Office & Staffing Committee meeting, 05/02/2018 – minutes

Minutes for a meeting of the Office & Staffing Committee of the Council on Monday 5th February 2018 at 10.00am at the Parish Council Office at 2 School Road, Wellesbourne

Present: Chairman: Cllr Mrs Bolton Councillors: Mrs Michael, Mrs Prior, Shepherd Clerk: Mrs Scriven Members of public: 0
1. Welcome

2. Apologies for Absence – Cllr Barritt

3. Declarations of Interest – none

4. Confirmation of the order of the Agenda- add item 10.4 Sage licence – agreed

5. Identification of any items that might be resolved for confidential session – item 10.1 Quotes – agreed

6. Confirmation of the minutes 11th December 2017 – Prop: Cllr AP 2nd Cllr CM carried

7. Matters arising (for information only)

8. Open Session for members of the public to raise any matters of relevance to the Parish – none
9. Committee budget
9.1 Budget 2017/18 – Cllrs considered the use of budget to date and noted it was in line with anticipated expenditure
Budget 2018/19 – had been accepted
Budget 2019/20 – the RFO had indicated the need to raise the budget for fuel services (gas and electricity)

10. Office matters
10.1 Data storage quotes and consideration of options – moved to confidential session
10.2 RFO Laptop – the Clerk confirmed a new laptop had been provided to the RFO for recording Council finance.
10.3 Reorganisation of the office – The Clerk advised the Admin Assistant had requested her desk be moved in line with the doors to the office. It was noted that assistance to move furniture would be required and that a day’s closure was still outstanding to enable the office to clear unnecessary documents and equipment from the building.
Action: Office day closure to be arranged and assistance for moving furniture to be sought
Action: To review all office related policies at the next regular meeting and add lone working to the Risk Assessment By: Office
10.4 SAGE licence – Following consideration of the implications of the Council using a SAGE licence subscribed to by 9 other companies, it was agreed to subscribe to the RFO’s SAGE licence at a charge of £100 per annum.
Action: Write to RFO stating the PC would subscribe to the SAGE licence provided by the RFO for a fee of £100 per annum. By Office

11. Staffing matters
11.1 Overtime and leave report – Cllrs considered and agreed the leave taken/requested and overtime reported. A request by the Admin Assistant to carry forward 4 days unused leave due to workload of a project was rejected, Cllrs agreed that the leave should be taken regardless of the workload which would have to wait. It was noted that if assistance with the project was needed then Cllrs would help where possible.
Cllr AS said he had authorised further leave of the RFO who had been attending to a problem with the NEST pension submissions
11.2 Staff appraisals update– The Clerk and RFO appraisals had been satisfactorily completed with excellent reports for both members of staff who run the office & finance for the Council very well. The Admin Assistant’s appraisal would be due in March. It was agreed to replace mid-year appraisals with a mid-year review of targets. Cllr AP to produce a review document.
11.3 Any other staffing matters – none

12. Cllr and Clerk exchange of information
Cllr Michael confirmed the website was now being updated regularly
Clerk reported that the difficulties caused by the repayment of pension contributions by NEST continued and the Pension Regulator had issued a fine for late payment which she and the RFO were appealing. It was noted that the PC had made its payments every month but that NEST returned the payment several days later.

13. Date of next meeting – 26th March 2018
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 member 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 12 A of the said Act, that the public will be excluded.
Action: arrange dates for presentation By office
Cllrs considered the quotes for provision of Cloud storage and back up and agreed to request a presentation from the two companies who responded with a quote.

There being no further business todiscuss, the meeting closed at 11.05am

Chairman Cllr Mrs Bolton Signed EMR Bolton Date 28 March 2018
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