1. No category

RESOURCES AND
GENERAL SERVICES
COMMITTEE
Members of the Resources and General Services Committee
are summoned to attend a Meeting at 7.45pm on
Wednesday 8 October 2014
at 1 Buckingham Court, Rectory Lane, Loughton
to transact the business shown in the agenda.
Enid K Walsh
Town Clerk
2 October 2014
Councillor S Pewsey (Chairman)
Councillor I Lawrence (Vice Chairman)
Councillors
J Angold-Stephens
J Mahoney
E Stacey
K Angold-Stephens
H Mann
J Jennings
S Murray
Note to Councillors:
If you are unable to attend the meeting,
please phone your apologies to the office on 020 8508 4200.
26
Resources and General Services Committee 8 October 2014
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AGENDA
1
Apologies for absence
To RECEIVE any apologies for absence.
2
Declarations of Interest
Councillors to declare any pecuniary or non-pecuniary interest in any items on the
agenda.
3
Confirmation of Minutes
To CONFIRM the minutes of the meeting held on 16 July 2014.
4
Public Representations
To adjourn the meeting to hear any representations from members of the public who
have registered a request to address the Committee in accordance with no 5,
Appendix C, of the Standing Orders.
5
Matters for Report
To REPORT any further significant information on matters which have been
previously discussed, in addition to those which may already be included on the
agenda.
5.1
Insurance – Min no RG156.2
For information, the cemetery buildings’ contents have now been insured at a
cost of £57.78 including insurance premium tax for the period up to 31 March
2015.
5.2
Staffing – Min no RG165.2
The Committee is asked to NOTE the appointment of Mrs Susan Latchford as
Allotment Officer on a six-month temporary contract for seven hours per week
with effect from 28 July 2014, as agreed at the last meeting.
For information, the annual staff appraisal meetings have been held and
action and training plans agreed. No significant issues arose.
5.3
*
6
Standing Orders Review – Min no RG161
The Committee is asked to consider the report and recommendation in the
attached report (see page 5).
Financial Assistance – Christmas Lights
The Committee would normally at this time of year consider an application for
financial assistance from the High Road Town Centre Partnership for funding towards
the Christmas lights on lamp columns in the High Road. These lights are in addition
to the illuminated Christmas tree on Kings Green provided by the Town Council.
It is now understood that the Chairman of the TCP is not prepared to organise these
Christmas lights for 2014 or in the future. Based on past experience, the lack of
Christmas lighting in the High Road would inevitably impact on the Town Council’s
reputation. The Committee is therefore asked to authorise Council officers to
progress plans for the 2014 lighting as a matter of urgency and vire the £4,000
financial assistance budget allocated for this item to the street furniture budget of the
Environment and Heritage Committee.
It is further noted that the High Road TCP wishes to organise an event for the
switching on of the Christmas lights on Thursday 27 November 2014.
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Resources and General Services Committee 8 October 2014
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7
*
Finance
7.1
Accounts and Audit 2013/14 – Min no 138
Confirmation has been received from PKF Littlejohn, the Council’s external
auditors, that they have completed the audit of the Annual Return for Loughton
Town Council for the year ended 31 March 2014. A copy of Section 3 of the
Annual Return, the external auditor certificate and opinion, is provided. This
confirms that, in their opinion, “the information in the annual return is in
accordance with proper practices and no matters had come to their attention
giving cause for concern that relevant legislation and regulatory requirements
had not been met”.
See page 6.
For information, the “Notice of Conclusion of Audit and Right to Inspect the
Annual Return” has been displayed on the noticeboards since 16 September
2014 and will remain in place for at least 14 days as required by the
legislation.
7.2
Internal Audit – Min no RG132.1
The first visit of the internal auditor for the current financial year will be on
Wednesday 15 October 2014. The Committee is asked if there is anything in
particular that he should examine in more detail during this visit.
7.3
Internal Financial Check
Cllr Mahoney undertook a routine inspection of the Council’s financial records
on 27 August 2014. Included in his checks were the insurance records and
the football bookings papers. No issues arose during this visit.
7.4
Investments
The Santander Business Bond matured on 1 October 2014 and the funds of
£507,007.62, including the gross interest, transferred to the Town Council’s
Santander Business Reserve Account.
Officers have considered new investment opportunities for the Council’s
reserves; however, interest rates remain low.
It is RECOMMENDED that the Council invests £500,000 in a new Business
Bond with Santander at a rate of 0.90 per cent gross/AER fixed for 12 months.
7.5
*
Financial Position
The current financial report is attached together with details of the
Committee’s earmarked reserves (see pages 7 – 8).
For information, the second instalment of the 2014/15 precept, £290,850, was
received from Epping Forest District Council on 26 September 2014.
A note of the Council’s current bank balances and most recent reconciliations
will be circulated at the meeting.
7.6
Accounts Paid
Payments totalling £169,683.44 as detailed on payments schedules nos 163 –
168 have been made since the report to the meeting on 16 July 2014.
The schedules and accompanying invoices will be available at the meeting for
inspection.
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Resources and General Services Committee 8 October 2014
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For information, details of all Council payments in excess of £250 are provided
on the Council’s website on the strategic documents page.
8
*
9
*
10
*
Quality Council Status
A report is attached (see page 9).
Environment and Sustainability Policy
The Committee is asked to review the Council’s Environment and Sustainability
Policy (see pages 10 – 11).
Equality Act 2010
The Council has adopted an Equal Opportunities Policy (see pages 12 – 13) and this
forms part of the Staff Handbook. However, as a public authority it has additional
obligations under Section 149 of the Equality Act 2010. It means that public bodies
have to consider all individuals when carrying out their day-to-day work, in shaping
policy, in delivering services and in relation to their own employees.
It also requires that public bodies:
 have due regard to the need to eliminate discrimination;
 advance equality of opportunity; and
 foster good relations between different people when carrying out their
activities.
RECOMMENDED that the Town Council adopts the following additional statement
regarding Equality and Diversity:
Loughton Town Council acknowledges its responsibilities under the Equality Act
2010 and the obligations of the Public Sector Equality Duty in Section 149.
The Council is fully committed to recognising and embracing diversity in the local
community and pursuing an equal opportunities approach in the employment of
its staff and the way in which services are provided for the public.
11
*
Community Engagement Strategy
The Committee is asked to CONFIRM the Council’s Community Engagement
Strategy previously considered by the Strategy and Staff Group (see pages 14 – 15).
*
Health and Safety Policy
The Committee is asked to review the Council’s Health and Safety Policy (see pages
16 – 17).
12
13
*
14
Training – A Statement of Intent
The Committee is asked to review the Council’s Training Policy (see pages 18 – 19).
Crime and Disorder Policy
Under Section 17 of the Crime and Disorder Act 1998, parish and town councils have
a duty to consider the impact of all their functions and decisions on crime and
disorder in their local area. A useful guide to Section 17 may be found at:
http://www.nacro.org.uk/data/files/nacro-2004120294-121.pdf
*
The Council adopted a Crime and Disorder Policy in September 2002 and the
Committee is asked to review this policy (see page 20).
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Resources and General Services Committee 8 October 2014
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15
Flexible Working Policy
As reported at the meeting held on 16 July 2014, Min no RG159, every employee
who has worked for the Council for more than twenty six weeks now has the statutory
right to request flexible working, not just parents and carers.
*
16
*
17
The Committee is asked to CONFIRM the draft policy provided by the Council’s
personnel service, Peninsula (see pages 21 – 24).
Local Government Pension Scheme – Employer Policy Discretions
Further to the report at the meeting on 16 July 2014, Min no RG157, the Committee is
now asked to CONFIRM the attached draft policy previously considered by the
Strategy and Staff Group.
See pages 25 – 28.
Future Work of the Committee
The opportunity for members to suggest topics to be considered by the Committee at
a future meeting, subject to the Committee’s agreement.
Members are reminded that as part of its overall plan and to complement the budgetmaking process, at its next meeting the Committee will be asked to review its priority
list and agree Estimates for 2015/16.
Note: No substantive discussion may take place under this item as the required
statutory notice of the topics will not have been given.
Enid K Walsh
TOWN CLERK
2 October 2014
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Resources and General Services Committee 8 October 2014
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Agenda item 5.3
Standing Orders Review
The Council’s Standing Orders agreed in April 2013 includes those which confirm the
requirements of the Public Bodies (Admission to Meetings) Act 1960 (‘the 1960 Act’). Until
5 August 2014, the 1960 Act provided that members of the public had no statutory right to
film, take photographs or record full council or committee meetings.
Specifically, item “r” currently states the following:
Photographing, recording, broadcasting or transmitting the proceedings of a meeting
by any means is not permitted without the Council’s prior written consent.
On 6 August 2014, the 1960 Act was amended by the Openness of Local Government
Bodies Regulations 2014 (“the 2014 Regulations”). The amended 1960 Act provides that a
person may not orally report or comment about a meeting as it takes place if he is present at
the meeting of a parish council or its committees but otherwise may:
a. film, photograph or make an audio recording of a meeting;
b. use any other means for enabling persons not present to see or hear proceedings at
a meeting as it takes place or later;
c. report or comment on the proceedings in writing during or after a meeting or orally
report or comment after the meeting.
The new amendments to the 1960 Act mean that the Town Council should not continue to
use Standing Order “r” after 5 August 2014.
To avoid the need to suspend this Standing Order at all council and committee meetings the
Committee is asked to RECOMMEND to full Council that it should be replaced with the
following with immediate effect:
r
A person may not orally report or comment about a meeting as it takes place if
he/she is present at the meeting of the Town Council or its committees, but
otherwise may;
a
film, photograph or make an audio recording of a meeting;
b
use any other means for enabling persons not present to see or hear
proceedings at a meeting as it takes place or later; and
c
report or comment on the proceedings in writing during or after a meeting
or orally report or comment after the meeting.
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Resources and General Services Committee 8 October 2014
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Agenda item 7.1 – Accounts and Audit 2013/14
6
Agenda item 7.5
Loughton
Town Council
2014/15
Resources
and General
Services Committee 8 October 2014
_________________________________________________________________________________
Financial Position
Summary Income & Expenditure by Budget Heading 30/09/2014
Month No: 6
Resources & General Services Committee Report
Resources and General Services
Actual
Last
Year
Actual
Year
To Date
Current Variance
Annual Annual
Budget
Total
Funds
Available
% of
Budget
Communication
Expenditure 17,071
9,256
19,100
9,844
9,844
48.5 %
Office Expenses
Expenditure 9,073
Income
12
4,884
9
12,500
0
7,616
9
7,616
39.1 %
0.0 %
Audit (1)
Expenditure 2,800
-1,600
2,900
4,500
4,500
-55.2 %
136,900 279,300 142,400
142,400
49.0 %
Central Personnel
Expenditure 258,495
Council Expenses
Expenditure 11,256
Other Services (2)
Expenditure
Members’ Expenses
7,391
12,350
4,959
4,959
59.8 %
899
0
11,250
11,250
11,250
0.0 %
Expenditure 2,035
32
2,900
2,868
2,868
1.1 %
Buckingham Court (3)
Expenditure 54,267
Income 10,016
25,979
7,662
56,200
330
30,221
7,332
30,221
46.2 %
2321.8 %
Service Re-charge (4)
Expenditure -245,000
0 -241,400 -241,400
-241,400
0.0 %
43.9 %
Grants (5)
Expenditure 39,772
17,118
39,000
21,882
21,882
199,960 194,100
7,671
330
-5,860
7,341
-5,860 103.0 %
2324.6 %
192,289 193,770
1,481
INCOME – EXPENDITURE TOTALS
Expenditure
150,667
Income 10,029
Net Expenditure over Income 140,638
NOTES
(1) Audit - the amount of -£1,600 relates to the payment to external auditors for the 13/14
accounts, invoice recently received and to be paid on 8 October 2014.
(2) The ‘Other Services’ budget includes £9,000 for election expenses, £1,000 for contingency,
£250 for the Civic Service and £1,000 for the Citizenship awards.
(3) Income at Buckingham Court relates to the hire of the Council Chamber as a training venue.
(4) The Annual Service Recharge is -£241,400. Position as at 30/09/14 = -£120,700.
(5) The Grants’ budget includes the General Grants (£25,000), Epping Forest District CAB
Loughton (£6,000) and Christmas lights (The Broadway and High Road Town Centre
Partnerships £4,000 each). General Grants of £22,600 have been awarded but not all claimed.
7
Resources and General Services Committee 8 October 2014
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Agenda item 7.5 cont’d
Earmarked Reserves:
A summary of the Committee’s reserves showing the amounts available from reserves in this
current financial year is provided below:
Resources and General Services Committee
Elections
1.04.14
13,000
Noticeboards
2,400
Office expenses
6,820
Communication
1,000
Council expenses
2,884
Accommodation
15,000
Buckingham Court maintenance fund
6,000
Honours board
700
Community events
0
Staff costs
0
Grants (underspend 2013/14)
181
Total
8
£47,985
Resources and General Services Committee 8 October 2014
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Agenda item 8
Quality Council Scheme
The national review has now been completed with a new Quality Council Scheme set to be
launched in January 2015. The Essex Association of Local Councils reported in late August
that the county has been chosen as a pilot for the new scheme. The name of the new
scheme is yet to be confirmed, so for consistency “Quality Council Scheme” is currently
being used.
The EALC has invited a small number of local councils in Essex to take part in this pilot and
achieve the status during this October/ November. EALC Officers will be assisting Councils
to undertake the accreditation. There will be no accreditation fee for the pilot councils.
Councils not on the pilot will be able to accredit from January 2015.
As expressions of interest were required by 12 September 2014, the Town Clerk, in
discussion with the Chairman and Vice Chairman of this Committee, put Loughton Town
Council forward as one of the pilot councils.
The Council will be required to have all the required documentation on its website by midNovember and make a special resolution at a full Council meeting to confirm it achieves the
necessary standards.
There are likely to be 3 levels; Foundation, Quality and Gold Awards. Councils are expected
to achieve each level and then develop on further at their own pace to the next level. For
example a Council achieving Gold will need to have achieved Foundation and Quality criteria
as well as the Gold. The Town Council will be aiming to achieve gold status.
The Council already meets the majority of the requirements set out in the draft criteria and
where new policies or reviews of existing policies are needed these appear elsewhere on the
agenda.
The Committee is asked to CONFIRM this course of action.
For information, the Town Clerk has agreed to act as one of the representatives from the
Society of Local Council Clerks (Essex) on the accreditation panel. This will be carried out in
her own time.
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Resources and General Services Committee 8 October 2014
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Agenda item 9
Environment and Sustainability Policy
The following policy was adopted in October 2009.
Loughton Town Council is committed to promoting a sustainable community in Loughton. It
recognises that environmentally friendly policies will bring benefits to the whole town, through
greener business practices, improvements to the natural setting, more sustainable
development and a healthier lifestyle for all.
The Council will lead by example, using environmentally-friendly policies for its own premises
and assets which will reduce the impact on the landscape. It recognises however, that
changing to more sustainable practices may take time to achieve if council tax payers are not
to be unduly burdened; in the longer term, greener policies mean reduced costs for all as
well as a better environment.
Implementation
General
The Council will review the provisions of the Climate Change and Sustainable Energy Act
2006 and the Natural Environment and Rural Communities Act 2006 and, in the light of the
powers they confer, make recommendations about how they should affect future decisionmaking.
The Council will discuss the Nottingham Declaration and consider whether it wishes to adopt
and sign the Declaration.
Key Action areas
Energy Conservation
An energy audit of all Council premises and assets will be conducted and where possible
measures introduced to reduce consumption, including the introduction of measures such as
energy-efficient light bulbs and thermostats.
A review of the Council’s energy tariffs will be undertaken with a view to changing to the most
sustainable and environmentally friendly packages available.
The viability and cost-effectiveness of installing solar panels and other renewable power
sources will be considered for all Council premises.
Environmental Management System
The Council will consider adopting an Environmental Management System (e.g. ISO14001)
and benchmarking its environmental profile, adopting best practice where possible and using
performance indicators (such as electricity consumption) to measure progress. These
indicators would be made available to the public.
Green Spaces and Biodiversity
The Council will review grounds maintenance contracts to ensure unnecessary work is
avoided and contractors follow optimum environmental practices.
The use of herbicides and pesticides will be reduced and grounds maintenance contractors
required to avoid chemicals on the GB ‘Red List’ and EU ‘Black List’ as those create longterm persistent pollution problems, which would damage wildlife and plant life.
The Council will promote biodiversity through its work at the Willingale Road Local Nature
Reserve and other green spaces.
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Resources and General Services Committee 8 October 2014
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Planning
The Council will make representations to the higher tiers of local authorities to ensure that
proposed developments do not have an adverse environmental impact, .e.g. building in flood
plains or excessive water runoff from large areas of hard standing, and that they are built to
sustainable standards with the least possible environmental impact as required by the Water
Act 2003.
Sustainable Procurement
Procurement for the Council will be as sustainable as possible, using consumables with low
environmental impact and recyclable items where these represent best value for money.
Suppliers which themselves operate to environmentally-friendly standards will be preferred.
The Council will review its investment and banking policy and, whilst meeting its statutory
duties, seek to invest ethically.
The Council will consider imposing conditions as part of its Financial Assistance Scheme
such that organisations benefiting from the scheme are required to include environmentally
friendly outcomes for their projects where relevant.
Transport
The Council will develop a staff and member travel plan, including a review of staff and
member mileage allowances, with a view to promoting car-sharing, public transport use and
cycling.
The Council will develop a vehicle purchasing policy specifically to consider buying electric or
hybrid vehicles.
Waste Management
The Council will consider the adoption of the Clean Neighbourhoods and Environment Act
2005, looking to improve litter control in the town and reduce the amount of graffiti and
flyposting.
The Council will introduce a recycling policy with a view to ensuring that its waste actually is
recycled in an environmentally friendly way. It will actively seek to reduce the Council’s
residual waste. It will support and promote policies from other tiers of local government
which encourage recycling.
The Council will review its use of paper with a view to restricting mailings to those required
by statute, use email where possible and maintaining digital archives.
Water Policy
Water usage at all Council facilities will be reviewed with a view to introducing conservation
measures where appropriate. Businesses and residents will be encouraged to do likewise.
The Council’s contractors will be expected to minimise water use. Any new planting
schemes will use drought-resistant species.
Information on water reduction techniques will be provided to allotment tenants. Schemes to
reduce the amount of water runoff and water pollution will be promoted so as to reduce the
risk of flooding and habitat damage.
The Council will support environmentally sustainable management programmes and oppose
development which will adversely affect our river systems such as Loughton Brook and
Pyrles Brook.
11
Resources and General Services Committee 8 October 2014
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Agenda item 10
Equality Act 2010
Equal Opportunities Policy
A)
STATEMENT OF POLICY
1.
We recognise that discrimination is unacceptable and although equality of opportunity
has been a long standing feature of our employment practices and procedure, we have
made the decision to adopt a formal equal opportunities policy. Breaches of the policy
will lead to disciplinary proceedings and, if appropriate, disciplinary action.
2.
The aim of the policy is to ensure no job applicant, employee or worker is discriminated
against either directly or indirectly on the grounds of age, disability, gender
reassignment, marriage and civil partnership, pregnancy or maternity, race, religion or
belief, sex or sexual orientation.
3.
We will ensure that the policy is circulated to any agencies responsible for our
recruitment and a copy of the policy will be made available for all employees and made
known to all applicants for employment.
4.
The policy will be communicated to all private contractors reminding them of their
responsibilities towards the equality of opportunity.
5.
The policy will be implemented in accordance with the appropriate statutory
requirements and full account will be taken of all available guidance and in particular
any relevant Codes of Practice.
6.
We will maintain a neutral working environment in which no employee or worker feels
under threat or intimidated.
B)
RECRUITMENT AND SELECTION
1.
The recruitment and selection process is crucially important to any equal opportunities
policy. We will endeavour through appropriate training to ensure that employees
making selection and recruitment decisions will not discriminate, whether consciously
or unconsciously, in making these decisions.
2.
Promotion and advancement will be made on merit and all decisions relating to this will
be made within the overall framework and principles of this policy.
3.
Job descriptions, where used, will be revised to ensure that they are in line with our
equal opportunities policy. Job requirements will be reflected accurately in any
personnel specifications.
4.
We will adopt a consistent, non-discriminatory approach to the advertising of
vacancies.
5.
We will not confine our recruitment to areas or media sources which provide only, or
mainly, applicants of a particular group.
6.
All applicants who apply for jobs with us will receive fair treatment and will be
considered solely on their ability to do the job.
7.
All employees involved in the recruitment process will periodically review their selection
criteria to ensure that they are related to the job requirements and do not unlawfully
discriminate.
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Resources and General Services Committee 8 October 2014
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8.
Shortlisting and interviewing will be carried out by more than one person where
possible.
9.
Interview questions will be related to the requirements of the job and will not be of a
discriminatory nature.
10.
We will not disqualify any applicant because he/she is unable to complete an
application form unassisted unless personal completion of the form is a valid test of the
standard of English required for the safe and effective performance of the job.
11.
Selection decisions will not be influenced by any perceived prejudices of other staff.
C)
TRAINING AND PROMOTION
1.
Senior staff will receive training in the application of this policy to ensure that they are
aware of its contents and provisions.
2.
All promotion will be in line with this policy.
D)
MONITORING
1.
We will maintain and review the employment records of all employees in order to
monitor the progress of this policy.
2.
Monitoring may involve:-
3.
a.
the collection and classification of information regarding the race in terms of
ethnic/national origin and sex of all applicants and current employees;
b.
the examination by ethnic/national origin and sex of the distribution of employees
and the success rate of the applicants; and
c.
recording recruitment, training and promotional records of all employees, the
decisions reached and the reason for those decisions.
The results of any monitoring procedure will be reviewed at regular intervals to assess
the effectiveness of the implementation of this policy. Consideration will be given, if
necessary, to adjusting this policy to afford greater equality of opportunities to all
applicants and staff.
13
Resources and General Services Committee 8 October 2014
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Agenda item 11
Community Engagement Strategy (draft)
The Town Council recognises that it is uniquely placed to represent the views of its
constituents and provide community leadership. This strategy sets out how it engages with
the local community to identify its needs and aspirations and how it can improve community
engagement to give people a voice and involve them in decisions affecting their quality of
life.
1.
2.
3.
Loughton Town Council aims to:
 Represent and promote the interests of Loughton and its people of all ages in all its
activities;

Provide the best possible amenities and services by the efficient use of available
resources;

Actively involve local people in decisions affecting activities in the local area;

Promote equality of opportunity and oppose discrimination;

Be open and accountable in all it does;

Enhance quality of life by protecting and enhancing Loughton’s ecological and
environmental assets.
In order to achieve these aims, the Council will:
 Work closely with residents, local businesses and community groups;

Engage with as many people as possible who want to participate in decision
making, monitoring services and planning for the future (particularly those hard to
reach groups);

Ensure, that through the use of a wide range of approaches to public involvement
and community engagement, we actively encourage the involvement of residents to
capture their views and learn their concerns, and effectively use those views as an
integral part of the decision-making process;

Ensure that residents have opportunities to be heard at every stage, and the
capacity to be effective citizens.
Defining the community
The Town Council considers the community of Loughton to consist of:
 All residents of the town;

Users of the Town Council’s services;

Those who work or own businesses within the town;

Young people who live and/or go to school within the town; and

Local voluntary organisations, clubs and societies and any group or organisation
that represents some or any of the members of the above sections of the
community.
Additionally, the Town Council recognises that there are certain bodies that are crucial to
the quality of life in Loughton and aims to maintain excellent working relationships with
these bodies, including Epping Forest District Council, Essex County Council, the Police
and the neighbouring town and parish councils.
4.
How community engagement is facilitated
The Town Council provides the following:
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Resources and General Services Committee 8 October 2014
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5.

A website with full details of the Council’s work;

A quarterly newsletter, Think Loughton, and annual report delivered to all residents
and businesses across the town and also available from libraries and on the
website;

Regularly updated noticeboards promoting the work of the Council, its partners and
other local organisations;

Residents may contact the Town Council offices in person and by telephone
Monday to Thursday 9am – 5pm and Friday 9am – 4.45pm with an answerphone
provided for messages outside these hours.

Details of how to contact the Town Clerk’s office and Councillors are provided in the
newsletter and on noticeboards and the website;

Ensuring all meetings of the Council are open to the public and press with a period
set aside for residents to speak;

Community forums are held to address important issues affecting the community;

Consultation events provide opportunities for residents to give their views on plans
for new facilities or services in the town;

Additional public meetings are arranged to address controversial issues;

Holding a wide range of community events which provide opportunities to engage
with the public and raise community spirit;

Press releases to manage the media effectively to promote and defend the Council;

Use of the Council logo to promote the work of the Council;

Good internal communications – making sure staff and members are informed and
give out consistent messages and representations on behalf of the community.

Town Councillors represent the Council on various outside bodies to ensure good
two-way communication with regular reports of these meetings made to the Council.

Councillors hold regular surgeries and provide other informal opportunities for
residents to speak to them.
Improving community engagement
The Town Council will:
 Publicise the positive results from working with the community and other partners;

Work closely with Epping Forest Youth Council to ensure the views of young people
are taken into account.

Identify new opportunities to work with local community groups;

Make full use of modern communication methods;

Review the Community Engagement Strategy annually to ensure its relevance.
This document was adopted by the Council on ………….2014
15
Resources and General Services Committee 8 October 2014
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Agenda item 12
Health And Safety Policy
The following policy was agreed by the Finance and General Policy Committee on 14 April
2004.
Contents:
I
II
III
General Statement of Intent
Organisation
Arrangements
Part I of this document states the Council’s general aims in regard to employees’ health and
safety. Parts II & III set out the action plan to achieve these aims.
I
1
General Statement of Intent
The Council recognises its responsibility for the health and safety of its employees
and is committed to pursue a policy which ensures, so far as is reasonably
practicable, the health, safety and welfare of its employees.
2
The commitment exists at all levels of the organisation.
3
The Council notes and accepts its duty as an employer to take all practical and
reasonable steps to:

safeguard health, safety and welfare at work

provide safe systems of work

provide and maintain safe plant and equipment

provide a safe and healthy working environment

provide information and training in safe practices

have regard for the health and safety of others who may be affected by the
activities of the Council e.g. self-employed people, contractors, other users of
the premises, members of the public
4
The Council will have regard to health and safety legislation, approved codes of
practice, guidance notes and other relevant information issued by the Health and
Safety Executive.
5
Responsibility for health and safety lies with both employers and employees, and the
Council expects co-operation from employees to achieve its aims in respect of health
and safety. Dereliction of duty in respect of health and safety may be treated as a
disciplinary offence.
6
The Council will review and revise its safety policy as necessary and appropriate, will
consult with employees on the policy, and will bring the policy and any subsequent
amendments to the attention of employees.
II
1
Organisation
Members of the Council have the overall responsibility for health and safety.
2
Day-to-day responsibility for implementation is delegated to the Town Clerk in the first
instance, and then by such further delegation as may be put in place by the Town
Clerk.
3
Supervisors of employees are responsible for the detail of the health and safety of
those employees.
Cont’d
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Resources and General Services Committee 8 October 2014
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4
Employees have a duty
 to take reasonable care to avoid injury to themselves or others (employees,
contractors, public etc)
 to co-operate to meet statutory requirements
 not to interfere with or misuse anything provided to protect safety
 to obey safety rules
 to familiarise themselves with health and safety instructions
 to report all accidents and incidents and to assist with the investigation of such.
5
The Town Clerk and other supervisors will meet with employees from time to time
and as necessary to discuss matters relating to health and safety. All employees
should raise any health and safety concerns with their supervisor or with the Town
Clerk as soon as those concerns become apparent.
III
1
Arrangements
The Council will issue detailed guidance and instruction and give training and
supervision as necessary. It will assess the risks arising from its activities and take
appropriate action.
2
Detailed policies, procedures, systems and practices in respect of health and safety
will be drawn up as necessary for specific aspects of the Council’s activities. They
will form annexes to this policy.
3
The Town Clerk and/or other supervisors will from time to time carry out checks to
ensure that employees are working safely. Workplaces and equipment will also be
subject to regular checks in respect of health and safety.
4
Hazards and defects should be reported to the Town Clerk or a supervisor
immediately. If reports are made verbally in the first instance, they should be
followed up by a written report confirming the nature of the problem, its severity, and
any recommendation for action.
5
The Council will engage the services of specialists as necessary to advise or carry
out tasks which it is unable to do itself.
6
The Council will make such reasonable resources available as are required to ensure
health and safety at work.
7
Good communication is vital to the success of health and safety arrangements and
will be inherent in the activities of the Council and its employees.
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Resources and General Services Committee 8 October 2014
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Agenda item 13
Training – A Statement of Intent
General
1
The Council has a strong commitment to learning and development by encouraging its
councillors and staff to undertake training and so strive for continuous improvement in
their knowledge and skills.
The Council recognises the importance of continuous development in enabling it to meet
the future needs and aspirations of the local community.
2
Identifying Training Needs
Councillors:
A comprehensive training programme for Councillors will be drawn up by the Town Clerk
for the start of each new term of office and reviewed annually thereafter.
This will include an induction course for each new council member held prior to the first
Annual Meeting of the new Council.
Councillors will be encouraged to attend a variety of courses to support their role within
the Council.
Flexible solutions will be provided to any Councillors with particular needs.
Staff:
The Council supports relevant training for staff, both one-off and qualification courses.
Training needs will be identified at the initial induction meetings held with all new
employees and then reviewed at their annual “Review and Development Meetings”.
Staff will be encouraged to undertake training both relevant to their specific roles and to
extend their skills.
Funding:
The Council will provide for the cost of training fees and the expense of attending
courses for both councillors and staff from within the annual budget.
3
Resources
The Council will ensure that training requirements are built into the annual budget
process to support the training strategy.
In addition to in-house training, the following is a non-exclusive list of training and
conference providers to be considered, which will be reviewed annually:
 Essex Association of Local Councils
 Epping Forest District Council
 Society of Local Council Clerks
 East of England Local Government Association
 National Association of Local Councils
 Rural Community Council for Essex
4
Impact of training
Training will:
 help maintain, enhance and expand the quality and range of services offered
by the Council
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Resources and General Services Committee 8 October 2014
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



5
prepare members for their future roles within the Council
assist members to adapt to meet the changing needs of the Council and
community
allow staff to acquire more confidence in their work
ensure the legal requirements are met
Review
Staff will have the opportunity to review the impact of their training at the annual
Review and Development meeting and informal discussions throughout the year.
Areas that may prompt additional training are
 Changes in legislation
 New or revisions to existing council services
 Introduction of new qualifications
 Accidents or incidents at work
 Complaints
 Specific requests from staff
6
Members’ requirements
Training opportunities for councillors will be identified by the Town Clerk and
attendance considered through the agenda process.
7
Council development
In the event of new legislation being introduced or an issue arising which requires the
attention of all members, the Town Clerk will provide or arrange for a suitable training
event to be held.
8
Update and information
The Council recognises the need to invest in the future by ensuring that its information
source is current. This will be achieved though
 Access to free information whether through literature of the use of research on
the internet.
 Annual subscriptions to relevant publications
 Membership of relevant organisations
9
The Council will support its members by:
i.
Being a member of the Essex Association of Local Councils
The Council will support its officers by:
i.
Supporting the Town Clerk and Deputy Town Clerk’s membership of the
Society of Local Council Clerks by paying their subscriptions
ii.
Encouraging and supporting the Town Clerk and Deputy Town Clerk to become
members of the Institute of Local Council Management and to pay their
subscriptions.
10
Annual review
This Statement will be reviewed annually by the Resources & General Services
Committee.
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Resources and General Services Committee 8 October 2014
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Agenda item 14
Crime and Disorder Policy
1.
The Council adopts a policy to confirm its commitment to crime and disorder reduction.
2.
The Council continues to participate in partnerships and initiatives aiming to reduce
crime and disorder.
3.
The Council will pay due attention to the subject of crime and disorder when
considering its functions.
4.
Where appropriate, reports to Committees will include reference to crime and disorder
for the Committee’s consideration in making decisions.
5.
All Committees will be asked to review their activities and functions in the light of crime
and disorder, as and when circumstances permit.
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Resources and General Services Committee 8 October 2014
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Agenda item 15
Flexible Working Policy
A) INTRODUCTION
1) The Council believes that its staff members are its most valuable asset and is
committed to attracting and retaining the very best, and utilising all the talent and
experience available within the community. It also appreciates that the UK workforce
is becoming increasingly diverse and includes a high percentage of parents and
individuals with other caring responsibilities, as well as those whose interests and
aspirations impact on their time. It therefore appreciates that the standard Monday to
Friday, 9am to 5pm working week is, in many cases, incompatible with increasing
demand for a better work-life balance.
2)
The Council recognises the importance of helping its employees balance their work
and home life by offering flexible working arrangements that enable them to balance
their working life with other priorities. In turn it recognises that staffing levels must at
all times remain in line with the demands of the business.
3)
This policy statement aims to set out the ways in which flexible working can increase
staff motivation, build better relationships between the Council and its employees,
increase the rate of retention of staff, reduce absence, attract new talent, promote
work-life balance and reduce employee stress, and in doing so improve the Council's
efficiency, productivity and competitiveness. It provides a description of the issues
involved, taking into account the possible benefits of each kind of flexible working to
both employees and the Council, but also raising possible drawbacks and areas of
potential concern.
4)
The policy statement considers the following options, but the Council recognises that
there may be alternatives, and that the working pattern that may suit any particular
individual could be a unique one involving a combination of options:
 job-sharing;
 part-time working;
 annualised hours;
 compressed hours;
 flexitime;
 term-time working;
 swapping hours;
 voluntary-reduced working time;
 working from home;
 career breaks;
 flexible shift working.
B) THE BUSINESS NEED
1) Although the Council is committed to providing the widest possible range of working
patterns for its workforce, both management and employees need to be realistic and
to recognise that the full range of flexible working options will not be appropriate for
all jobs across all areas of the business.
2)
Where an instance of flexible working is proposed the Council will need to take into
account a number of criteria including (but not limited to) the following:
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Resources and General Services Committee 8 October 2014
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 the cost of the proposed arrangement;
 the effect of the proposed arrangement on other staff;
 the level of supervision that the post-holder requires;
 the structure of the department and staff resources;
 other issues specific to the individual's department;
 an analysis of the tasks specific to the role, including their frequency and duration;
 an analysis of the workload of the role.
C) ELIGIBILITY
Although it is recognised that not all of the flexible working patterns considered will be
suitable for all sections of the Council's workforce, there should be no arbitrary barriers.
Employees in all areas and levels of the Council will be considered for flexible working
regardless of their age, sex, sexual orientation, race, or religion or belief, or whether they
have a disability, their level of seniority, their current working pattern, or whether they are
employed on a permanent or fixed-term basis. However, there is no automatic right for
employees to change to any of the flexible working patterns each application will be
considered on the basis of the particular work involved and any detrimental effect the change
could have on individual, team or business performance.
D) RIGHT TO REQUEST FLEXIBLE WORKING
Employees must have 26 weeks' continuous service to make a statutory request for flexible
working. Employees must not have made a request for flexible working within 12 months
previous to the date of their request.
While it is the Council's policy to be flexible on working patterns for all its employees, in order
to ensure that it is complying with its legal obligations concerning the right to request flexible
working, there may be situations where precedence has to be given to those who are eligible
for this right.
E) THE APPLICATION
An application must:
i)
be made in writing and state that it is such an application;
ii)
state whether a previous application has been made under this procedure
and, if so, when;
iii)
specify the change applied for and the date on which it is proposed the
change should become effective;
iv)
explain what effect, if any, the employee thinks making the change applied for
would have on the employer and how, in the employee’s opinion, any such
effect might be dealt with;
vi)
be dated.
The application must also state whether the variation requested is made in pursuance of a
reasonable adjustment under the disability discrimination provisions of the Equality Act 2010.
F) PROCEDURE FOR DEALING WITH AN APPLICATION
1)
Discussion with Employee
A discussion regarding the application will be held with the employee within 28 days
of the application, unless the employer notifies the employee in writing of agreement
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Resources and General Services Committee 8 October 2014
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to the variation. The time and place of the discussion will be convenient to both
employer and employee.
2)
Notice of Decision
Once a decision has been made by the Council, the employee will be informed within
14 days of the discussion. Where the employer's decision is to agree to the
application, the notice will specify the contract variation agreed to and state the date
on which the variation is to take effect. Where the decision is to refuse the
application, the notice will state which of the specified grounds for refusal are
considered to apply, with an explanation of why those grounds apply in relation to the
application, and set out the appeal procedure.
3)
Right of Appeal
An employee may appeal against the Council's decision to refuse an application,
within 14 days of the decision. The notice of appeal must be in writing, setting out the
grounds for appeal and be dated.
The Council will discuss the appeal with the employee within 14 days after the
employee's notice’ was given, unless, within that time period, the employer gives the
employee written notification that the original decision has been overturned and
specifies the variation which has now been agreed and the date on which it will take
effect. If an appeal meeting is held, the time and place must be convenient to both
employer and employee.
Within 14 days after the date of the appeal meeting the employer will give the
employee written, dated, notice of the decision on the appeal. Where the employer
upholds the appeal the notice will specify the contract variation agreed to and state
the date on which it is to take effect. Where the employer dismisses the appeal the
notice will state the grounds for the decision and contain a sufficient explanation as to
why those grounds apply.
4)
Acceptance of Variation
Where the Council accepts the employee's application, a permanent variation of the
employee's contract will result, unless the Council agrees otherwise. This means that
once a change has been made, there is no right for the employee to revert back to
their previous terms and conditions. However, further applications for variations may
be made provided they are made at least 12 months after the previous application.
5) Timescale
An application for flexible working will be concluded within 3 months of the date of the
application.
G) WITHDRAWAL OF APPLICATION BY EMPLOYEE
The Council will treat an application as withdrawn under the statutory provisions where the
employee:
a)
has notified the employer, orally or in writing, that the application is
withdrawn;
b)
without reasonable cause, fails to attend a meeting or appeal meeting
more than once; or
c)
without reasonable cause, refused to provide the employer with
information the employer requires in order to assess whether a
contract variation should be agreed to.
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The Council will confirm the withdrawal of the application to the employee in writing unless
the employee has already provided written notice of the withdrawal.
H) EMPLOYEE CONSULTATION/PARTICIPATION
1) While some approaches to flexible working practices will involve changes to individual
contracts of employment and be relatively easy to implement, the Council recognises
that others such as flexitime or the imposition of annualised hours will have a greater
impact on sections of the workforce as a whole. Before any such working pattern is
implemented it is therefore committed to in-depth consultation with employees and
their representatives, and recognises that gaining their agreement is likely to have a
positive impact on the success of the scheme. The Council works on the basis that
consultation gives all parties the opportunity to raise the issues that are of greatest
importance to them and ensures that they are considered from all angles.
2)
Consultation will usually take the form of an employee survey followed by focus
groups and a pilot scheme of the new working pattern. The findings of any
consultation will be communicated to the workforce, along with any proposed action
resulting from the consultation.
3)
Where conflicting requests for flexible working are received from employees, the
Council may require a compromise to be found so that all requests may be
accommodated albeit on different terms as those set out in each request. If no
compromise is achievable, the Council may use a random selection method to
determine the granting of individual requests.
4)
In pursuance of point 3 above, employees should be aware that, if a request is
granted, the Council reserves the right to revisit those arrangements should
circumstances arise where competing requests mean it may need to seek
compromise on a wider scale.
I) TRAINING AND SUPPORT
The Council recognises that both managers and employees may benefit from training to
accustom themselves to working patterns with which they are unfamiliar.
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Resources and General Services Committee 8 October 2014
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Agenda item 16
Local Government Pension Scheme – Employer Policy Discretions
The Town Council, as an employer, has been a member of the Essex Pension Fund since
February 1997. Under the revised 2014 Local Government Pension Scheme regulations,
each employing authority is required to publish and keep under review a policy statement on
the exercise of certain of its discretions. This policy is required in case one of its employees
or former employees asks for the Council to exercise one of the discretions.
The Committee needs to consider the following:
1. Will the Council say YES to exercising the discretion, e.g. allowing a member to take
flexible retirement; and if so
2. In what circumstances will it say YES?
2.1. What criteria will it use, if any (a reduction in hours or grade, if there is no financial
cost, if the financial strain does not exceed £2,000)?
2.2. What process will it follow to make the decision?
3. Are there any exceptions whereby the discretion might be exercised despite the criteria
not being met (where the cost of waiving actuarial reductions may be cheaper than
making someone redundant)?
4. Cost – exercising discretionary powers may have cost implications.
5. Restricting discretions – when constructing the policy, the Council should ensure that it
does not unnecessarily restrict the Employer’s discretionary powers.
6. Anti-discrimination laws – employers need to have regard, where appropriate, to the
‘Age Regulations’.
The following draft policy is based on Essex County Council’s but the Town Council must
consider its own response to the individual discretions. When agreed, a copy of the policy
will be sent to the Essex Pension Fund.
It is RECOMMENDED that in addition to the draft policy items, the following is included in the
policy statement:
a. Any other discretions which may apply under the LGPS will be dealt with by the
Council on their merits on an individual basis;
b. The Council reserves the right to amend any of the policies if in its opinion this would
be appropriate given the special circumstances of an individual case.
The Committee is asked to consider the following draft and CONFIRM the Town Council’s
policy in this regard.
25
Local Government Pension Scheme – Employer Policy Discretions
Discretion
Whether, how much, and in what
circumstances to contribute to a shared cost
APC or AVC scheme.
Regulation
R16(2)(e) &
R16(4)(d)
R17(1)
RTP15(1)(d)
Draft Employer Policy
The Town Council will not set up a shared cost APC or AVC scheme. The
only circumstances under which the Town Council will contribute, as
required, is where an employee chooses within 30 days following a period
of authorised unpaid leave of absence, to purchase pension.
An employer can choose if it wishes to contribute to the cost of Addition Pension Contributions or Additional Voluntary Contributions being
bought by the member. This discretion is rarely, if ever, used by Fund employers.
It is unclear why ECC felt the need to say “The only circumstances under which the County Council will contribute, as required, is where an
employee chooses within 30 days following a period of authorised unpaid leave of absence, to purchase pension.” because their contribution in
such cases is compulsory, not a discretion.
Whether all or some benefits can be paid if
an employee reduces their hours or grade
(flexible retirement).




R30(6) &
TP11(2)
The Town Council will consider employee requests to take flexible
retirement on a case by case basis after taking into account business needs
and costs that may apply.
A member aged 55 or over who reduces their hours or grade can apply for Flexible Retirement but pension benefits can only be paid
with the Employer’s consent.
The Employer can set its own criteria in terms of the number or % hours (or no. of grades) must reduce by.
In many cases the individual has an actuarial reduction to their benefits and there is no cost to the employer.
However, there may be a Financial Strain cost payable by the employer if a member satisfies the “85 year rule” before age 60.
Whether to waive, in whole or in part,
R30(8)
The Town Council will not waive actuarial reductions on a flexible retirement
actuarial reduction on benefits paid on
for both active, deferred members and suspended tier 3 ill health pensions.
flexible retirement.
 If the Employer consents to Flexible Retirement then the member’s benefits are subject to an actuarial reduction if he has not reached
his normal retirement age.
 The Employer can choose to waive, in whole or in part, those actuarial reductions so the member’s benefits are paid unreduced or with
less reduction.
 If the Employer does waive the reductions then it will have to pay a Financial Strain payment to the Fund.
 If an employer does consider waiving reductions they should ask the Fund for an estimate of the Financial Strain before making a
decision, unless its policy is to waive reductions in all cases which is unlikely.
26
Whether to waive, in whole or in part,
actuarial reduction on benefits which a
member voluntarily draws before normal
pension age.







The Town Council will not waive, in whole or part, the actuarial reduction on
benefits where a member voluntarily elects to draw his or her benefits
before normal pension age.
If a member elects to receive his pension benefits before his normal retirement age then his benefits are subject to an actuarial
reduction for early payment.
The Employer can choose to waive, in whole or in part, those actuarial reductions so the member’s benefits are paid unreduced or with
less reduction.
If the Employer does waive the reductions then it will have to pay a Financial Strain payment to the Fund
If an employer does consider waiving reductions they should ask the Fund for an estimate of the Financial Strain before making a
decision, unless its policy is to waive reductions in all cases which is unlikely.
Whether to “switch on” the 85 year rule for a
member voluntarily drawing benefits on or
after age 55 and before age 60.

R30(8)
TPSch 2, paras
1(2) and 2(2)
The Town Council will not “switch on” the 85 year rule for a member
voluntarily electing to draw benefits on or after age 55 but before age 60.
The “85 year rule” only applied on or after age 60 so the transitional provisions carrying forward the “85 year rule” protections do not
apply to voluntary retirement between age 55 and 60 (which is a new provision).
A member voluntarily retiring before age 60 will suffer an actuarial reduction to his benefits, even if he satisfies the “85 year rule”.
The Employer can choose to “switch on the 85 year rule” (i.e. waive any reductions) so the member’s benefits are paid unreduced or
with less reduction.
If the Employer does “switch on the 85 year rule” then it will have to pay a Financial Strain payment to the Fund.
Whether to waive any actuarial reduction on
pre and/or post April 2014 benefits.
TP3(1), TPSch
2, paras 2(1)
and 2(2), B30(5)
and B30A(5)
The Town Council will not waive actuarial reductions on pre and or post
April 2014 benefits.
This mainly covers pre 2014 benefits but also any gaps left by the two Reg 30(8) discretions above. The issues are, therefore, the same as for
the two Reg 30(8) discretions above, e.g.
 The member’s benefits are subject to an actuarial reduction if he has not reached his normal retirement age.
 The Employer can choose to waive, in whole or in part, those actuarial reductions so the member’s benefits are paid unreduced or with
less reduction.
27


If the Employer does waive the reductions then it will have to pay a Financial Strain payment to the Fund.
If an employer does consider waiving reductions they should ask the Fund for an estimate of the Financial Strain before making a
decision, unless its policy is to waive reductions in all cases which is unlikely.
Whether to grant additional pension to an
active member or within 6 months of ceasing
to be an active member by reason of
redundancy or business efficiency (by up to
£6,500.00 p. a.).
R31
The Town Council will not award additional pension to any member.
This is a time-limited temporary discretion only lasting to 30/09/2014 and covers members who ceased between 01/10/13 and 31/03/2014 and
ceased because of redundancy or business efficiency.
This is, therefore unlikely, to apply to most fund employers but the requirement for a policy is still there.
28