Introduction
1. The Personnel Committee is a committee of Eagle & Swinethorpe Parish Council established to advice the council with matters relating to employment of staff. Its purpose is as follows is to review all personnel procedures, be the first contact for all employee/employer matters, advise full council accordingly on such matters, and act on its instructions when called upon. The Personnel Committee will also undertake specific tasks as delegated by full council under Standing Orders.
Membership and Operation
1. 4 Parish Councillors shall be appointed to the committee (Excluding the Chair of the Parish Council) with only 3 parish councillors required for each meeting. Membership of the Personnel Committee may also include additional persons from outside of the parish council (non-parish councillors) who bring further expertise and skills. Non-parish councillors may not be permitted to vote on matters relating to disciplinary action, selection of staff, employment of staff, staff pay, staff contracts or other such significant matters directly impacting on employees of Eagle & Swinethorpe Parish Council.
2. The Committee shall appoint the Chair annually as the first item of business at its first meeting and/or at the Annual Meeting of the Council in May.
3. The Committee shall have no set calendar and shall be convened by the calling of a meeting by the clerk as directed, or by the Chair or two members of the committee by written request to the Chair at any time.
4. The quorum shall be 3 parish councillors. The quorum is the minimum number of members of the committee necessary to conduct the business of the committee. With 3 members it would be unlikely that there would not be a resolution and the Chair always has a casting vote.
5. The Chair shall have the power to invite other individuals to attend any meeting if deemed appropriate to the order of business.
6. The Personnel Committee will act as the Line Manager for Eagle & Swinethorpe Parish Clerk.
The Clerk will act as line manager for other staff members.
7. A meeting of the personnel Committee will be minuted either by the Clerk or Committee member, and available for the public and the remaining members of the council once approved by the committee. Confidential information relating to employees will only be available to the personnel committee and the member of staff it may refer to.
8. The committee shall undertake an annual review of these terms of reference, and recommend any changes needed to Eagle & Swinethorpe Parish Council. All parish councillors who are members of the personnel committee will be required to stand down at the Annual Parish Council Meeting whereby the parish council will vote in Personnel Committee members.
9. Personnel Committee meetings will be held on as required basis but at least once a year, to carry out the Clerks Annual Appraisal
10. Any Committee Member must complete either the Councillors e-learning or Training days provided by LALC which covers employment and Being a Good Employer.
11. To ensure a system is in place to deal with day to day liaison matters with the clerk. The Personnel Committee is the point of call for sickness reporting and approval of such things as annual holidays, however such tasks can be delegated to the Clerk for other members of staff.
12. The Personnel Committee can make decisions by resolution to approve any changes to Contracts or Pay and Conditions of any member of Staff. The Personnel Committee cannot make decisions on the employment or dismissal of staff; however, it can agree to propose recommendations for full council approval.
13. Highly confidential documentation may, at the reasonable discretion of the Personnel Committee, be stored securely away from the Parish Clerk’s office (e.g. at the offices of an appointed solicitor or legal advisor) but must not be stored at any residence of any member of the committee or parish council.
Terms of Reference adopted February 2021
Reviewed and amended November 2023