Personnel Committee Terms of Reference
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Sutton Bridge Parish Council
Personnel Committee Terms of Reference
Adopted 24th November 2020
Minute : 20.228
General
• To review all personnel procedures; be a first contact for all employee/employer matters; advise full council accordingly on such matters and act on its instructions when called upon.
• The Committee cannot make decisions binding on the Council or incur expenditure without the prior approval of full Council.
• The Committee shall appoint its own chair annually as the first item of business at its first meeting following the annual meeting of Council in May.
• The Committee shall meet (i) at the request of the chair or, (ii) at the request of two members of the Committee or, (iii) at the clerks request via the chair.
• All business of the Committee shall be conducted in closed session and shall remain confidential, other than to members of the full Council, who will also respect the confidential nature of such information.
• The quorum of a meeting shall be not less than three.
• If unable to attend a committee meeting, that member of the committee may appoint a member of the Parish Council to act as a substitute at the meeting, subject to confirmation to the proper officer 3 days before the meeting that they are unable to attend.
• Notes of meetings will be taken by an appointed person and such notes shall be presented to full council in closed session where appropriate and approved at the next meeting of the Committee.
Specific Roles:
• To review and update annually where necessary, all documents relating to employees; in conjunction with the clerk; and recommend any changes to full Council.
• To manage all tasks connected to the recruitment of persons required to fill the role of clerk/RFO/admin assistant/outside operative subject to a recommendation on the preferred candidate being put forward to Council for approval by resolution.
• To provide a supporting role to all employees including a liaison on all matters of difference and concern relating to employees.
• To ensure the necessary policies and procedures are addressed in accordance with relevant legal requirements, and the outcome of any discussions on employment matters are fully reported to full Council to consider appropriate action.
• To ensure annual appraisals of staff are undertaken in accordance with the Staff Annual Appraisal Policy and recommendations are reported to full Council.
• To ensure a system is in place to deal with day-to-day liaison matters with the clerk and to be a point of contact for sickness reporting and approval of such things as annual holidays.
• To undertake any other work authorised by full Council. The chair of the Committee has the power to authorise up to three hours of overtime weekly for both the clerk and admin assistant should either require it.