Inspire Leadership Team Meeting Minutes: 2nd March 2017; 8th March 2017; 15 March 2017; 29 March 2017
Thursday 2nd March 2017
Inspire HQ, Glaisdale
Present: Kirsty Blyth, Ruth Imeson, Carol Newman, Peter Gaw, Nick London, Ian Bond, Andrew Kordecki, Gary Porter, Sharon Elliott
Item No. / Comment / Action1 / Minutes and matters arising from the previous meeting
Data transfer issues are ongoing - novation/permissions for licenses – currently with NCC to resolve. We are waiting for our own space to transfer the data to. PG to put a formal request in to Tracy Hill to achieve this. / PG
Invest to save – motion sensors at Mansfield /Archives and hand dryers on order.
Staff forum- meetings in process – RW sending out invitations / RW
P-cards – review what’s spent on p-cards and procurement savings / AK and NL
Matrix/CSE assessments next week
Funding bid has gone in for Adult Education for SFA money for £1.5m – scheduled to hear by 17th May although it may be later.
VAT – always pay on an invoice; request a VAT invoice if it isn’t one; need to know the difference between vat exempt and zero rated. Need to provide VAT receipts – to be scanned in to the email account – subject line date – / All.
2. / AOBs
IR35
Relates to self-employed people. New public sector companies cannot rely on existing rules and need to pay their tax/NI. Definition of public sector – have to respond to FOI. Still need a process to determine whether a self-employed person is a contractor or employed. Need a policy to determine whether someone is an employee or a contractor.
-We will see the guidance from NCC
Review and take legal advice as necessary / PG
3 / IMT pricing
Paper discussed recommendations agreed
4 / Business planning
ILT working on team plans / All
5 / Direct Delivery Update
Update discussed. IB is implementing plan to increase learners’ uptake. IB to follow through including looking at use of smaller libraries. NB – rhyme rattle roll not to be included for learning figures. / IB
6 / ILT – Leadership and Management
Richard outlined different approaches – individual, meeting Inspire’s vision/strategy/business planning / PG to follow up in business plan
7 / Grads4Nottingham/ NTU individual placements
October – individual placements – October – March- 10 working days
Grads4Nottingham - NTU scheme – groups of university students. Ideas discussed – media contacts database; market research; Inspire membership engagement; mystery shopping/customer journey; meeting room hire; learner voice; potential IT infrastructure – solutions focus; requirements gathering internally; what does the younger generation want of the journey; website development – user testing
-Prioritise media contacts; meeting room hire Archives/Mansfield; customer journey;
Year long under-graduate placements
Work up October ideas
SE, RI and GP to write up the three suggestions & RW to send off
RI to follow up with RW re year long placement
RW to follow up with ILT members / RW, SE RI GP
8 / Long Service Award
Long-service award – systems are now in place to administer this. Agreed also to award a one-off day off in the year of the 25th anniversary. Certificate after 10 years’ service. 40 years’ – another £100, optional tea with PG/Chair of Board, certificate. / KB and RW
9 / Budget setting
Deadline 3rd March for returns to AK / All
10 / Budget - Council
Reviewing budget options on behalf of the Council. / PG
11 / Compliance log update
PCIDSS – NL doing a return / NL
Still subject to PSN requirements whilst part of the NCC network
Add in driving license check to annual review / KB/RW
NL to check driving guidance / NL
OHSAS assessment July
NL to follow up on Board advice re risk register / NL
RSA have reviewed safeguarding – the new safeguarding working group will pick up on any actions / NL
12 / Inventories
Have been updated and values attached. Thanks to all involved to be put in staff bulletin and the need to maintain them. / NL
13 / ACE Research and Funding Opportunity – Equality and Diversity
ACE research project - possible dementia focus – memory lane bags; dementia friendly films; songs and scones
CN to project management it working with GP / CN
14 / Stopford room booking
Deferred
15 / Budget and finance
P11 results – on target
16 / Communications
Short update
17 / Compliance
No issues
18 / Contract Performance
Updated proforma with quarterly reporting now in operation
19 / Health and Safety
No issues
20 / Safeguarding
Insurance audit carried out
No issues
21 / Staffing issue/recruitment
IB will look at his structure in the light of forthcoming vacancies
Staffing issues discussed
22 / Risk log
Reviewed
23 / Round table
RI – testimony films – working on a film about Raleigh – over 50 images used on film – BBC4 9pm March 15thiplayer & BBC Nottingham are working on how Nottinghamshire prepared for a Nazi invasion
SE - Social media review just starting
IB - Mock Ofsted in process
PG – SCL innovation review – learnt some techniques
Wednesday 8th March 2017
Inspire HQ, Glaisdale
Present: Kirsty Blyth, Ruth Imeson, Carol Newman, Peter Gaw, Nick London, Ian Bond, Gary Porter, Sharon Elliott
Apologies: Andrew Kordecki
Item No. / Comment / Action1 / No to hate pledge
Agreed to sign up to the policy
Article for Bulletin around that we’ve signed up for it including procedure for reporting/ training / RW
2 / Class / EFA staffing request
Proposal to recruit a new tutor agreed
3 / Stopford System and Room Booking
Paper discussed –
-PLI – Nick to go back to the insurer to confirm position for room hire – not charge them & check for speakers / NL
-Centralised booking system – Jo Burman to do a process map to map processes involved in room bookings/ potential solutions – and to investigate other offers. NL to scope an appropriate terms of reference for Jo. Also to look at keyholding.
-GP to identify which libraries are suitable to use for learning centres and liaise with IB / NL
GP & IB
4 / Business Planning
Katharine is planning half a day for business planning.
Wednesday 15th March 2017
Inspire HQ, Glaisdale
Present: Kirsty Blyth, Ruth Imeson, Carol Newman, Peter Gaw, Nick London, Ian Bond, Gary Porter, Sharon Elliott, Andrew Kordecki
Apologies: Nick London
Item No. / Comment / Action1 / Finance update
Forecasts now submitted but were late. Finance team working on them. Some further information coming from NCC. On target for producing the budget by the end of March..
Auditors have been in and carried out walk through test – systems test went ok.
VAT – Sue Puttergill working on this with others. VAT expert in this afternoon. Issues with coding – internally and with NCC. Conference call with Alan Mellor/Sarah Sunderland tomorrow.
2 / ACE Equality and Diversity
Grant form received
3 / Vacancies
Balderton vacancy advertised unfilled – to be readvertised temp until March 184
Lib manager vacancy forthcoming at Newark – to be advertised externally permanently
4 / PSQG – Archives survey
Results – 95% satisfaction; 94% new skills; 100% enjoyed; 100% inspired to find out more
5 / April contract meeting
To review actions / All
6 / Direct delivery
Planning day last week – block booked venues/tutors. On track to have a comprehensive programme. Currently at 450
Planning for 17/18 on 30th March. Suggest segment it into sections & have a creative session with Inspire colleagues. Will be producing a prospectus. Also looking at the customer journey – and how support for booking is achieved.
7 / Business cards
New order going in – details to Sharon by tomorrow
Wednesday 29th March 2017
Inspire HQ, Glaisdale
Present: Nick London, Ruth Imeson, Carol Newman, Peter Gaw, Ian Bond, Gary Porter, Sharon Elliott
Apologies: Kirsty Blyth, Andrew Kordecki
Item No. / Comment / Action1 / Business Planning with Board members
Peter outlined the approach to this afternoon’s meeting.
2 / Mutual support
Discussed some areas of service delivery particularly in libraries and archives where Inspire could learn from the approaches taken by other Mutuals. Peter will set up a meeting with York colleagues. / PG
3 / CLASS / EFA Staffing Request
Agreed to create a permanent grade 5 post dedicated to growing and supporting Traineeships and enable EFA funded provision to grow without requiring an additional centre. Salary and on costs will be covered through the Traineeships delivered. / IB
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