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

Minutes for the Personnel Committee Meeting 30th January 2024

01-30-24 PERS MINS






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


Present Councillors: Mrs. E. Ballard (EB), J. Baskett (JB), H. Filer (HF), D. Hobson (DH) and G.E. Horton (GEH).


Councillors not present: None.


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

  • Election of Vice Chairman
    The Committee received two nominations for the election of Vice Chairman of the Personnel Committee, Cllrs. JB and GEH. It was RESOLVED by majority vote to elect Cllr. GEH as Vice Chairman, holding office until the Annual Town Meeting of Louth Town Council on 14th May 2024. 

  • Apologies for Absence
    There were no apologies for absence.
  • Declarations of Interest / Dispensations
    There were no declarations of interest.


  • Minutes
    It was RESOLVED that the notes of the Personnel Committee meeting held on 31st October 2023 be approved as the Minutes.
  • Mayor’s Serjeant – Uniform
    The Committee considered approving a request from the above that a winter coat be purchased for her use whilst on duty. It was RESOLVED that the Council would contribute up to £150 towards a coat provided that it met certain aesthetic standards.
  • Appraisals
    It was noted that the Town Clerk was currently undertaking appraisals for other staff, and it was RESOLVED that Cllrs. JMS and EB would undertake the appraisal of the Town Clerk for 2023/24.
  • Dignity at Work/In Council Policy
    The Committee discussed the above drafted document, and it was RESOLVED to approve the policy for adoption after making the following changes:

    1. Reporting Concerns – To include that Employees can report concerns to Personnel Committee Members as well as the Town Clerk if they are feeling bullied or harassed.
    2. Complaints against Councillors – To include that the council agrees with the employee reasonable measures to protect them, their health and safety and safeguard them.
  • Local Council Award Scheme – Foundation Award
    The Committee received an update on the above from the Town Clerk, who disclosed that Louth Town Council would qualify for the Foundation Award of the Scheme once it had publicised an Action Plan. It was RESOLVED that the Town Clerk would compile ideas for a possible Action Plan, the Committee would add their suggestions and then this would then be put to the Town Council for approval at a future meeting.



  • Closed Session
    The Committee 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 third party and confidential nature in relation to Personnel:

    1. Holidays – The Committee noted that 3rd quarter letters confirming entitlement, when holiday must be taken by and amount left had been issued. It was noted that the Committee had received a request from a member of staff regarding their contract and it was agreed that the member of staff should be asked to write formally with a request.
    2. Sickness – The Committee received details of sickness levels in the year to date of both its staff and its volunteers.
    3. Accidents – The Committee noted that there had been no accidents in the period.

  • Next Meeting
    It was noted that the date of the next scheduled Personnel Committee meeting was 9th April 2024.


The Meeting Closed at 10.20pm.



Signed_______________________ (Chairman)                Dated_________________________