Policies and Procedures

DOCUMENT CONTROL: 

Rev 1.1 Adopted without changes. Effective July 2023, Rev 1.2 Amended Para 1. Effective February 2024, Rev. 1.3 Amendment to include substitute members. Effective January 2025.

Hemswell Parish Council

PERSONNEL COMMITTEE - TERMS OF REFERENCE

Introduction

1.     Members

2.     Meeting Arrangements

3.     Terms of Reference

4.     Review

Introduction

The purpose of the Hemswell Parish Council (PC) Personnel Committee is to ensure the council meets its legal obligations as an employer and to deal with all matters relating to staff and human resource management. The Personnel Committee will deal with such issues as set out in the Standing Orders of Hemswell Parish Council and per relevant legislation. 

1.       Members

• The Committee shall consist of a minimum of three members of Hemswell PC.
• The quorum of the Personnel Committee shall be three members.
• The Chair of the Committee, who will not be the Chair of the PC, will be decided at the inaugural meeting and the first meeting immediately following each Annual Parish Council Meeting.
• If a meeting is likely to be inquorate, the Chair of the Personnel Committee may appoint substitute committee members from Hemswell PC.
• The Chair of Hemswell Parish Council, if not a member of the Committee, may attend as ex-officio.

The Parish Council clerk shall act as clerk to the Personnel Committee and shall minute the proceedings and resolutions of all meetings unless they are the subject of an agenda item. In this event, the Chair of the Committee may appoint a committee member to take notes of the meeting and provide to the clerk for minuting and distribution.

2.       Meeting Arrangements

The Personnel Committee will meet a minimum of once a year but may also be convened, as and when necessary, to deal with matters arising. 

3.      Terms of Reference

The Personnel Committee has delegated authority to deal with all personnel, employment and recruitment issues, with reports and recommendations made to the Parish Council as necessary. The Personnel Committee will receive reports from the clerk and will:

i. Oversee the recruitment process of staff and make recommendations on appointment, terms and contractual matters to Hemswell PC for all staff and to implement the recruitment of approved positions, subject to Hemswell PC budgetary and financial controls.

ii. Ensure that Hemswell PC complies with all legislative requirements relating to staff employment, including the implementation and review of employment-related policies and procedures.

iii. Ensure the staffing framework and culture nurtures well-being, civility, respect, and health and safety and to support staff through timely and appropriate training, development and management.

iv. Review the staffing structure and employment level and make recommendations to Hemswell PC to efficiently discharge the council's work and periodically review staff workloads. 

v. Establish and review the relevant salary pay scale reference points and consider any appeal against a decision regarding pay, expenses or terms and conditions.

vi. Establish and review the staff management system, including annual appraisal and the training and development policy for councillors and staff.

vii. Ensure appropriate arrangements are established for grievance or disciplinary matters relating to the clerk and any other staff appeals.

viii. Deal with complaints from or about staff.

ix. Oversee the processes leading to the dismissal of staff, including redundancy. The final decision regarding dismissal is the responsibility of the full Parish Council.

4. Review

These terms of reference are to be reviewed annually.