PERSONNEL AND ADMINISTRATION COMMITTEE, MONDAY 15TH FEBRUARY 2010, CIVIC HALL 7.30PM
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 8th October 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
7. Correspondence, for information
Dominic Stapleton
Town Clerk
10th February 2010
MINUTES
374. PRESENT
Councillors:
- Mr W Service (Chair)
- Mr T Harbour (Vice-Chair)
- Mrs A Service
- Mr P Hayward (Ex-Officio without voting rights)
- Mrs E Hards (for Mrs M Davies)
- Mr B Griffiths
Officers:
- Mr D Stapleton (Town Clerk)
375. APOLOGIES
Mrs J Murphy (Business) and Mrs M Davies (Sick).
376. 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.
377. MINUTES
RESOLVED that the minutes of the meeting held on 8th October 2009 be approved and signed as a true and correct record.
378. TOWN CLERK'S REPORT
The report included an update on; staffing, professional training and development, training courses, the website, Fleet Meadow Community Association accounts, the Audit, leave and appraisals.
NOTED
379. ONE STOP SHOP (OSS) UPDATE
Referring to the recommendations and Council approvals at minute 215, it was noted that a risk assessment had been completed on lone working for office staff and this would now be added to the annual risk assessment. Alternative forms of warning devices and alarms for lone working staff was to be investigated, along with specific training on dealing with aggression.
It was reported that the OSS had to close for a total of 12 days over the preceding 3 months and this was mainly due to staff shortages on Mondays and Fridays. It was noted that staff are keen to keep the OSS open for as many days as possible and were involved in the completion of the lone working risk assessment.
With the refurbishment of the Town Council offices being a part of the Civic Hall project, the issue of the telephone system and outside signage to direct callers/visitors to appropriate organisations following the cessation of SODC funding from 1st April 2010, was postponed.
Members were reminded that SODC funding ceases to the OSS on 1st April 2010 and that Oxfordshire County Council do not make a contribution. Following discussion:
RECOMMENDED that:
(a) the OSS is renamed the Didcot Town Council Information Centre from 1st April 2010
(b) the issue of lone working and the telephone system and signage are considered during the refurbishment of the Town Council offices
(c) from 1st April 2010, the Didcot Town Council Information Centre provides a service for Town Council responsibilities and functions only and acts as a signpost for County Council, District Council and other external organisations.
The Meeting commenced at 7.30pm and closed at 8.10pm
Chair
