Authority

The Staffing Committee is appointed by and is solely responsible to Perranzabuloe Parish Council (PPC).  The Committee’s duties are defined and agreed by the Full Council who may vote at any time to modify these.

Membership

  • There will be five elected members (voting).
  • Members of the Committee are established at the Annual Parish Council Meeting.
  • Only Councillors appointed by the Full Council are entitled to vote or move or second a motion.
  • At its first meeting after the Annual Parish Council meeting, the Committee shall elect a Chair (per Standing Orders).
  • The Chair of the Council is an ex-officio member of the Committee (voting per Standing Orders)
  • Councillors appointed to the Committee must be willing to commit to undertake any relevant training as soon as they are elected to the Committee. PPC recognises that a stable membership of the Committee is desirable and as such membership of the Committee should be seen as a long-term commitment.
  • A member will not be eligible for nomination to the Committee if they have been the subject of an upheld grievance or finding of a breach of the Code of Conduct by or relating to a member of staff during the previous 12 months.
  • Committee members must undertake training relevant to the work of any committee on which they sit.  Chairs and Vice Chairs must undertake Chair training.  The “Responsibilities of a Chair/Vice Chair document” must also be adhered to.

Quorum

Quorum will be three members.

Frequency of meetings

Scheduled meetings twice a year and ad-hoc meetings as required.

Record of meeting

Written minutes will be taken to record the Committee’s decisions and will be noted at a following Full Council meeting.  If further detailed and confidential minutes are required these will be circulated to Committee Members only.

Review of Terms of Reference

The Committee may review their terms of reference annually and make recommendations to the Full Council.

General terms

  1. That powers be exercised in accordance with any policy adopted or resolutions made by PPC.
  2. That powers be subject to PPC’s Standing Orders and Financial Regulations.
  3. That any proposal which involves any change in the existing policies already approved by the PPC shall be submitted to PPC for approval.
  4. Implementation of Committee decisions rests with the Parish Clerk.
  5. Urgent/emergency issues may be dealt with as they arise by the Parish Clerk in consultation with the Chair of the Committee.
  6. All members will attend training relevant to the work of the Committee as identified and provided by PPC.

Delegated powers

  1. To consider such matters as may be delegated by PPC from time to time
  2. The overall performance of the staff, delegating the day-to-day line management to the Parish Clerk.
  3. To receive reports from the Parish Clerk in respect of attendance, short- and long-term sickness, return to work interviews, annual leave, maternity leave, paternity leave, adoption leave, compassionate leave and flexible leave requirements
  4. To review and implement all employment policies in consultation with members of staff.
  5. To maintain the staffing levels necessary to efficiently discharge the work required by PPC and to review the workloads periodically and to make changes provided that they comply with existing agreed policies of PPC.
  6. To oversee the recruitment process of all staff and where required, assist, when required, the Parish Clerk in the recruitment of new staff.
  7. To undertake the recruitment of the Parish Clerk with any associated expenditure and making the appointment.
  8. To review job descriptions, person specifications, staff establishment (including promotion, re-grading, redundancies, and fixed term contracts) and to approve contracts of employment.
  9. To maintain confidentiality over all staffing matters as required under the General Data Protection Regulations 2018 and the Code of Conduct.
  10. To deal with all matters relating to Councillor/staff conduct.
  11. Staff Appraisals:
  1. To ensure that annual appraisals for all staff are carried out, agree and monitor any associated actions and outcomes.
  2. The annual appraisal of the Parish Clerk will be undertaken by the Chair of the Committee plus one other Member.
  3. To oversee staff and member development including identify training opportunities and ensure that all training needs are met.
  •  To consider and implement any changes which are required to comply with legislation and Terms and Conditions of Service as laid down by the National Joint Council (Green Book) and recommended by the National Association of Local Councils and Society of Local Council Clerks.
  • To receive and consider any complaints made under PPC’s Grievance and Disciplinary Procedure.
  • To investigate and, where appropriate, appoint a panel to hear complaints made under the PPC’s Grievance and Disciplinary Procedure and full delegated responsibility to take whatever action necessary. If felt necessary, it has the delegated approval (including financial) to seek outside professional assistance in order to conclude a disciplinary or grievance matter.
  • To prepare and submit to the Full Council budget proposals in respect of salaries and training for all staff not later than 30 November each year.
  • Authorisation of expenditure provided that the payment is made from a budget that is within the limits previously approved by PPC.
  • All aspects of Health and Safety that fall within the remit of the Committee
  • Making recommendations to PPC on all matters not within existing policy.

Next review: May 2027.