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Agenda and draft minutes

Venue: Council Chamber, Civic Offices, Elstree Way, Borehamwood

Contact: Democratic Services 

Items
No. Item

347.

Membership

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

Minutes:

The Chairman announced that Councillor Heywood had replaced Councillor Davis as a Member of the Committee and Councillor Butler had replaced Councillor Newmark.

 

348.

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 and Officers to this last Personnel Committee meeting in 2017, in particular the Head of Planning and Economic Development and the Head of Street Scene who were attending for agenda items 8, 9 and 11. 

 

He also pointed out that the agenda for that evening’s meeting was unusual in consisting of confidential business only.

 

349.

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.

350.

Minutes pdf icon PDF 97 KB

To confirm and sign the minutes of the meeting of the Committee held on 3 October 2017.

 

Minutes:

The minutes of the meeting of the Committee held on 3 October 2017 were approved and signed as a correct record.

 

351.

Date of next meeting

The next meeting of the Committee is scheduled to take place on Tuesday 13 February 2018 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 13 February 2018 at the Civic Offices, Elstree Way, Borehamwood.

 

352.

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.       Street Scene Services Re-structure                                   1, 2 and 4

 

2.       Parking Services Re-structure                                          1, 2 and 4  

 

3.       Sickness Absence Management                                       1, 2 and 4

 

4.       Update on Change Management Process for Planning       1, 2 and 4  

      and Economic Development Staffing Restructure 

 

                                                                                       

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.   Street Scene Services Restructure                       1, 2 and 4

 

2.   Additional Staffing for Parking Services                 1, 2 and 4

      Partnership with Three Rivers District Council

 

3.   Sickness Absence Management                           1, 2 and 4

 

4.   Update on Planning and Economic                        1, 2 and 4

      Development Restructure

 

353.

Street Scene Services Re-structure

Report of Officers.

 

Minutes:

Report PER/17/20 provided details of proposed minor changes to the structure of the parks and amenities team within Street Scene Services, informed the Committee of the personnel implications of the proposals and sought authorisation to consult with staff affected.

 

Following an introduction by the Corporate Director, the HR Adviser took Members through the change management process as outlined in the report and confirmed that any financial implications would be submitted to the Executive for approval in January.

 

RESOLVED that:

 

1.     the proposals for the restructuring of the parks and amenities team in Street Scene Services be approved, subject to the outcome of the formal consultation with staff and to the financial implications being agreed by the Executive on 10 January 2018; and

 

2.     the changes to the budget and the potential redundancy costs outlined in  report section 6 be noted.

 

(Action:  Head of Street Scene Services/HR Adviser)

 

354.

Additional Staffing for the Parking Services Partnership with Three Rivers District Council

Report of Officers.

 

Minutes:

Report PER/17/15 outlined the need for additional resources in Parking Services as a result of the agreed partnership between the Council and Three Rivers District Council.

 

Responding to a Member’s question, the HR Adviser confirmed that, after two years’ employment, employees gained the same employment rights as permanent staff.

 

RESOLVED that the establishment of additional posts within Parking Services to operate the new shared Parking Services Partnership with Three Rivers District Council be approved, the additional posts to be funded under the shared service level agreement approved by the Executive on 18 October 2017.

 

(Action:  Head of Street Scene Services/HR Adviser)

 

355.

Sickness Absence Management

Report of Officers.

 

Minutes:

Report PER/17/19 provided the Committee with details of sickness absence levels in the Council for the 12-month period ending 31 October 2017. 

 

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 highlighted in particular the out-turn for overall sickness absence at the end of October 2017 which stood at 0.77 days per full time equivalent employee (FTE) and the pleasing cumulative figure of 3.06 days per employee for short term sickness absence in the preceding 12-month period.

 

          A Councillor commented that all staff involved in achieving these figures should be congratulated.  The Chairman observed that previous benchmarking with other local authorities had shown that the Council had good levels of sickness absence.”

 

          The Head of HR and Customer Services emphasised that the cumulative figure of 3.06 days per employee was still below the Committee’s target set in April 2016 of no more than 3.5 days short term sickness absence per employee.  She said that she anticipated, however, a slight rise in this figure over the winter months in accordance with the usual trend.

 

          With regard to the long term cases, she reported that the majority of these were in street scene services and acknowledged the difficulty with the nature of the job for employees with musculo skeletal problems.  She said that all efforts were made to bring people back to work which could often involve lighter duties and/or phased returns.

 

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

 

356.

Update on the Planning and Economic Development Restructure

Report of Officers.

 

Minutes:

Report PER/17/21 provided Members with an update on progress made with the restructure of the Planning and Economic Development Service.

 

The Head of Planning and Economic Development confirmed that all the Job Descriptions (JDs) had now been assessed by the Job Evaluation Panel.  The Head of HR and Customer Services pointed out an inconsistency in report Appendix B between paragraph 4 and the table in paragraph 10 regarding the grading of one post, duly noted by the Committee.

 

The Councillor with portfolio responsibility for HR matters noted that a number of the posts at higher grades had not been ring-fenced and asked whether these would be advertised externally as well as internally.  The Head of HR and Customer Services confirmed that the Chief Executive had decided to advertise externally at the same time as internally. She added that some “slotting” might take place in cases where the new post was very closely aligned to the original post.

 

A Member expressed concern that advertising in two stages, internally first and then externally, would lengthen the appointment process.  The Head of Planning and Economic Development acknowledged the point.  The Head of HR and Customer Services reminded Members that the restructure aimed to improve the career paths for planners and that the Management of Change Policy required that vacant posts be ring-fenced for displaced staff where this might provide suitable alternative employment.  She also pointed out that a minimum of four and potentially six out of ten posts would be advertised externally.  Only the more junior posts (grade 9) would be advertised internally if they remained vacant after consideration for suitable alternative employment.

 

RESOLVED that:

 

1.     the update on progress with the restructuring of the Planning and Economic Development Service, as set out in the report, be noted;

 

2.     the job descriptions and evaluated grades of new posts set out in Appendix A to the report be noted; and

 

3.     the formal consultation letter attached at Appendix B to the report be noted.

 

(Action:  Head of HR and Customer Services/Head of Planning and Economic Development)