04 November 2014 – Minutes



Minutes of the Personnel Committee Meeting held on 4 November 2014 at 6pm in the Meeting Room, Thame Town Hall.

Town Mayor Cllr J Matelot Green, Chairman of Policy and Resources Cllr M Dyer, Chairman of CLR Cllr N Champken – Woods and Chairman of Planning & Environment Cllr H Fickling.


Officer: Mrs H Stewart (Town Clerk)

1 Apologies for Absence

Apologies for absence were received from Cllr N Dixon

2 Declarations of Interest

There were no declarations of interest.

3 Public Participation

There were no requests for public participation.

4 Minutes

The Minutes of the meeting held on 24 June 2014 were approved as a correct record and signed by the Mayor. 

5 Eye Tests

The Committee resolved that:

i)       To comply with the Health and Safety (Display Screen Equipment) Regulations 1992 an employee be offered a financial reimbursement, capped at £20 for an eye test and £50 for a pair of glasses.

ii)      £500 be included in the annual budget estimates to cover any cost arising from this obligation.

6 Officer Code of Conduct

The Code set out the standards which are expected of all employees (Officers), under contract of employment with the Council including permanent, temporary, part-time, casual and agency staff.



i)               The Code be approved.

7 Pensions Service Level Agreement

All scheme employers are being asked to sign up to the Oxfordshire County Council Pension Administration Strategy and to comply with the standards set out in the service level agreement. It was noted that under the LGPS regulations the terms of the strategy would apply to all employers whether they have signed up, or not.


The Committee had no comments on the strategy and agreed that it should be presented to Full Council for approval for signing.

8 Pensions – Budget

Due to the changes in the Local Government Pension Scheme, whereby all hours worked were now subject to a pension contribution, in was anticipated there would be an overspend of about £3,500 on the budget estimates for 2014-15. This was due to the overtime element of the salary budget for events such as Remembrance and the Christmas Event.



i)     The overspend be noted

9 Monitoring Data

The monitoring data presented for additional hours worked and recorded absence were noted.

10 Exclusion of the Public


i)Pursuant to Section 1 (2) of the Public Bodies (Admissions to Meetings) Act 1960 that because of the confidential nature of the business to be transacted, the public and press leave the meeting during consideration of: Agenda Item:11 Workforce Planning          

11 Workforce Planning

The reduction in fees received from Oxfordshire County Council (OCC) for cutting the grass on OCC land had necessitated a review of the Outside Services budget. To maintain the same level of service whilst at the same time mitigating the loss in the fees received, it was agreed that for 2015-16 a seasonal worker would not be employed. Ideally a review of approach such as having annualised hours should be explored with the Maintenance Team and advice taken from Ellis Whitham, HR advisors to the Council.


The effects of having no seasonal worker would be reviewed at a meeting of the committee later in 2015.



i)  No seasonal worker would be employed during 2015-16 with a review of the effect later in 2015.



The meeting concluded at 7.15pm


Signed …………………………