04 October 2022 – Minutes


Minutes of the Personnel Committee Meeting held on 4 October 2022 at 3pm in the Second Floor Office, Thame Town Hall.


Town Mayor Cllr P Cowell
Deputy Mayor Cllr A Dite
Chairman of Policy and Resources Cllr M Dyer
Chairman of Community, Leisure and Recreation Cllr N Champken-Woods
Chairman of Planning & Environment Cllr H Fickling


M Sturdy (Town Clerk)


1 Apologies for Absence

Apologies were received from Cllr Jones (personal).


2 Declarations of Interest and Dispensations

There were no declarations of interest or dispensations.


3 Public Participation and Public Questions

There were no applications to address the Committee.
There were no questions put to the Committee.


4 Minutes

The Minutes of the Committee Meeting held on 16 August 2022 were confirmed as a correct record, and were signed by the Chairman.


5 Exclusion of the Public

MOVED that:

  1. Under Section 1, Paragraph 2 of The Public Bodies (Admission to Meetings) Act 1960 the press and public be excluded from the meeting for the following items of business because publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.


6 Staffing Matters

The Town Clerk gave a verbal update on the progress of the Staffing Review and structure.


  1. The verbal update be noted.


7 Staffing Costs and Gradings

The report and supporting documents as provided by the Town Clerk were discussed in detail, with various questions and suggestions raised. It was agreed that the recommendations as proposed be approved.


  1. Following a job evaluation exercise staff paid below the grade that their job has been evaluated at should have their salary adjusted from November 1st
  2. The proposed staff salary budget for 2023/24 is approved and put to the Budget Working Group and Full Council.
  3. As part of the budget plan for 2023/24 the recruitment of a casual cleaner / caretaker to cover additional operational requirements as well as holiday and absence is approved.
  4. A part time role to cover the Information Centre for up to 6 hours on a Saturday and some holiday cover be created with the aim to begin in April 2023.
  5. Job Descriptions for two apprentice roles be drawn up with the aim for them to begin in September 2023.
  6. The Personnel Committee recommend to the Budget Working Group that a figure be included for software upgrades over the next 2 years


8 Time off in Lieu (TOIL) and Overtime Policy

The report and supporting documents provided by the Town Clerk, including the National Joint Council for Local Government Services National Agreement on Pay Conditions or Service (Green Book) were discussed in detail. The Committee agreed that the Town Clerk should work with the RFO to commission HR Advice to ensure the Council has the latest guidance available.

The review of the use of the Council’s Flexible Working Policy and informal flextime to continue to ensure sufficient office cover whilst enabling staff to have a work life balance.


  1. A tender exercise should be carried out to contract a HR Consultant
  2. The Time Off in Lieu (Toil) and Overtime Policy be agreed once the HR Consultants are in place.
  3. The Town Clerk will review the informal flextime system with managers and staff.


The meeting concluded at 5:15pm.



Signed …………………………               Date: ……………………….