Office & Staffing committee meeting, 26/06/2017 – minutes

Minutes of the Office & Staffing Committee of the Council on Monday 26th June 2017 at 10.00am at the Parish Council Office at 2 School Road, Wellesbourne

Present: Chairman: Cllr Mrs Bolton Councillors: Mrs Prior, Shepherd
Acting Clerk: Mrs Skinner Members of public:0

1. Welcome

2. Apologies for Absence – Cllr Mrs Michael

3. Declarations of Interest – none

4. Confirmation of the order of the Agenda – agreed

5. Identification of any items that might be resolved for confidential session
Item 10.4.1 Amplification at meetings for confidential session, commercial confidentiality Prop: Cllr AS, 2nd: Cllr AP

6. Confirmation of the minutes 19th September 2016 – to be agreed at next meeting
12th December 2016 Prop: Cllr AP, 2nd: Cllr AS, accepted
9th January 2017 Prop: Cllr AP, 2nd: Cllr AS, accepted
20th March 2017 Prop: Cllr AP, 2nd: Cllr AS, accepted

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 – nothing to report

10. Office matters
10.1 Data storage – no information received about The Cloud
Actions RFO to produce clear outline of system with proposed costs to report to next meeting RFO
Are all PCs including laptop on Windows 10? Find out cost to upgrade any that aren’t Office
Investigate amount of storage available on One Drive and cost of extra storage Office

10.2 RFO Laptop usage
Actions Find out how the RFO would deal with a query in between office times if a Council office-based laptop were to be used. Cllr AS
Invite RFO to next meeting Clerk
Discuss snags with RFO before next meeting Cllr AS

10.3 Redecoration of office
10.3.1 Quote
The Council is obliged by the terms of the lease to carry out internal redecoration at regular intervals. Three quotes were sought but only one was received and is within budget
Recommendation to Council to accept the quote.
Action Contact decorator to clarify quote – number of rooms, whether VAT is included Office
Work will follow shortly and there should be only limited disturbance to the functioning of the office. Moving of furniture will be undertaken by the decorator.
10.3.2 Timing
To be left to the discretion of the Clerk.
10.4 Amplification at meetings – moved to confidential session for reasons of commercial confidentiality,

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
10.4.1 Three quotes had been received and the committee selected the lowest quote, having judged that the company would provide a good service. been received and the committee selected the lowest quote, having judged that the company would provide a good service.

10.4.2 Type of system
Quotes for two types of system were requested – wired and wireless. Suppliers all stated that a wireless system would be much more expensive and could cause problems with using different frequencies or a licence might be needed at further cost. Consideration was made regarding how manageable a system would be, including transporting and setting up. There is no specific budget for this but as no business rates were to be paid this year a saving of £3000 would be made and the money could be made available by viring.

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Recommendation to be made to Council to accept the quotation from the committee’s preferred supplier to purchase a wired PA system to include a hearing loop system, speaker for an audience of up to 100 people and carrying bags. Prop: Cllr RB, 2nd: Cllr AP, carried
The Committee returned to open session
10.5 Other office matters
10.5.1 Quotes for telephone systems have been obtained – to be added to agenda for next meeting
10.5.2 Boiler – a service contract needs to be set up.
Recommendation to be made to the Council to accept the quote for £310 for the necessary annual service of the boiler to maintain the manufacturers guarantee. Prop: RB, 2nd: AP, carried

11. Staffing matters
11.1 Overtime and leave report – noted
11.2 Staff appraisals – due for RFO and Clerk. To be arranged
11. 3 Pension auto-enrolment – Administration Assistant will be submitting a letter to ask to be enrolled. Pension to commence 1st June
11.4 Office procedures for uploading information to the Council website – Administration Assistant is now able to upload agendas and minutes. Committee reports are also to be added to website. Training to be provided for uploading PDFs and photos once issues with website have been rectified.

12. Cllr and Clerk exchange of information – none

13. Date of next meeting – 21st August 2017

There being no further business to discuss, the meeting closed at 11.25am

Chairman Cllr Bolton
Signed Cllr Bolton
Date 18/9/17

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