1) Recommendations of the HR Panel meetings held on 16th September and 28th October at Exempt Appendix 1 (to follow)
2) Any relevant matters arising from the discussions of the Working Groups.
Minutes:
Cllr Ward introduced the notes of the HR Panel meetings that had taken place on 16th September and 28th October at Exempt Annexes 1a and 1b. Council received an update on the latest staffing changes, proposals to amend the Pensions discretions policy to allow for a salary sacrifice Shared Cost Additional Voluntary Contribution Scheme to be introduced and to consider the Town Clerk’s request for Flexible Retirement.
The Town Clerk left the meeting for the discussion on the detailed proposal for his flexible retirement and arrangements for the recruitment of his successor.
Shared Cost AVC
Council considered the detailed arrangements for a Salary Sacrifice Shared Cost AVC scheme which could help with staff retention and pension planning and would have NI/tax benefits for staff (as a salary sacrifice scheme) and NI savings for the employer. There would be a contractual change for any employee joining the scheme as the employer contribution if offset by a salary reduction.
Flexible retirement of the Town Clerk
Council considered the detailed report which had the benefit of advice from Trevor Leggo (Director of the Sussex Association of Local Councils) who had attended the HR Panel. Council noted that there was no longer any obligation on staff to retire but the Town Clrk’s request and the proposal set out allowed for business continuity and a smooth transition ahead of the 2027 elections as well as retained knowledge, experience and capacity which was in the best interests of the Council. It was a good time to recruit with people thinking of their next roles in the context of local government reorganisation. Flexible retirement proposals had to be formally considered by Council with each case considered on its merits but in this case had no pension strain on the Council.
Members Allowances
The HR Panel had recommended that an updated review of Members’ allowance for expenses of office should be requested to encourage diversity and the recruitment of councillors. At present, FTC has not adopted a scheme and a review would be undertaken by the Borough Council Independent Remuneration Panel or the new Unitary authority Remuneration Panel. Council noted the reduction in councillors representing Farnham would lead to an increased workload for councillors being elected from 2027, and so it was prudent to make a request for a review at this stage. Council would consider a further report prior to deciding whether or not to adopt such a scheme once the review had taken place.
It was Resolved nem con that the proposals in Exempt Annex 1b be approved.
1) A salary sacrifice shared cost AVC scheme be offered to staff and the pension discretions policy be amended accordingly
2) The Town Clerk be approved for flexible retirement at normal pension age from January 2026 under the LGPS discretions policy;
3) The Town Clerk’s contracted hours be reduced by 20% (to 30 hours per week – 4 days equivalent) with the current role continuing until a successor is appointed; with any additional hours to be by agreement with the Leader and be reimbursed by TOIL/Paid leave;
4) A six month handover period to take place (30 hours per week) at the Town Clerk salary grade;
5) Following completion of the handover period, prior to the current Town Clerk transitioning to a Special Advisor role at the Deputy Town Clerk Grade at 60% FTE (22.5 hours per week) with any additional hours to be agreed with the new Town Clerk;
6) Employment for the Town Clerk would be treated as continuous but with a new contract issued to reflect the revised role and hours;
7) The costs be met from the existing vacancy in the Team Leader Governance post;
8) The HR Panel be delegated (in conjunction with the Town Clerk) to make any necessary arrangements for the recruitment process for the successor Town Clerk
9) The Waverley Independent Remuneration Panel be asked to meet to review members’ allowances and other remuneration of expenses in view of the additional responsibilities and workload FTC councillors will be expected to take on up to and after local government reorganisation.