Staffing-Committee-Minutes-12-November-2018.pdf

The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: contact@hellesdon-pc.gov.uk
Parish Clerk: Mark Knight

Minutes of the meeting of the Staffing Committee held on
Monday 12th November 2018 at 7pm in
The Council Chamber, Diamond Jubilee Lodge, Hellesdon

PRESENT: Cllr J Knowles (Chairman)

Cllr S Gurney Cllr Britton

Cllr S Prutton Cllr D King

Cllr Johnson

Mark Knight – Parish Clerk

The Chairman welcomed Members and opened the meeting at 7p.m. Cllr King
expressed an interest in speaking in a confidential manner to the members present
without the presence of the Parish Clerk. The Parish Clerk then left the meeting at
7.02pm, returning at 7.16pm.

1. Apologies and acceptance for absence
All were present.

2. Declarations of Interest and Dispensations
None recorded.

3. To receive approval of minutes of the committee meeting held on 27th
September 2018 from those members present at the held meeting

These were so adopted.

4. Public Participation
No members of the public present.

5. To discuss any matters arising from the financial report.

This report was noted with no questions.

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6. To consider the draft staffing budget for 2019/20.

The draft document was considered and it was AGREED that the Parish Clerk
should seek legal advice regarding the correct procedure for future staffing
planning. It was then proposed by Cllr Knowles and Seconded by Cllr Britton to
RECOMMEND the draft document with no changes to the Property, Policy and
Resources Committee.

7. 7.1 Update from the Parish Clerk about the upcoming appraisal process
and associated ongoing 121 process

Cllr Knowles gave a verbal report on meetings he had recently conducted with
three members of staff about the effectiveness of the current 121 process. The
meetings had been very useful and the aim and tone of the 121 meetings were
deemed to be acceptable and promoted open and honest communication
throughout the staff. However, it was considered that the need for frequent
meetings was no longer so pressing so it was RESOLVED to continue with the
current 121 process but only to be conducted every quarter in January, April,
July and October. The January meeting to double as the official annual
appraisal.

The documentation for the office team and the Head Groundsman was deemed
suitable but concerns were raised over the level of detail expected from the
other teams across the Council. The Parish Clerk reported that he had already
begun work on a much less onerous appraisal form for these members of staff
which will be forwarded to all members of this committee when complete, which
will be in good time for the upcoming appraisals in January 2019.

Cllr King then suggested that preparations were also made for the appraisal of
the Parish Clerk which would occur prior to all other appraisals. It was
AGREED to appoint a panel and the following members were proposed and
elected to this panel:

Cllr Knowles: Proposed by Cllr Prutton and seconded by Cllr Britton; all in
favour.

Cllr King: Proposed by Cllr Britton and seconded by Cllr Gurney; all in favour.

Cllr Prutton: Proposed by Cllr Gurney and seconded by Cllr Knowles; all in
favour.

7.2 To consider a request for the purchase of a Bodycam system at a cost
of £768.00 per annum

Much discussion took place regarding this issue:

Cllr Gurney voiced her concerns over where the Council stood on the potential
recording of minors and the perceived heavy handed nature of this piece of
equipment.

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 Cllr Prutton regarded the Bodycam as useful and the ability to record abuse
levelled at members of staff would be useful to the Police and general
safeguarding responsibilities.

Cllr Johnson voiced his concerns over staff safety whilst lone working.

Cllr Britton supported the idea if a need can be proved that it had a direct
impact on staff safety.

Cllr Knowles was worried following further research he had conducted on this
topic and the apparent appropriateness of the Bodycam. It was suggested that
the Parish Clerk start further research into what similar sized Council’s do, what
the Police recommend, what Broadland District Council do and further
clarification on the total cost.

Cllr King proposed that a Personal Privacy Assessment be conducted involving
the general public and the results to be fed back to this committee when it next
meets. It was then unanimously RESOLVED to do so.

7.3 To review the current effectiveness of the Skyguard alarm system

It was considered that the Skyguard alarm system was a separate issue and
provided a different layer of protection to the staff and it was AGREED to
continue with the system for the time being with clear guidance and
expectations given to all staff who use the system that they must be worn at all
times.

7.4 Verbal update from the Parish Clerk

The Parish Clerk gave a brief progress report on staffing issues

8. Exchange of Information

None.

8. Date, Time and Venue of next meeting
It was agreed to meet on Monday 4th March 2019 at 7.00pm at Diamond
Jubilee Lodge.

The meeting closed at 8.25p.m.

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