Policies & Procedures

Eagle & Swinethorpe Parish Council

Introduction 

Eagle & Swinethorpe Parish Council is committed to ensuring that all employees, Councillors, and volunteers are equipped with the right skills for the duties they are required to undertake.

Where necessary, we will arrange or provide training to ensure that staff, Councillors, and volunteers are competent and confident to carry out their responsibilities.

This policy outlines the responsibilities of the Council towards its employees, Councillors and volunteers and the training and development that will be provided, as well as the responsibilities of employees and Councillors who are undertaking training. Individual circumstances vary and it is possible that not all training needs will be met by this policy.  

The Council maintains records of all training undertaken and, wherever possible, training undertaken independently.  This helps us to identify all the skills available within the Council, when a training update may be required and where skills may be lacking (and, therefore, when further training may be required). 

STAFF TRAINING AND DEVELOPMENT

Employees

All new employees are required to complete induction training specific to their role. The induction programme aims to equip all new employees with an understanding of:

• the Council and the general day-to-day systems that are in place. 
• procedures specific to the role of the new employee. 
• essential health and safety requirements.
• the confidentiality of parish council information; and 
• formal policies.

The induction will be reviewed regularly and updated in line with current requirements. Induction training may take place over a period depending on the nature of the post and the existing skills of the new employee. 

Identifying Training Needs

Individual and Council wide training needs are identified and assessed on a continual basis. 

Training may be required to meet the specific needs of an individual (usually arising from an annual appraisal), or for the Council.

In-House Training

Training should improve or update knowledge and skills. Anyone participating in training must do so fully and make their best effort to complete the training successfully. 

When required, all staff are expected to attend training sessions.

External Courses

The majority of further education courses available offer a number of attendance options (i.e. evenings, afternoon/evening, day release, open learning). You are strongly encouraged to choose an option where there is the least disruption to your working hours.

If it is agreed that you can attend the course during your normal working hours, then you should discuss with the personnel committee whether there is an opportunity to make up those hours or if payment for the hours not worked is to be deducted from your salary.

Training Fees

In-house training provided by other members of the Council or professional bodies, i.e. Lincolnshire Association of Local Councils (LALC), will not incur any costs to employees.

Fees payable for training provided by external trainers or external courses will be met by the member of staff. The Council may agree to pay the necessary tuition fees, examination fees plus the cost of one re-sit and books in full or in part, depending on individual circumstances and the training undertaken (does it directly relate to the job role?). The amount paid by the Council may be recovered from the employee if the employee fails to complete the training course, or the employment contract is terminated (by either party) within 12 months of completing the training. Where the Council agrees to fund or contribute towards the cost of any training a separate training agreement will be issued. 

Study Leave

Staff members may be granted paid study leave at the personnel committee’s discretion to cover revision periods and examinations. The member of staff should notify the personnel committee of such dates as soon as possible in order that arrangements can be made in advance. 

Personal Development

Individuals may identify other training in which they wish to participate and can request support from the Council. Each request will be considered on its merits. If the training is essential to the requirements of the employee’s job, the Council may agree to provide support (in whole or in part), subject to the above conditions of participation and fees. Where training is identified by the employee but is not regarded by the Council as essential to the requirements of the employee’s job, the council may, at its discretion, contribute towards fees or allow time off for the course, but is under no obligation to do so. All requests for non-essential training will be considered on an individual basis by the Personnel Committee. 

Use of Council Equipment / Resources

Where necessary, you will be granted permission to utilise Council equipment (i.e., computer) where this does not impinge on your own workload and the smooth running of the Council. 

COUNCILLORS TRAINING AND DEVELOPMENT

LALC offers courses specific to Councillors such as:

• New Councillor Session – an introductory session for new Councillors explaining the role of local Council, powers and duties, policies and procedures or a refresher for more experienced Councillors.
• Councillor Training – in-depth courses for Councillors covering such topics as powers & duties, policy and procedure, financial management, employment, meeting procedures and planning.
• Chairman & Clerk working together and how to create a good agenda, take notes effectively and produce clear and concise minutes, followed by successful meetings and correct Council procedures.  This is for current and future Chairpersons.

Councillors are expected to undertake more specific training courses as the need arises and dependent on any specific responsibilities that are associated with certain roles e.g., Chairmanship, play inspections etc.

LALC provides other courses e.g., Health & Safety and Fire Safety which are open to all Councillors as well.

Like employees, external training can be pursued for Councillors based on the requirements of the Council in order that they may fulfil their objectives.

VOLUNTEERS TRAINING AND DEVELOPMENT

All new volunteers are required to complete induction training specific to their role. The induction programme aims to equip all new volunteers with an understanding of:

• the Council; 
• procedures specific to the role of the volunteer; 
• essential health and safety requirements;
• the confidentiality of parish council information; and 
• formal policies.

GENERAL

The Council has a budget for staff and Councillors each year to meet training and development needs.

Feedback is sought from those who attend the training sessions to ensure it was well-matched to our needs and value for money.   Where possible training materials could be used to update other employees and Councillors.
Ultimately, the Personnel Committee is responsible for assessing training requirements in association with the Clerk.  They will consider any external training requirements and the commitments required.

This policy is reviewed on an annual basis or as legislation or best practice dictates.

Adopted – November 2021

Annually reviewed, next review date – November 2025