Agenda and Minutes

Present: Councillors Sheila Bibb, Nigel Bowler, Richard Craig, Paul Hooton, Paul Key, Doug Owles, Kenneth Woolley, Richard Thompson (sub)

In Attendance:
Rachel Allbones                  Town Clerk
Sean Alcock                        Operations Manager

Venue: Meeting room, Richmond House, Richmond Park, Morton Terrace, Gainsborough, DN21 2RJ.

PC26/052  Apologies for Absence
To note apologies for absence.

Minutes:
Apologies for absence were received from Councillors S Blogg, D Dannatt.

PC26/053  Declarations of Interest
To receive any declarations of interest in accordance with the requirements of the Localism Act 2011.

Minutes:
No declarations of interest were made.

PC26/054  Dispensation Requests
To consider any dispensation requests received by the Town Clerk in relation to personal and/or disclosable pecuniary interests, not previously recorded.

Minutes:
No dispensation requests were received.

PC26/055  Items for Exclusion of Public and Press
To determine which items on the agenda, if any, require the exclusion of public and press under the Public Bodies (Admissions to Meetings) Act 1960, section 1 (2), and to resolve accordingly.

Minutes:
RESOLVED: To exclude the public and press from items PC26/063 and PC26/064 in accordance with the Public Bodies (Admissions to Meetings) Act 1960 1 (2) due to the confidential nature of the business to be discussed.

PC26/056  Minutes of the Previous Meeting (Paper A pages 4 to 7)
To receive and resolve to sign as a true and accurate record the minutes of the Personnel Committee meeting held on Wednesday 14 January 2026.

Minutes:
Wednesday 14 January 2026 be approved as a true and accurate record and signed by the Chair.
Note: Councillor Thompson abstained from voting on the above resolution.

RESOLVED: Under Standing Order 10.1f the order of business was changed to take item PC26/064 next.

PC26/064  Personnel Matter (Paper I pages 66 to 68)
To consider personal matter within the paper.
Exclusion of Public and Press recommended due to personal nature of discussion.

Minutes:
RESOLVED: To approve request as per page 14.
Note: Councillor Key voted against the above resolution.
Note: Councillor Woolley left the meeting at 6:53pm.

PC26/057  Sickness Absence Policy Review (Paper B pages 8 to 16)
To review and adopt updated Sickness Absence Policy.

Minutes:
RESOLVED: To adopt the reviewed Sickness Absence Policy with the inclusion of “or voluntary” in point 4 below.
During periods of sickness absence, employees must not undertake paid or voluntary work for another employer or for any business established by the employee without prior written permission.
Note: Councillor Key voted against the above resolution.

PC26/058  Whistleblowing and Confidential Reporting Policy Review (Paper C pages 17 to 25)
To review and adopt updated Whistleblowing and Confidential Reporting Policy.

Minutes:
RESOLVED: To adopt the reviewed Whistleblowing and Confidential Reporting Policy.

PC26/059  Expenses Policy Review (Paper D pages 26 to 31)
To review and adopt updated Expenses Policy.

Minutes:
RESOLVED: To adopt the reviewed Expenses Policy.

PC26/060  Dignity at Work Policy Review (Paper E pages 32 to 44)
To review and adopt updated Dignity at Work Policy.

Minutes:
RESOLVED: To adopt the reviewed Dignity at Work Policy.

PC26/061  Pension Discretions Policy Review (Paper F pages 45 to 54)
To review and adopt updated Pension Discretions Policy.

Minutes:
RESOLVED: To adopt the reviewed Pension Discretions Policy.

PC26/062  Acting up / Additional Duties Policy (Paper G pages 55 to 57)
To consider and determine whether the Acting Up / Additional Duties policy should be removed from the Council’s policy portfolio.

Minutes:
RESOLVED: To remove from the Council’s policy portfolio the Acting Up / Additional Duties Policy.

PC26/063  Caretaker Provision (Paper H pages 58 to 65)
To consider the future provision of caretaking services.
Exclusion of Public and Press recommended due to personal nature of discussion.

Minutes:
RESOLVED:
i. To appoint two permanent Caretakers on individual contracts, with combined hours of up to 40 per week.
ii. To prepare working hours arrangements, allowing for potential seasonal variations.
iii. To prepare a recruitment pack, including a job description and person specification, for approval at the next meeting.
iv. That the unbudgeted salary cost be earmarked at Year End.
v. To investigate options for tracking work mobile phones to assist with lone working arrangements.
vi. To continue with regular users acting as key holders. Options for upgrading the locking system to be referred to the Property and Services Committee.

PC26/064  Items for Notification
To receive any items for notification to be included on a future agenda (for information only)

Minutes
RESOLVED: To NOTE the items for notification to be included on a future agendas:
i. Equality and Diversity Policy – March 2026
ii. Data Protection Policy for HR-related Data – April 2026
iii. Call-out Provision
iv. Shared Parental Leave Policy Review
v. Adoption Leave Policy Review
vi. Parental Bereavement Policy Review
vii. Child and Vulnerable Adult Welfare and Safeguarding Policy Review
viii. No Smoking Policy Review
ix. Mobile Phone Policy Review

PC26/065  Time and Date of Next Meeting
To note the next Personnel Committee meeting is scheduled for Wednesday 11 March 2026 at 6:30pm.

Minutes:
RESOLVED: To NOTE the next Personnel Committee meeting scheduled for Wednesday 11 March 2026 at 6:30pm at Richmond House, Morton Terrace.

The meeting closed at 7:50pm.