Home > Your Council > Agenda and minutes





Agenda and minutes

Venue: Committee Rooms A and B, Civic Offices, Elstree Way, Borehamwood

Contact: Democratic Services 

Items
No. Item

88.

Membership

To receive details of any changes in membership of this Committee notified since the agenda was printed.

Minutes:

Councillor Turner had replaced Councillor Sarah Hodgson-Jones as a Member of the Committee.

 

89.

Communications and apologies

(a)            Communications (if any) relating to business on the agenda.

 

(b)            Apologies for absence.

 

(c)        To receive presentations (if any) made in pursuance of a petition in accordance with the Council’s Constitution.

 

No presentation shall exceed five minutes and consideration of the subject matter will normally take place at the next ordinary scheduled meeting of the Committee and not at this meeting.

Minutes:

The Chairman welcomed members to this first meeting in the new Local Government year.

 

90.

Declarations of Interest

Members are required to declare any disclosable pecuniary interests they or their spouse/partner have in any matter which is to be considered at this meeting.  Members must also declare any other pecuniary or non-pecuniary interests they have in any matter to be considered at this meeting. The responsibility for declaring an interest rests solely with the member concerned.

 

Members must clearly state to the meeting the existence and nature of any disclosable pecuniary interest, other pecuniary interest or non‑pecuniary interest and the agenda item(s) to which it/they apply.

 

Disclosable Pecuniary Interests are prescribed by the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 as follows;

 

Employment, office, trade, profession or vocation

Any employment, office, trade, profession or vocation carried on for profit or gain.

 

 

 

Sponsorship

Any payment or provision of any other financial benefit (other than from the relevant authority) made or provided within the relevant period in respect of any expenses incurred by a member in carrying out duties as a member, or towards your election expenses. This includes any payment or financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992.

 

 

Contracts

Any contract which is made between the relevant person (or a body in which the relevant person has a beneficial interest) and the relevant authority— (a) under which goods or services are to be provided or works are to be executed; and (b) which has not been fully discharged.

 

 

Land

Any beneficial interest in land which is within the area of the relevant authority.

 

 

Licences

Any licence (alone or jointly with others) to occupy land in the area of the relevant authority for a month or longer.

 

Corporate tenancies

Any tenancy where (to the member’s knowledge) - (a) the landlord is the relevant authority; and (b) the tenant is a body in which the relevant person has a beneficial interest.

 

 

Securities

Any beneficial interest in securities of a body where - (a) that body (to the member’s knowledge) has a place of business or land in the area of the relevant authority; and (b) either (i) the total nominal value of the securities exceeds £25,000 or one hundredth of the total issued share capital of that body; or
(ii) if the share capital of that body is of more than one class, the total nominal value of the shares of any one class in which the relevant person has a beneficial interest exceeds one hundredth of the total issued share capital of that class.

 

In cases of disclosable pecuniary interest, Members must withdraw from the meeting room while the matter is being considered.

 

 

Minutes:

No Members had an interest to declare in any of the items of business on the agenda.

91.

Minutes pdf icon PDF 92 KB

To confirm and sign the minutes of the meeting of the Committee held on 25 April 2017 and those of the special meeting held on 17 May 2017.

 

Additional documents:

Minutes:

The minutes of the meeting of the Committee held on 25 April 2017 and those of the special meeting held on 17 May 2017 were approved and signed as correct records.

 

92.

Update on Investors in People Inspection

The assessor, Mr Simon Bayliss, will attend the meeting to present the report and final results of the Investors in People Assessment carried out during March 2017.

 

Minutes:

Members noted the presentation of this report to the Local Joint Committee and its discussion as set out below:

 

“The HR Operations Manager introduced Mr Simon Bayliss who had carried out an assessment earlier this year in relation to the Council’s application for a Silver award.  The assessor then presented his report, copies of which were tabled at the meeting together with copies of Hertsmere’s 2020 Vision.

             

It was reported that the assessment had revealed that the Council was a true ‘people organisation’ and had a strong and supportive ethos with a focus on learning and development for all staff.  As a result, the standard had been met with sufficient additional evidence to achieve a Silver award.  The assessor emphasised that, during the assessment, staff had been able to describe a number of changes          that had been identified as opportunities to improve during the previous assessment.  These included, amongst others, the revised appraisal format, introduction of the Etarmis time recording system and clearer streamlined policies and procedures.

 

During discussion, the following points were raised:

 

·         a staff representative did not agree with the need for the Chief Executive       to brief staff on a more frequent basis;

·         responding to a question on comparisons with other local authorities, the       Committee was informed that this Council was performing well; about 5%      of councils had achieved a Gold award;

·         in terms of building managers’ confidence and skills, developing values          headings and behaviours was recommended.”

 

RESOLVED that the presentation and content of the Investors in People Assessment Report be noted.

 

93.

Workforce Plan 2017/18 pdf icon PDF 178 KB

The report provides an update on the Workforce Plan for 2017 to 2018.

 

Additional documents:

Minutes:

Members noted the presentation of this report to the Local Joint Committee and its discussion as set out below:

 

“The Head of HR and Customer Services presented the report,  highlighting for the Committee’s particular attention, paragraphs 3.1.2, 3.1.5 and  3.1.7, which concerned respectively the following topics:

 

·          Para 3.1.2 - use of ‘letters of expectation’ within the Council’s Discipline, Grievance, Capability, Sickness Absence and Dignity at Work policies in order to consolidate the informal resolution of problems and avoid formal procedures.  In response to some concerns from staff members, the Head of HR and Customer Services that the proposal was intended as a tool for managers to resolve a problem informally before it became formal.  She emphasised that the letter was not a formal action, nor was it meant to be punitive.  She added that it was not always understood that the purpose of disciplinary action was always correction rather than punishment.  Responding to a Councillor’s question, the Head of HR and Customer Services confirmed that recognition from a manager would be given to an employee, during appraisals and 1:1 meetings, where the matter had progressed positively as compliance with the letter was an indication of a person’s willingness to embrace change.

 

·          Para 3.1.5 – development of a protocol for the use of audio recordings of meetings where an HR Adviser was present in a professional capacity.  The Head of HR and Customer Services stressed the importance of having a protocol in place and that advice from the Head of Legal would be taken in this regard.  Concerns were expressed by both the staff and councillor sides in terms of a person’s awareness that a meeting was being recorded and that the recording could be retained.  A Councillor advised that the form of device was immaterial but that it was possible to give a recording a unique code to prevent it being tampered with.  He said that the IS department would be able to help with the matter of generating unique codes.  It was agreed that this action would provide some assurance.  The Vice-Chairman (of the LJC) considered that it was of vital importance however for staff to be made aware of recordings taking place, through use of an advisory sign on the interview desk, for example.

 

·         Para 3.1.7 – development of proposals to toughen up the Council’s Abusive Behaviour Policy.  The HR Operations Manager advised that the Corporate Health and Safety group had highlighted the increased incidence of abusive behaviour towards staff from customers.  She said that the general view was that the bar was currently being set too high, particularly with regard to verbal abuse on the telephone.  Responding to a Councillor’s question on action taken with repeat offenders, the Head of HR and Customer Services advised that people could be placed on the Council’s Potentially Violent Persons List but further action was clearly needed.  The Committee was referred to Appendix A to the report which set out the strategy for tackling the abuse of staff.”

 

RESOLVED that:

 

1.  ...  view the full minutes text for item 93.

94.

Pay Policy Statement pdf icon PDF 101 KB

Report to follow.

 

Additional documents:

  • Appendix

Minutes:

Report PER/17/11 provided the Committee with an ‘in-year’ update to the Pay Policy Statement for 2017/18 which had been adopted by the Council at its meeting on 28 February 2017.  Copies of the report’s appendix were tabled at the meeting.

 

The Head of HR and Customer Services presented the report and highlighted the changes in the appended revised Pay Policy Statement.  She advised Members that the severance payment mentioned therein had not taken effect until the end of April 2017 and reminded them of the resultant interim arrangements put in place and reported at the last meeting of the Committee.  She said that these arrangements had been reviewed and found to be working satisfactorily.  The need had been established therefore to put the arrangements on a permanent footing and adjust the relevant remuneration accordingly.  As agreed at the previous meeting, external advice had been sought and an independent evaluation of the pay structure carried out which had resulted in the revisions to the Statement now presented to Members.

 

RESOLVED that the updated Pay Policy Statement for 2017/18, attached as Appendix A to the report, be approved for recommendation to the Council on 12 July 2017.

 

(Action:  Head of HR and Customer Services)

 

95.

Date of next meeting

The next meeting of the Committee is scheduled to take place on Tuesday 3 October 2017 at the conclusion of the Local Joint Committee meeting.

 

Minutes:

Noted that the next meeting of the Committee was scheduled to take place on Tuesday, 3 October 2017 at the Civic Offices, Elstree Way, Borehamwood.

 

96.

Exclusion of public

Recommendation that, under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part I, Schedule 12A to the said Act:-

 

Part II Agenda Item                                                             Paragraphs in

                                                                                                    Schedule 12A

 

1.       Minutes of the LJC meeting held on                                  1, 2 and 4      

25 April 2017                                                                

 

2.       Sickness Absence Management                                        1, 2 and 4

 

3.       Organisational Review Update                                          1, 2, 3 and 4        

 

Minutes:

RESOLVED that, under Section 100A (4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part I, Schedule 12A to the said Act:-

 

Part II Agenda Item                               Paragraphs in Schedule 12A

 

1.      Minutes of the LJC Meeting held on                      1, 2 and 4

25 April 2017                                                      

 

2.   Sickness Absence Management                           1, 2 and 4

 

2.      Organisational Review Update                              1, 2, 3 and 4

 

97.

Minutes of Local Joint Committee - 25 April 2017

To note the minutes of the meeting of the Local Joint Committee held on 25 April 2017.

 

Minutes:

The minutes of the Local Joint Committee meeting held on 25 April 2017 were noted.

 

98.

Sickness Absence Management

Report of Officers.

 

Minutes:

Members noted the presentation of this report to the Local Joint Committee and its discussion as set out below:

 

“The report provided details of sickness absence levels in the Council for the 12-month period ending 31 May 2017. 

 

The HR Operations Manager pointed out an error in the figures stated in report paragraph 2.2 which should read: “The out-turn for overall sickness for the month ended 31 May 2017 is 0.63 days per FTE, which is slightly up by 0.19 days per FTE from the previous month of 0.44.”

         

She highlighted for the Committee’s particular attention report paragraph 2.3 which indicated a cumulative figure for short term sickness absence in the 12‑month period ending 31 May 2017 of only 3.38 days per employee, below the target set in April 2016 of no more than 3.5 days per employee.  She added that the overall cumulative figure for the rolling year was 6.88 days per employee.  Members welcomed these figures which were regarded as phenomenal achievements.

 

The HR Operations Manager also referred the Committee to report paragraph 9.2 which mentioned a health and wellbeing week (rather than the usual one‑day event) to be held in the week beginning 25 September and for which staff suggestions were sought.  The Vice‑Chairman (of the LJC) suggested that the opportunity could be taken to promote the Council’s excellent cycling scheme which was the subject of a staff item to be raised later at this meeting.

 

A Councillor was pleased to note that the FirstCare analysis at Appendix C (agenda page 41) showed that 49.49% of all employees had taken zero sickness absence in the last year.  She said that this was an excellent result which staff should be proud of.”

 

RESOLVED that the out-turn for sickness absence levels in the 12-month period ended 31 May 2017, as set out in Appendices A and B, along with the related analysis set out in the report, be noted.

 

99.

Organisational Review Update

Report of Officers.

 

Minutes:

Report PER/17/14 provided the Committee with an update on progress made in consolidating stage 2 of the organisational review.

 

The Head of HR and Customer Services presented the report and its appendix which comprised the independent pay evaluation report from the East of England Local Government Association (Minute 30 refers).  Copies of the report’s appendix were circulated in part II of the agenda.

 

RESOLVED that:

 

1.     progress towards consolidation of stage 2 of the organisational review, as set out in the report, be noted;

 

2.     the advice contained in the report on senior pay from the East of England Local Government Association, at Appendix A to PER/17/14, be noted; and

 

3.     the job evaluation outcomes and related pay proposals set out in Appendix A to Report PER/17/14 be agreed in principle for recommended approval by the Council, subject to consultation with staff affected and the financial implications being agreed by the Executive.

 

(Action:  Head of HR and Customer Services)