Office & Staffing Committee meeting, 04/03/2019 – minutes

Minutes for a meeting of the Office & Staffing Committee of the Council taking on Monday 4th March 2019 at 10.00am at the Parish Council Office at 2 School Road, Wellesbourne

Chairman: Cllr Mrs Bolton Councillors: Barritt, Mrs Prior, Shepherd Clerk: Mrs Scriven Member of public: 0

1. Welcome

2. Apologies for Absence – none

3. Declarations of Interest – none

4. Confirmation of the order of the Agenda – Add at 12.5 Barclays Bank payment issue & 12.6 personal matter – agreed

5. Identification of any items that might be resolved for confidential session – Items 12.5 & 12.6 refers to staff – agreed

6. Confirmation of the minutes 7th January 2019 – 11.2 add before closed bracket – and to make date order possible,
add 12.4 in front of last paragraph regarding Clerk/RFO leave – agreed with amendment

7. Matters arising (not included in the agenda)
7.1 Consideration of purchase of mobile for use by staff – Cllr Mrs AP- outstanding item to be carried forward to next agenda

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 – Cllrs considered the expenditure against budget noting there were some areas of underspend but otherwise was on track.

10. Office matters
10.1 Reorganisation of the office update– Clerk – The office was more efficient for staff in its new configuration. It was noted that the basement clearance would be a longer task starting with clearance of unrequired items. The Clerk suggested items retained for up to 6 years thereafter sent to the Records Office or destroyed.
Action: Clearance schedule to be arranged with assistance of the Council’s Retention policy By; Office
10.2 Councillor shared drive – order of files – Clerk to review this with the Admin Assistant.
10.3 Councillor shared drive – documents to upload – documents to be uploaded still – Cllr Mrs AP & Clerk to review.

11. Staffing matters
11.1 Staff leave & overtime report – Cllrs considered the report and it was agreed that the Clerk’s leave should be carried forward to next year.
Action: Recommendation that due to exceptional circumstances the Staffing and Office Committee agreed the 6 days outstanding be carried forward to be taken by the end of May 2019 Prop Cllr Mrs RB, 2nd Cllr Mrs Prior, carried
11.2 Reviews & Appraisals update – Cllr AP confirmed all appraisals had been completed, the next full appraisals to be carried out in April 2019, dates to be confirmed.
11.3 Temporary cover for any RFO absence – no further progress to date
11.4 Staff training – WALC courses – The Clerk suggested the Admin Assistant might benefit from attending a course on using social media to promote the Council in May. Councillors agreed this would be useful if the Admin Assistant is able to attend.

12. Cllr and Clerk exchange of information
Cllr Mrs Prior – The Clerk or Chairman had not been contacted about the Southern Area WALC meeting. An email from the Chairman of the SAW committee had been received tersely noting that there had been no attendance.
Action: A letter to WALC (John Crossling) requesting that Chairman as well as Clerks are sent the meeting details By: Clerk

13. Date of next meeting – 29th April 2019

Items 12.5 Barclays Bank payment issue & 12.6 personal matter – moved to confidential as staffing matters

There being no further business to discuss, the meeting closed at 11.20am

Chairman Cllr Bolton
Signed E M R Bolton
Date 29.4.19
(completed 4th March 2019)

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