Office and Staffing Committee, 19/9/2016 – Minutes


Minutes of the Office and Staffing Committee of the Council meeting on Monday 19th September 2016 at 10am at the Parish Council Office, School Road, Wellesbourne

Present: Chairman: Cllr Mrs Bolton  Councillors: Mrs Michael, Mrs Prior   Non Council members: Clerk

Minutes taken by: Ms Hollinrake, Clerk                              Members of public: 0

1.      Welcome 

2.      Apologies for Absence – Cllr Shepherd

3.      Declarations of Interest

         Cllr Prior pecuniary interest in matters pertaining to 9.1 as related to the Chair’s allowance.

4.      Confirmation of the Order of the Agenda – confirmed. Items 11.2 and 11.4 moved as items for confidential session

5.      Identification of any items that might be resolved for confidential session – 11.2 and 11.4 as relating to confidential staffing matters

6.      Confirmation of minutes 28th June 2016 – confirmed

7.      Matters arising 

7.1     Cllr Michael reported that the boiler had been replaced.

7.2     Data storage – Cllr CM confirmed the transfer to Simba, an alternative website host, had taken place. No progress had been made on establishing an automatic system for contemporaneous backing up of office data, which is currently undertaken manually, on a weekly basis.  

Action: Clarify arrangements for backing up office data in the Clerks’ absence; investigate with SDC & WALC more effective back- up solutions for office data.

By : Clerk

8.      Open Session for members of public to raise any matters or relevance to the Parish – no public present

9.      Committee Budget – Cllr Bolton

9.1     2016/17 budget report by RFO – noted and expenditure reviewed against budget.

9.2      2017/18 Budget considerations – potential budget increases needed to cover pay awards; RFO pension contributions; office repainting costs, as required under the lease.

9.3     To meet essential staff cover costs, funds to be drawn from Council reserves.

Action:  raise with Cllr Shepherd / RFO inclusion of RFO salary & on costs and staff cover costs on payroll figures; and higher than expected telephone costs.

Action: clarify what the computer and printer budget comprised.

By: Cllr RB


By: Clerk

9.4 Administrative budget

Resolution: That the annual grant made previously to the Wellesbourne and Walton News be replaced by an annual budgeted amount in the Administrative section of the Council’s budget.

Prop Cllr RB, 2nd Cllr AP Carried



10.     Office Matters

10.1   Transparency Code compliance – Cllr CM. Office system required to facilitate publication on website of necessary supplier and contract information           

Action: Publish report on all supplier payments monthly on website

Action: Provide Cllr AP with a checklist of the contract information required. 

Action: Provide Cllr CM with contract data – tender, contract, cost

Action: Committee chair reports – post all on website

Action: Forward (PDF) Asset Register to Cllr CM for posting online

By: Cllr CM

By: Cllr CM

By: Clerk

Clerk /Cllr CM


10.2   C.A.T – Reported in WW News. Little use so far.

11.     Staffing matters

11.1   Overtime and leave report Cllr RB – noted.  Clerk overtime agreed in principle by Cllr AP, to be finalised in November. Leave noted for acting Clerk, Cleaner and Admin Assistant.

11.3   WALC pension event – Cllr AP. Useful information session. Council well prepared. Exiting Clerk superannuation scheme will incur an exit fee, if Council uses NEST and needs to be considered further. Technical issues regarding starting the RFO on NEST – pended until November 2016.

11.5   Clerk absence and cover – Cllr RB

Action: Remind Councillors of current Clerk’s hours & Wednesday opening

By: Clerk


11.6 Finance arrangements in Clerk’s absence – in hand  

Under section 100A of the Local Government Act 1972, in view of the confidential nature of the business about to be transacted, it is advisable in the public interest, as if members of the public were present during the consideration of such business, there would be disclosure to them of exempt information under paras 1 and 11 and Part 1 Schedule 12A of the said Act, that the public will be excluded.

11.2 Staffing matters of a confidential nature

11.4 Staffing matter of a confidential nature  

The Committee returned to public session

12.     Councillor exchange of information

Cllr AP advised of a legal meeting regarding WSCC’s charity registration and terms of the lease, to be discussed further at the October Council meeting.

13.     Date of next meeting – to be confirmed. 

Chairman…..Cllr Mrs Bolton        Signed…………………………     Date………………     (Completed 20th September 2016)