PERSONNEL AND ADMINISTRATION COMMITTEE, THURSDAY 8TH OCTOBER 2009, CIVIC HALL 6.00pm
Admission of the Public and Media
Members of the Public and Media are welcome to attend in accordance with the Public Bodies (Admission to Meeting) Act 1960 Section 1.
Public Participation
Public Participation will take place before the commencement of the meeting and will be in accordance with Standing Order No. 11.
AGENDA
1. Apologies
2. Declarations of Interests - Members are reminded to declare any personal or prejudicial interests on any item on this agenda in accordance with the Council’s Code of Conduct
3. To agree the minutes of the meeting held on 18th May 2009 (not attached, sent out with Council papers for 8th June 2009), and the joint meeting with Finance and General Purposes held on 7th September 2009 (not attached, sent out with Council papers for 14th September 2009)
4. Questions on the minutes as to the progress of any item
5. Town Clerk’s report, to follow
6. One Stop Shop update, to follow
7. Correspondence, for information
Dominic Stapleton
Town Clerk
5th October 2009
MINUTES
210. PRESENT
Councillors:
- Mr W Service (Chair)
- Mrs M Davies
- Mrs A Service
- Mrs J Murphy
- Mr P Hayward
Officers:
- Mr D Stapleton (Town Clerk)
211. APOLOGIES
Mr B Griffiths (Business) and Mr T Harbour (Sick).
212. DECLARATIONS OF INTERESTS
Members were reminded to declare any personal or prejudicial interests on any item on the agenda in accordance with the Council’s Code of Conduct. There were no interests declared.
213. MINUTES
RESOLVED that the minutes of the meeting held on 18th May 2009 and the joint meeting with Finance and General Purposes held on 7th September 2009 be approved and signed as a true and correct record.
214. TOWN CLERK'S REPORT
(a) Staffing
(i) It was reported that the outside staff have one full time post vacant and this would be advertised in spring next year.
(ii) The Part Time Clerical Assistant had left immediately following the recommendation at the joint meeting on 7th September to not fund the post beyond 1st April 2010 when SODC cease their contribution to the One Stop Shop. (Minute 215 below refers)
(b) Training
(ii) Town Clerk – Mr D Stapleton
Has completed the diploma level (level 2/years 3 & 4), started level 3 (years 5 & 6) of the renamed Community Engagement and Governance degree course at the University of Gloucestershire. Next residential is January 2010 with a field trip to Switzerland planned for March 2010.
NOTED
(ii) Deputy Town Clerk – Mr S Carter
Has registered, and is working on both the Certificate in Local Council Administration (CiLCA) and Working with your Council (WWYC) training package with the Society of Local Council Clerks.
NOTED
(iii) Finance and Admin Officer – Mrs S Hickman
The Finance and Admin Officer resumed her AAT intermediate level course in September 2009.
NOTED
(c) Website
The Deputy Town Clerk was now updating on a regular basis and any feedback from members would be welcome.
NOTED
(d) Fleet Meadow Community Association
A verbal update was given on the accounts.
NOTED
(e) Society of Local Councils Clerks (SLCC) and the National Association of Local Councils (NALC)
SLCC National Conference to be held Thursday 22nd to Sunday 25th October in Daventry, and NALC Larger Councils Conference and Exhibition to be held in London on 2nd December 2009. Town Clerk will be attending both.
NOTED
(f) Audit for Year End 31st March 2009
Audit completed with no observations or matters raised. The full report will be going to Council on 12th October 2009.
NOTED
(g) Outside Service Providers – Ellis Whittam
Currently reviewing all employment contracts and the staff handbook. A full H&S inspection has been conducted, a report received and action being taken following the report.
NOTED
(h) Pay and Conditions
The pay scales from 1st April 2009 have been received; they increased by around 1%. The number of days annual leave for employees with less than 5 years continuous service has increased from 20 to 21, with this rising to 25 after 5 years continuous service. NOTED
(i) Computer System
The computer system and server need reviewing. The server is over 80% full, and individual PCs have slowed down considerably over the last few months. Quotations for replacements and or alternative options to having a server on site are being investigated.
NOTED
215. ONE STOP SHOP (OSS) UPDATE
Following the recommendation at the 7th September 2009 meeting to not fund the Part Time Clerical Assistant post following the ceasing of SODC funding contribution from 1st April 2010, it was reported that the incumbent had left immediately. It was also reported that the departure was causing problems with staffing levels in the OSS particularly on Mondays and Fridays when another staff member is not in the office. It was also noted that the County Council do not provide any funding for the OSS which deals with their enquiries.
The committee considered and discussed the current staffing levels, lone working, the opening hours, the telephone system and the signage outside the OSS.
RECOMMENDED that:
(a) the Town Clerk monitor the current staffing situation for a three month period to early January 2010 and report back the occasions the OSS had to close and for what reason.
(b) a risk assessment on lone working is completed for office staff.
(c) the telephone system and outside signage are investigated with a view to directing callers to other appropriate organisations.
The Meeting commenced at 6.00pm and closed at 7.00pm
Chair
