Office & Staffing committee meeting, 18/09/2017 – minutes

Minutes for the meeting of the Office & Staffing Committee of the Council, Monday 18th September 2017 at 10.00am at the Parish Council Office at 2 School Road, Wellesbourne

Chairman: Cllr Mrs Bolton Councillors: Barritt, Mrs Michael Clerk: Mrs Scriven Members of public 0

1. Welcome – Cllr Barritt was welcomed to the Committee.

2. Apologies for Absence – Cllr Mrs Prior, Shepherd

3. Declarations of Interest – none

4. Confirmation of the order of the Agenda
Add Terms of Reference to follow Staffing Matters and updates to website at 10.7 – agreed

5. Identification of any items that might be resolved for confidential session – 10.4 as applies to contracts – agreed

6. Confirmation of the minutes
19th September 2016 – Mrs Hollinrake reported the boiler had been fixed – accepted with amendment
26th June 2017 – repetition of 10.4.1 to be removed – accepted with amendment

7. Matters arising – none

8. Open Session for members of the public to raise any matters of relevance to the Parish – none
9. Committee budget – The Committee reviewed the budget

10. Office matters

10.1 Data storage
Improvements to data storage and sharing methods were considered and options continued to be explored Action: Contact larger PCs and request information on how they data store/share By Office

10.2 RFO Laptop usage
The Clerk suggested the PC should have a copy of the accounts on the office laptop in line with best practice Action: Suggest to the RFO that he information share with the office laptop By: Clerk/
Cllr AS

10.3 Redecoration of office
Redecoration work begins 12th October 2017 Action: Notify of office closure – WWNews/Office door/Website By Office

10.4 Moved to confidential session

10.5 Postage costs – franking machine quotes
Consideration of franking cost v postal charges Cllrs agreed it was not cost effective and rejected the quotes No action

10.6 Other office matters
Teething problems with new PA system Action: arrange training session for Cllrs By: Office

11. Staffing matters
11.1 Overtime and leave report – Cllrs noted leave dates taken and remaining and acknowledged one overtime payment.
11.2 Staff appraisals – to be arranged
Office procedures for uploading information to the Council website – (Administration Assistant) Having sought advice from the webmaster, it was agreed the current uploading system should remain No further action

Terms of Reference Cllrs reviewed the TORs and recommended they be formally adopted at the next meeting of Council Agenda item

12. Cllr and Clerk exchange of information – none

13. Date of next meeting – 16th October 2017

Resolution to go into confidential session for reasons of commercial sensitivity – prop Cllr RB, 2nd Cllr CM carried
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.

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10.4 Telephone/Broadband system – quotes for new contract
Review of charges for telephone services Action: Remain with BT on their new rate –notify them of new contract By Office

There being no further business to discuss, the meeting closed at 11.55am

Chairman Cllr Mrs Bolton
Signed Cllr Mrs Bolton
Date 29/10/17

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