Office & Staffing committee meeting, 30/10/2017 – minutes

Minutes for the meeting of the Office & Staffing Committee of the Council, Monday 30th October 2017 at 10.00am at the Parish Council Office at 2 School Road, Wellesbourne

Chairman: Cllr Mrs Bolton Councillors: Barritt, Mrs Michael, Mrs Prior, Shepherd
Minutes taken in Clerk’s absence by Cllr Mrs Bolton Members of public: 0

1. Welcome

2. Apologies for Absence – none

3. Declarations of Interest – Cllr AP declarable pecuniary interest as Chairman of the Council in the Chairman’s Allowance element of the committee budget item 9

4. Confirmation of the order of the Agenda – agreed

5. Identification of any items that might be resolved for confidential session – none

6. Confirmation of the minutes
18th September 2017 – agreed after amendments to item 9 budget: omit discussion of 2018/19 budget; and to item 11.1: remove from confidential session and place minute at appropriate place

7. Matters arising
7.1 Referring to item 11.3 Cllr CM reported a continuing problem with prompt uploading of approved minutes to the Council website. Cllr RB to follow up.
7.2 Referring to item 10.2 Cllr AS who had not been aware of the decision relating to the RFO’s use of a laptop would check progress with the RFO.

8. Open Session for members of the public to raise any matters of relevance to the Parish – none
9. Budget 2018/19
Budget figures were discussed and a provisional figure agreed. Further detail relating to staffing costs would be needed. Cllr AP left the meeting for the Chairman’s allowance item.

10. Office matters
10.1 Data storage
It was pointed out that this had become a much more urgent issue with the forthcoming legal requirement that all electronically stored information should be in encrypted form. It was agreed that the committee would recommend the principle of CLOUD storage to the Council and would eventually present a formal recommendation to use the best available supplier who could meet the Council’s specific needs. Options would need to be discussed with the Clerk; the Administration Assistant and the RFO would be asked to attend the next meeting of the committee for a full consideration of the options.

10.2 Redecoration of office – this had been satisfactorily completed

10.3 Amplification: it was felt that the training session ahead of the last full council meeting had eliminated problems

11. Staffing matters
11.1 Overtime and leave report – this was received. It was noted that by the end of the financial year booked leave dates would mean the Clerk and the RFO would have taken all leave due to them.
11.2 Staff appraisals – Cllr AP said these were pending for the Clerk and the RFO

12. Cllr and Clerk exchange of information – none

13. Date of next meeting – 11th December 2017

Chairman Cllr Mrs Bolton

Signed EMR Bolton

Date 11/12/17

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