Office & Staffing Committee meeting, 17/09/2018 – minutes

Minutes for a meeting of the Office & Staffing Committee of the Council on Monday 17th September 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. Election of Vice Chairman
Cllr Mrs Prior was nominated, no other nominations were received Prop: Cllr Mrs RB, 2nd Cllr CM carried

3. Approval of Apologies for Absence – Cllr Barritt

4. Declarations of Interest – Cllr Prior declared a pecuniary interest in matters pertaining to Chairman’s Allowance as the receipient.

5. Confirmation of the order of the Agenda – agreed

6. Identification of any items that might be resolved for confidential session
13.3 Salaries – Prop Cllr Mrs RB, 2nd Cllr AP – carried

7. Confirmation of the minutes 28th March 2018 – agreed

8. Matters arising (not included in the agenda) – none

9. Open Session for members of the public to raise any matters of relevance to the Parish – none
10. Terms of Reference (TORs) – review
10.1 Recommendation to adopt the TORs– Prop Cllr RB, 2nd Cllr AS – carried

11. Review of standing orders – Cllr Mrs RB – moved to next agenda of the Committee

12. Review of Policies
12.1 Equal Opportunities policy – agreed as presented
12.2 Appraisal Scheme policy – Cllr AP to produce a template for half yearly review to be added to the unchanged policy – agreed
12.3 Lone worker policy – Cllr Mrs RB/Clerk to look at policy – specifically what mitigation action taken by WWPC
12.4 Data Protection policy – Cllr Mrs RB to approach WALC for guidance and privacy policy to be put onto WWPC website
12.5 Fire Risk/Evacuation policy – Amendments agreed – approach Fire Service for a maximum head count per room size.

13. Budget 2019/20
Cllr Prior left the meeting for discussion of the Chairman’s Allowance, returning once this decision had been approved.
13.1 Office dept 7 – Cllrs discussed and agreed the budget for the coming year
13.2 Maintenance dept 8 – Cllrs discussed and agreed the budget for the coming year

14. Office matters
14.1 CLOUD/Email (Edge IT Systems) – The Clerk confirmed that the office was now working fully on CLOUD but the RFO had still not moved over to CLOUD on the office laptop. The only notable issue to date was the slow recall of documents from CLOUD, otherwise all systems were working well.

14.2 GDPR – payment had been made for the Council’s Data Protection Cover, more information was being sought on the GDPR and requirement for entry on the website.
14.3 Reorganisation of the office – The Handyman had offered his assistance in moving the furniture in the office, planned for November. It was noted that during the change the office would be closed to the public for a day.
14.4 Issues with use of the yard – The Clerk had approached the Landlord due to problems with other tenants use of the outside office space at the rear of the building which was impinging on the use of the inner rooms of WWPC. The Landlord agreed to ban all use of the area other than for emergency exit or disposal of waste materials to the bins and all tenants would be written to with this instruction.

15. Staffing matters
15.1 Staff leave & overtime report – noted

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15.2 Reviews & Appraisals – Cllr AP said the appraisal for the Admin Assistant remained outstanding and the RFO and Clerk would be given half yearly review in the next week or so.
15.3 Key person insurance – Clarity of whether the Council insurers can insure two key persons was being sought

16. Cllr and Clerk exchange of information – none

17. Date of next meeting – 12th November 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 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

13.3 Salaries
Cllrs discussed the office staff salaries and agreed the Clerk, RFO & Administration Assistant move to the next Scale Point in accord with their contract.
Cllrs discussed the cleaner’s salary and agreed to raise the current rate by .35p per hour.
Prop: Cllr RB, 2nd Cllr AS – carried
15.4 Staff cover/training in relation to the RFO – Cllr AS raised concern over the lack of management reports available to the Council and asked this to be reviewed with the RFO with some urgency.

There being no further business to discuss the meeting closed at 12.30pm

Chairman Cllr Mrs Bolton

Signed EMR Bolton

Date 26/11/18

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