Office & Staffing Committee meeting, 07/01/2019 – minutes

Minutes of a meeting of the Office & Staffing Committee of the Council on Monday 7th January 2019 at 10.00am at the Parish Council Office at 2 School Road, Wellesbourne

Present: Chairman: Cllr Mrs Bolton Councillors: 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 – Agreed

5. Identification of any items that might be resolved for confidential session – Item 12.3 as staffing issue.

6. Confirmation of the minutes 26th November 2018 – agreed

7. Matters arising (not included in the agenda)
7.1 Consideration of purchase of mobile for use by staff – Cllr AP to make enquiries into availability

8. Open Session for members of the public to raise any matters of relevance to the Parish – None
9. Budget – 2018/19
9.1 Budget update – It was noted there had been slight underspend of the budget areas to this point of the year.

10. Budget – 2019/20
10.1 NALC salary scales – The Clerk provided a breakdown of all salary obligations to go with the NALC scales. It was noted that the scale numbering had been altered and all staff would be made aware of this in their annual salary letter.

11. Office matters
11.1 Reorganisation of the office update– The office was now working well, it was noted that the Clerk now had a replacement desk to install and that the basement clearance remained outstanding (intended clearance would be carried out in February)
11.2 Councillor shared drive – order of files – The Clerk suggested all uploaded current files remained in the areas filed unchanged but that all new data be placed into new folders (this was to permit set up of filing to Cllr need and to make date order possible) It was agreed that new folders would be set up and Cllrs would review this at the next meeting of the committee.
Action: set up new folders on Councillor shared drive By: office
11.3 Councillor shared drive – documents to upload – Cllr AP
Core Strategy Neighbourhood Plan Building Advice document (SDC) NPPF Village Design Statement

12. Staffing matters
12.1 Staff leave & overtime report – noted
12.2 Reviews & Appraisals – Cllr AP confirmed all appraisals were now complete. It was queried as to whether targets given to staff should be shared with the Chairman of the relevant committees and agreed that with staff permission this would be done.
Action: Ask staff if they would permit targets set to be shared with committee Chairman. By: Clerk
12.3 – RFO holiday allocation – moved to confidential session – Cllrs considered the leave calculations and found them to be sound. It was also agreed no change of working days would be made.

12.4 Cllr AS asked what mitigations were in place to cover long term sick leave of either the Clerk or RFO, it was agreed to approach SAGE and larger Parish Councils to see if they could provide temporary cover for the RFO role.
Action: Contact SAGE & Other similar sized Councils asking if they could assist in a crisis. BY: Office

13. Cllr and Clerk exchange of information – None

14. Date of next meeting – 4th March 2018

There being no further business to discuss, the meeting closed at 11.40am

Chairman: Cllr Mrs Bolton

Signed E M R Bolton

Date 4/3/19

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