, Mrs. M. Vincent and Cllr. AL were also in attendance.


H23.        Apologies for Absence
Cllrs. Mrs. EB and DEW.


H24.        Declarations of Interest / Dispensations


H25.        Minutes
It was RESOLVED that the notes of the Personnel Committee Meeting held on 9th November 2021 be approved as the Minutes following the correction of the spelling of Simmons.


H26.        Town Clerk’s Remarks

The Town Clerk reported that the bench sited at the cemetery in thanks to the volunteer who had put in so much time there, was now in place. The bench was made of recycled composite materials and would not require annual maintenance.  Alpha Memorials had (for no charge) drilled the slabs on which to locate the bench.


H27.        Policies and Procedures for Review

The Committee reviewed and RESOLVED to approve for use, the following policies:

a.      Drugs and Alcohol Policy and Procedure

b.      Grievance and Disciplinary Procedure

c.      Health and Safety Policy

d.      Lone Working Policy

e.      Protocol Officer / Councillor Relationships

f.       Recruitment and Selection Policy

g.      Sickness and Absence Policy

h.      Use of Internet Policy and Procedure


It was noted that the Sickness Policy had been updated amending the number of days that staff could self-certificate for, bringing it in line with new legislation.  It was RESOLVED that all staff would be sent a copy of the Health and Safety Policy to read and sign on an annual basis. The Town Clerk confirmed: that in a staff grievance process, the member of staff would receive a copy of notes from the meeting; that when a mediator was used they were from outside the Council, (usually from an independent HR company); that the employee could bring a representative with them to any meetings or hearing.


H28.        Closed Item

It was RESOLVED to move into Closed Session in accordance with the Public Bodies (Admission to Meetings) Act 1960 due to the business to be discussed in the following item, information being of a confidential and sensitive nature in relation to personnel matters.  The Committee considered a request to pay a member of staff for some of their unused holiday and it was RESOLVED to approve this.  Going forward, staff would receive a letter every quarter detailing the number of days holiday they had remaining and when this should be taken by.

The Committee acknowledged that no member of staff had taken any days off sick since April 2021 and thanked them for their hard work and diligence.


It was RESOLVED to come out of Closed Session.


H29.        Next Meeting
The Committee noted that the date of the next scheduled Personnel Committee meeting was 22nd March 2022.


The Meeting Closed at 9:26pm.