Office and Staffing Committee meeting, 12/12/2016 – minutes

Minutes of the Office and Staffing Committee meeting on Monday 12th December 2016 at 11am at the Parish Council Office, 2 School Road, Wellesbourne

Present: Chairman Cllr Mrs Bolton; Cllrs Mrs Michael, Mrs Prior, Shepherd. Clerk: Ms Hollinrake. Members of public 0.

1. Welcome

2. Approval of Apologies for absence – none

3. Declarations of Interest – none

4. Confirmation of the Order of the Agenda – confirmed.

5. Identification of any items that might be resolved for confidential session – items 11.4 and 11.5a as related to confidential staffing matters.

6. Confirmation of the minutes of the meeting of 19th September 2016. Minutes would be confirmed at next meeting, pending clarification of the wording of item 11.3, “exiting the superannuation scheme”. Minute 7.1 amended to read, ‘The boiler has been replaced.’

7. Matters arising (not within the agenda)
The meeting noted that the CAT had not been working, although the Clerk had now resolved the problems.
8. Open session for members of the public to raise any matters of relevance – none

9. Committee budget – Cllr RB confirmed there were no areas of concern. Room hire costs may be a little over due to two late invoices.
Action: Increase subscription and website costs for 17/18 budget By: RFO

10 Office Matters
10.1 Transparency Code compliance – monthly checklist now scanned and published on website; Cllr CM reported that current contracts are published, including litter picking, photocopier rental, grounds maintenance and bus shelter cleaning. Christmas lights contract to be published.
Action: Publish on website the Christmas lights contract By: Office and Cllr CM

10.2 Data storage – Clerk summarised information gained on data storage, recommending cloud based rather than memory stick storage as offering a more secure, contemporaneous and automatic solution, at low cost. Further information would be sought from WCC/Kaymark/BT.
Action: Report on options and costs to January Committee By: Cllr RB

11. Staffing matters
11.1 Overtime and leave report – noted. RFO leave for 31 January 2017 agreed. Previously agreed overtime for Admin Assistant and Clerk was confirmed. Cllr RB raised the question of rolling over of annual leave from one year to the next – this was to be avoided as far as reasonably possible.
Action: Ensure Council has a policy in place regarding carrying over annual leave. By: Cllr RB

Action: Discuss arrangements for outstanding leave with staff members concerned By: Cllr AP

11.2 Clerk’s return to work– Cllr AP reported that the phased return had worked well and minimised lone working. The Acting Clerk would be finishing on 20th December.
Action: Produce Wellesbourne and Walton News article informing public of resumption of usual office opening hours, from January 2017 By: Cllr AP

11.3 Training- RFO and Cllr Shepherd to undertake WALC End of Year Financial Procedures Training, at a cost of £30 per place, agreed from the training budget.

Action: RFO and Cllr Shepherd to attend Financial Procedures Training By: Clerk (to book places)

11.5a Resignation of Administration Assistant. Cllr AP confirmed she had accepted Mrs Lipman’s resignation, with regret. She expressed her appreciation for her hard work for the Council over many years.
11.5b Consideration of timing and placing of advert for the Administration Assistant post.
Action: Obtain quotes for job advert from Herald and Courier newspapers By: Office
Action: Job to be advertised in January 2017 By Office

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 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.


11.4 Appraisals update Cllr AP confirmed that an ‘exit interview’ would take place with the Administrative Assistant, in lieu of a half yearly appraisal; that the Clerk’s half yearly appraisal had been delayed due to unavoidable absence and would be undertaken shortly; and that the RFO’s probationary review had taken place.

11.5a Consideration of job description /workload related to the Administration Assistant post. Cllr RB noted the current job description. Cllr AP suggested that, given changes to the work of the Council in the coming year/s, it would be appropriate to review the Admin Assistant role and the respective allocation of responsibilities between that and the Clerk role. In order to attract a wide pool of applicants, councillors noted the potential need for flexibility on the configuration of Admin Assistant hours.

Action; Review allocation of responsibilities between Clerk and Administration Assistant roles By: Cllrs AP and RB with Clerk
Action: Review job description, person specification and hours of the Administration Assistant post By: Cllrs AP and RB with Clerk
Recommendation: to seek delegated authority from the Council, at the January 2017 meeting, to agree any changes to the Administration Assistant job description and person specification; and to advertise the post accordingly. Prop: Cllr 2nd Cllr AP Carried

The meeting returned to open session

12. Councillor Clerk exchange of information – none

13. Date of next meeting – January 2017 – date to be confirmed

There being no other business, the meeting closed at 12.30pm

Chair…….Cllr Mrs Bolton……. Signed………………….. Date …………..