Employee Handbook

Welcome and Introduction

Welcome to St Agnes Parish Council. Our strength as a Council is due to the skills and abilities of colleagues like you. We look forward to a long and successful working relationship with you and sincerely hope that your time with us is enjoyable and rewarding.

This handbook

This handbook is designed to explain the way in which we work and to set out the key procedures, rules and policies designed to ensure an efficient workplace and a safe and supportive environment for all employees. The contents of this handbook do not form part of the terms of your contract of employment unless otherwise stated. The Council may need to alter or amend any policy or procedure contained in this handbook to ensure that it remains relevant and consistent with the needs of the organisation. Any such change will be notified to all employees.

The Council recognises the ‘Green Book’ which includes enhancements above the statutory minimum to certain employee benefits. These additional benefits are mainly detailed within your contract of employment, however if detailed within this handbook, they will be clearly identifiable.

We do expect you to comply with the requirements set out in this handbook and failure to do so may lead to disciplinary action; in appropriate cases, up to and including dismissal.

Key Principles
How We Do Things
Absence
Flexible Working and Family Related Leave
How We Resolve Issues
Equal Opportunities, Bullying, Harassment and Zero Tolerance Policy

1 Key Principles

This section sets out some of the key commitments made by the Council to its employees – and the key commitments expected from employees in return.

1.1 Council Staff Code of Conduct

The behaviour of employees is central to the continued success of the Council. This handbook sets out a number of requirements aimed at ensuring the smooth running of the Council and the fair treatment of all employees. A number of these are so important that any breach of them will amount to gross misconduct and these are clearly identified throughout the handbook. Your attention is drawn in particular to the following:

The rules on gifts and hospitality;
The policy on smoking;
The policy on alcohol and drugs;
The policies on driving and the use of Council vehicles;
The policy regarding social media; and
The rules concerning the use of computers, the internet and email.

Dishonesty. Any form of dishonesty, however minor, will be regarded as gross misconduct. This includes theft of property, whether belonging to the Council, colleagues or any third party, as well as deception such as false claims for expenses or overtime, falsely claiming to be sick or to have completed a task. The Council regards any dishonesty by employees as gross misconduct which will usually result in dismissal.

Refusal to carry out instructions. Employees are required to carry out their line managers’ and/or Clerk’s reasonable instructions. A deliberate and wilful refusal may amount to gross misconduct. If you believe an instruction is unreasonable or outside your duties, raise a grievance (see Section 5). Doing so will not prevent a refusal from amounting to gross misconduct if it is ultimately found to have been reasonable.

1.2 Health and Safety

The Council’s primary duty is to ensure that you are safe while you are at work. Employees are obliged to carry out their duties in a safe and responsible manner that does not risk harm to themselves, colleagues or any other person.

A detailed Health & Safety policy/handbook is available from the Clerk, and information is displayed throughout our premises. Detailed risk assessments have been carried out on all aspects of the Council’s activities. Employees must comply with all instructions, rules and procedures concerning health and safety. Failure—especially failure to wear required PPE—may amount to gross misconduct.

1.3 Lone Working Policy

Employees are sometimes required to work alone. There is no legal prohibition on lone working, but hazards must be identified and risks assessed with measures put in place to reduce those risks as far as reasonably practicable.

Responsibilities (Council): identify, evaluate and manage risk; review this policy; ensure awareness; carry out and review risk assessments; manage preventative measures; support staff after incidents.

Responsibilities (Employees): take reasonable care; follow guidance and safe systems; co-operate with legal obligations; report dangers or concerns about lone working.

Scope: all situations involving lone working connected to Council duties.

Good practice: leave details of off-site visits and ETA; keep communications; meet contractors in public places; maintain access to first aid; avoid admitting entry to the office when working alone (exceptions at employee discretion or emergencies).

1.4 Emptying of Car Park Cash Boxes

Minimum two members of staff present.
Inform office of departure and agreed return time.
Vary time and day; park close to machines; assess area before unlocking.
One unlocks and swaps boxes while the other observes.
Removed cash boxes go immediately into the vehicle; lock vehicle between swaps.
Return to office under dual control to deliver cash.

1.5 Ethical Conduct

The Council aims for the highest standards of ethical conduct. Dishonesty of any kind may amount to gross misconduct and dismissal without notice.

Gifts and hospitality: must be recorded in the Register. Acceptance should be within common sense limits and authorised by the Clerk. Gifts may need to be returned. Allowing gifts/hospitality to influence decisions is gross misconduct. Seeking to influence others improperly via gifts/hospitality is also gross misconduct.

1.6 Whistleblowing

Employees are encouraged to raise concerns about wrongdoing (breach of legal obligations, health and safety risks, criminal offences, miscarriages of justice, environmental damage, or concealment). Raise concerns with the Clerk or another manager. Employees making qualifying disclosures in the public interest are protected from detriment, though deliberately false allegations may be gross misconduct. Subjects of allegations will be informed and given an opportunity to respond; action follows full investigation.

1.7 Good Faith and Loyalty

The employment relationship is built on trust. Employees must not undermine the Council’s standing or act in competition, provide information to competitors, or undermine standing with clients, customers or colleagues.

1.8 Data Protection

We process personal data in accordance with our Data Protection Policy and Privacy Notice and applicable legislation. Monitoring of communications and systems may occur in accordance with policy and law. You must comply with our policies and directions.

1.9 Environmental Statement

We will adopt working practices that assist environmental improvement, prevent pollution and reduce negative impacts. All employees should avoid unnecessary use of materials, energy, water etc., supporting a policy of ‘minimum waste’.

2 How We Do Things

This section sets out key administrative requirements and standards expected of employees.

2.1 Proof of Identity

We must ensure all employees are permitted to work in the UK. You must comply with requests to provide identity, right to work and residence details. Copies will be held in line with data protection law. Employment may be terminated if you cannot demonstrate legal entitlement to work in the UK.

2.2 Dress Code: Uniform, PPE and Specialist Equipment

Dress appropriately to your work and in line with health and safety requirements. Refusal to comply with reasonable standards may be misconduct. Offensive images/slogans may result in being sent home unpaid to change.

Uniform: If provided, wear where possible, especially when in contact with the public. Maintain in good condition. Requests via the Uniform and PPE Request Form; purchases made by/authorised by the Clerk.

PPE & Specialist equipment: Wear/use when required; failure may be disciplinary. Annual budgets are set for PPE and specialist workwear (e.g., waterproofs, gloves, high-viz, footwear, eye/ear/face protection, hard hats). Requests via the form; purchases authorised by the Clerk. Specialist equipment must be authorised regardless of value.

2.3 Timekeeping

We value flexibility but expect good timekeeping. If late, contact your line manager or the Clerk directly as soon as possible. Where personal circumstances affect punctuality, discuss with your manager (see Section 4 on flexibility).

2.4 Adverse Weather and Traffic Disruption

If the workplace closes for safety, employees will be paid for lost working time. If open, employees must attend if possible; additional paid leave is not provided for travel difficulties. If unable to attend, contact your manager/Clerk directly. Time may be taken as annual leave or unpaid leave by agreement; home working may be allowed at the Clerk’s discretion.

2.5 Rest Breaks

Employees are encouraged to take full advantage of scheduled breaks to protect health and safety. Take breaks away from your workstation where possible and return to work on time. Comply with local arrangements for ad hoc breaks.

2.6 Smoking

We operate a smoke-free workplace. Smoking (including e-cigarettes/vapes) is prohibited on Council premises and vehicles. Smoking is permitted only during designated breaks and in designated outside areas.

2.7 Acceptable use of computers, tablets, email, and the internet

All employees must follow instructions to keep Council data secure. Lock devices when away; do not attach devices or open links/attachments from untrusted sources; keep portable devices secure and password-protected; do not share passwords.

IT devices: Primarily for Council business; limited personal use permitted where it doesn’t interfere with duties. Do not install or delete software without permission. Handle devices with care and keep updated. Report issues to the Clerk. Do not use facilities to run other businesses.

Email: Professional use; subject to data protection and FOI. Check and respond promptly. Use Council email for Council business. Avoid sending anything that reflects badly on the Council; report and delete offensive content. Protect confidential information and use BCC for multiple personal recipients.

Privacy/Monitoring: No expectation of privacy; usage may be monitored without notice.

Internet use: Restrict to Council-related activity; do not view/download offensive/illegal content; do not download entertainment content; do not disable security; do not install software without permission.

Social Media: Use safely to engage the community, safeguarding as required. A consistent approach focused on business objectives and reputation. Council Representatives must uphold this policy and Code of Conduct; avoid behaviour that could bring the Council into disrepute. Do not operate Council-branded accounts without express permission. Non-compliance may result in disciplinary action.

2.8 Telephones

Council telephones are for legitimate business. Personal calls/texts should be limited to rest breaks where possible.

2.9 Alcohol and Drugs

We must ensure a safe, productive environment. Breaches of this policy will be treated as gross misconduct. Being ‘under the influence’ includes behaviour, speech, concentration or test results indicating impairment.

Dependency: Support may be offered, with related absence treated under sickness policy. Confidentiality will be respected as far as possible. Disciplinary action may still follow rule breaches.

Drugs: No consumption/storage/distribution/sale of illegal drugs or other intoxicating substances on premises or during working time. Do not present for work under the influence.

Medicines: If medication may affect performance or safety, inform your line manager and the Clerk.

Alcohol: Do not present for work under the influence; do not consume alcohol during working time unless authorised. Behave responsibly at Council events.

2.10 Driving

Ensure you are legally qualified to drive. Licences may be checked annually via the DVLA. If you use your own vehicle, ensure business insurance, tax and MOT. You are responsible for driving offences and fines. Do not use a mobile while driving except via hands-free when safe; prefer calling when stationary. Schedule journeys to allow rest breaks and avoid unsafe times.

Council Vehicles

If you drive a Council vehicle, keep it clean and roadworthy; report damage/faults immediately. Keep keys secure; lock vehicles when parked; keep overnight at Trelawney Road car park unless authorised. Avoid leaving equipment in vehicles overnight. Complete the Daily Vehicle Check and Mileage Log and send the required condition film to the designated WhatsApp account.

Daily checks include: new damage; fuel; tyres; lights/wipers; seat belts; windows; interior; brakes.

Weekly checks: completed by the first driver of the week.

Equipment provided: watering can, engine oil, tread/pressure gauges, cleaning materials, air compressor.

Report damage/defects promptly. Maintenance will be arranged by the Council. Fines/penalties incurred are your responsibility and may lead to disciplinary action. Personal use requires prior permission and you must cover fuel. No smoking/vaping in vehicles. Adhere to load limits and speed limits. Report police incidents and accidents to the Clerk with full details; do not admit liability at the scene. Non‑Council passengers require prior permission.

2.11 Expenses & Allowances Policy

Employees will be reimbursed for authorised, legitimate expenditure (travel, accommodation, agreed out‑of‑pocket costs) incurred in the proper performance of duties, with receipts and in line with policy.

Eligible travel: to meetings, seminars, training or activities outside the Parish when authorised (Clerk may authorise within Devon & Cornwall for employees).

Method: choose cost‑effective travel, considering time and environmental impact; prefer public transport where practical.

Train: cheapest standard class; book in advance where possible.
Bus/Coach: cheapest standard fare.
Plane: requires specific authorisation; cheapest standard fare.
Car: 45p/mile first 10,000 miles, then 25p/mile; +5p/mile per passenger; reasonable parking reimbursed; ensure vehicle is roadworthy and insured for business use. Home–office travel not paid except emergencies or diversions outside the Parish.
Taxi: only when essential.

Subsistence (maxima): Breakfast £9.40 (before 07:00), Lunch £13.60 (10:00–14:00), Tea £6.80 (beyond 18:30), Evening Meal £20.50 (beyond 20:00). Claim either Tea or Evening Meal, not both.

Overnight accommodation: reimbursed when necessary (e.g., departure before 07:00 or return after 22:00). Standard caps: £124/night (outside London), £155/night (London), unless authorised otherwise. If returning after 22:00 with total travel > 4 hours and no hotel claimed, the following workday may be taken as paid leave (not deducted from annual leave).

Claims: submit approved form with receipts within 6 months; reimbursement via next possible pay run.

2.12 Overtime

Paid overtime is available for employees contracted < 30 hours/week and on SCP 28 or lower, paid at the NALC hourly rate, claimable in 30‑minute blocks. Employees ≥ 30 hours/week or on SCP 29+ may claim Time Off In Lieu (TOIL) by agreement. All overtime must be pre‑authorised and claimed on the appropriate form. Over‑claiming may be misconduct. Observe Working Time Regulations.

2.13 Purchasing Procedure

Authorised staff may use trade accounts for Council duties, with prior written authorisation by the Clerk. All purchases must be pre‑authorised by your line manager (or Clerk). Use existing stock where possible. Provide your name at purchase; submit receipts/advice notes to the office promptly.

Best value: for items > £100, obtain at least 3 comparable costs and complete the ‘Achieving Best Value’ form signed by your manager and the Clerk. Purchasing > £1,000 is undertaken by the Clerk and follows the tendering process. Failure to follow procedures may result in disciplinary action.

2.14 Council Property

Use Council property only for intended purposes; do not remove from premises without prior written approval. Store property/equipment on Council premises (including vehicles) unless authorised; laptops/tablets may be used at home without additional approval.

Damage/Loss: report immediately. If damage/loss results from negligence, failure to follow procedures or wilful act, it may amount to gross misconduct. You may be liable for costs or insurance excess; deductions may be made from salary following investigation and appeal rights.

Return of property: on termination, return all Council property (vehicles, IT equipment, keys, records, documents). Costs of replacement/repair may be deducted from sums owed.

The Council does not accept liability for employees’ personal property.

2.15 Deliveries & Warranties

Home delivery of work‑related items requires a written request to and prior written approval from your line manager. Purchases must follow the Purchasing Procedure. Provide items and documentation to the office at the earliest opportunity. Warranties must be in the Council’s name and approved by the Clerk. Non‑compliance may result in disciplinary action.

2.16 Appraisal

You will receive an annual appraisal. Where performance concerns arise (other than disciplinary matters), the Council will provide training, mentoring and support to achieve agreed standards within an agreed timeframe.

2.17 Training and Development

The Council values learning for Councillors and staff and will support relevant training to ensure high standards and compliance. Objectives include circulating opportunities, encouraging participation, allocating fairly, ensuring volunteers are adequately trained, and evaluating effectiveness.

Councillors: induction on roles and governance; reasonable travel/subsistence; equal opportunity; core/specialist training as appropriate.

Staff: annual review and development plan; commitment to development; release for relevant training with expenses; statutory and role‑based certification; reimbursement for out‑of‑hours training per contract; funded memberships (e.g., SLCC, CALC) and resources as needed. Training needs may be driven by legislation, new methods, qualifications, devolved services, elections, etc.

2.18 General

Statements to the media: Only Management gives or delegates statements to media.

Parking: Vehicles are parked at owner’s risk; do not obstruct access; ensure safe parking.

2.19 Relationships at Work

Guidance where personal relationships overlap with work to prevent impropriety, bias, abuse of authority or conflicts of interest. A personal relationship is a family relationship or a sexual/romantic relationship.

Employees and the Council must ensure such relationships neither advantage nor disadvantage those involved. Ideally inform your line manager and the Clerk (especially where there is a supervisory relationship). Those in a management/supervisory relationship must not be involved in recruitment, appraisal, promotion or other management processes affecting the other party; alternative arrangements will be made.

Employees should behave professionally; be mindful of equality or perceived inequality and the sexual harassment policy. Non‑consensual issues can be raised under the harassment or grievance procedures. Applicants must declare relevant personal relationships at the outset. Breaches may lead to disciplinary action.

2.20 Stress and Mental Wellbeing at Work Policy

We are committed to protecting health, safety and wellbeing and to identifying and tackling causes of work‑related stress. We also support staff experiencing personal stress affecting work. This policy takes account of relevant legislation (Health and Safety at Work etc. Act 1974; Management of Health and Safety at Work Regulations 1999; Employment Rights Act 1996; Protection from Harassment Act 1997; Working Time Regulations 1998; Equality Act 2010). Staff should raise concerns with the Clerk or their line manager. We aim to promote open communication and provide confidential, appropriate support.

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3 Absence

Our approach to unauthorised absence, medical and antenatal/adoption appointments, sickness, jury and other civic duties, bereavement, dependants’ leave, annual leave, Christmas closures and reserve forces.

3.1 Unauthorised Absence

Report absence as soon as practicable to your line manager/Clerk and follow sickness notification rules. Unauthorised absence may be treated as misconduct.

3.2 Medical Appointments

Arrange outside working hours where possible. Otherwise, agree timing in advance to minimise disruption.

3.3 Ante‑natal Care / Adoption Appointments

Employees are entitled to reasonable paid time off for required appointments, following statutory rules and providing evidence where requested.

3.4 Sickness Absence

Follow the notification and certification procedure; provide self‑certification/fit notes as required. We may hold return‑to‑work meetings and, where necessary, manage longer‑term or frequent absences under the Sickness Absence Procedure (see Section 5.2).

3.5 Jury Service / Other Time Off

Inform the Clerk immediately upon receiving a summons. We will follow statutory guidance on time off.

3.6 Compassionate / Bereavement Leave

Paid/unpaid leave may be granted depending on circumstances; please speak to the Clerk.

3.7 Parental Bereavement Leave

Eligible employees are entitled to statutory Parental Bereavement Leave and Pay in line with legislation.

3.8 Emergency Time Off for Dependants

Reasonable unpaid time off to deal with unexpected events involving dependants.

3.9 Annual Leave

Request leave in advance. Annual Christmas closure arrangements apply as set out below.

3.10 Christmas closures and staffing policy

Office/Library staff: paid closure (five working days between 23–31 December, excluding bank holidays) not deducted from annual leave; up to three additional working days may be closed at management discretion with annual leave deductions as appropriate. Offsite maintenance staff: planned project work ceases 23 December–1 January; period paid and not deducted; emergency call‑outs per out‑of‑hours rota. Facilities operatives: office/library cleaning not required 23 December–1 January and paid in full; toilet cleaning rules vary by site with enhanced rates and leave credits on specified days.

3.11 Reserve Forces

We support reservists with time‑off and return‑to‑work arrangements; discuss implications with the Clerk.

4 Flexible Working and Family Related Leave

We support balancing work and family life. This section includes flexible working, maternity, adoption, paternity, parental, shared parental leave, KIT days, conditions during leave and carer’s leave.

4.1 Flexible Working

Any employee may request up to two changes in a 12‑month period (one live request at a time). Submit a dated written request describing the change and desired start date and stating it is a flexible working request. We will meet to discuss; you may be accompanied by a colleague. Requests may be refused only on statutory grounds (e.g., cost, customer demand, re‑organisation, recruitment, quality, performance, insufficient work, structural change). Decisions (including appeals) concluded within two months unless otherwise agreed. Agreed changes will be confirmed in writing.

4.2 Maternity Leave

Statutory maternity rights apply (ordinary/additional leave, pay, notification, and evidence requirements). We will provide full details and forms on request.

4.3 Adoption Leave

Statutory adoption leave and pay entitlements apply, with notification and matching documentation requirements.

4.4 Paternity Leave

Eligible employees may take paternity leave in accordance with statutory rules and notification timescales.

4.5 Parental Leave

Unpaid parental leave is available to eligible employees, subject to qualifying service and notice.

4.6 Shared Parental Leave

Eligible parents may opt into shared parental leave and pay by curtailing maternity/adoption leave and submitting the required notices.

4.7 Keeping in Touch Days

Keeping in Touch (KIT) or Shared Parental Leave in Touch (SPLIT) days may be agreed during leave without ending the leave period.

4.8 During Maternity/Adoption or Shared Parental Leave

Contractual terms (other than pay) continue. Annual leave accrues. We will keep in reasonable touch and consult on significant workplace changes.

4.9 Carer’s Leave

Eligible employees may take statutory unpaid carer’s leave with notice depending on the number of days requested. We may postpone where business operations would be unduly disrupted, after consultation and written notice, with leave taken within one month of the earliest requested date.

5 How We Resolve Issues

Issues are handled fairly and promptly. Do not record meetings/hearings. The Council may outsource HR procedures to a contracted specialist. Section 5 covers capability, sickness absence, disciplinary and grievance procedures.

5.1 Capability Procedure

A framework to address performance concerns (aligned with the Employment Rights Act 1996, Human Rights Act 1998 and the ACAS Code). Used after informal steps have been unsuccessful. Minimum 5 working days’ notice for formal meetings/appeals; right to representation and to appeal outcomes. Trade union officials: no action without consulting a full‑time union officer.

5.2 Sickness Absence Procedure

Used for managing absence related to sickness, disability or ill health (distinct from misconduct or negligence which are dealt with under the Disciplinary Procedure). Follow notification, certification and review processes; occupational health and reasonable adjustments may be considered.

5.3 Disciplinary Procedure

Sets out how alleged misconduct is investigated and, where appropriate, addressed at formal stages with the right to be accompanied and to appeal. Gross misconduct may result in summary dismissal.

5.4 Grievance Procedure

Informal resolution is encouraged first with your manager/Clerk. Formal grievances must be set out in writing (Statement of Grievance). Meetings are normally within 14 days; you may be accompanied by a colleague, trade union representative or companion. Appeals are heard by members not previously involved. Records are retained on the personnel file. Where the Clerk raises a grievance, it is directed to the Human Resources Committee/Chair, following the adapted process.

6 Equal Opportunities, Bullying, Harassment and Zero Tolerance Policy

We are committed to equality, diversity and inclusion; eliminating discrimination; and promoting dignity and respect. Training is provided and opportunities are based on experience, abilities and qualifications. We meet our Public Sector Equality Duties and do not tolerate bullying, harassment, victimisation or unlawful discrimination.

6.1 Equal Opportunities Statement

Treat all employees and applicants equally in recruitment, training, pay/benefits, terms, discipline, redundancy and dismissal. Encourage reporting of concerns; retaliation is prohibited and serious breaches may amount to gross misconduct.

6.2 Menopause Policy

Provide support and reasonable adjustments for employees experiencing menopause or perimenopause symptoms; encourage open dialogue and awareness.

6.3 Harassment and Bullying

Zero tolerance of harassment, sexual harassment, bullying or victimisation by employees or third parties. Complaints are investigated; protection and support are offered (including access to the Employee Assistance Programme). False allegations made deliberately will be treated as misconduct.

6.4 Monitoring Equal Opportunities and Dignity at Work

We regularly monitor outcomes and practices; make reasonable adjustments; and act on findings. Breaches are managed under the Disciplinary Procedure.