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Agenda and minutes

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

Contact: Democratic Services  020 8207 7484

Items
No. Item

82.

Membership

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

 

Minutes:

Noted that, since the publication of the agenda, there had been no changes to the membership of the Committee.

 

83.

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 Chair welcomed Members and Officers to this first meeting of the Committee in the new municipal year.

 

The Chair announced his intention to bring forward consideration of part II item 11, Revenues and Benefits Management Restructure, in order to allow an early departure by the Head of Finance and Business Services.

 

84.

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.

85.

Minutes pdf icon PDF 72 KB

To confirm and sign the minutes of the meeting of the Committee held on 2 May 2018.

 

 

Minutes:

The minutes of the meeting of the Committee held on 2 May 2018 and those of the special meeting held on 23 May 2018 were approved and signed as correct records.

 

86.

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        

     2 May 2018

 

2.     Sickness Absence Management                                1, 2 and 4

 

3.     Restructure of Management in                                    1, 2 and 4

Revenues and Benefits

 

 

 

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.      Revenues and Benefits Management                    1, 2, 3 and 4

Restructure      

 

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

      2 May 2018

     

3.   Sickness Absence Management                            1, 2 and 4

 

87.

Management Restructure of Revenues and Benefits

Report of Officers.

 

Minutes:

The report set out proposed changes to the senior management structure of the Revenues and Benefits service areas which would bring both services together under a single joint service manager.

 

The proposals comprised phase 1 of a planned review of Revenues and Benefits with the aim and purpose of reshaping the service for the future in response to the legislative changes being faced such as Universal Credit, Business Rates Retention and the expanding tax base.

 

The Committee was requested to consider these proposals and agree the proposed new senior management structure for Revenues and Benefits.

 

The Head of Finance and Business Services took Members through the proposals laid out in the report in further detail.  He said that he had been looking at bringing the two areas together for some time with the intention of providing a multi-skilled workforce.  The recent departure of two managers had provided an opportunity to carry out the required changes and take account also of the decrease of work in one area and increase in the other.  He said that flexibility was therefore of key importance and he also proposed retaining the anticipated budgetary saving for this reason, pending stage 2 of the service review (report paragraph 2.6 refers).

 

A Member expressed concern about the implications of the roll out of Universal Credit for the Borough, which he understood had caused some difficulties for other authorities, and asked whether the Council was confident in having sufficient staff to deal with it.  The Head of Finance and Business Services replied that the Council was learning from other authorities through meetings and published information and that the main reason he wished to maximise flexibility, by retaining current temporary staff as well as the budgetary saving, was to ensure the workload could be managed.

 

RESOLVED that, subject to the outcome of consultation with staff affected, the proposed changes to the Revenues and Benefits senior management structure, as set out in section 5 of the report, be approved.

 

(Action:  Head of Finance and Business Services/Head of HR and Customer Services)

 

88.

Minutes of Local Joint Committee - 2 May 2018

To note the minutes of the meeting of the Local Joint Committee held on 2 May 2018.

 

Minutes:

The minutes of the Local Joint Committee meeting held on 2 May 2018 were noted.

 

89.

Sickness Absence Management

Report of Officers.

 

Minutes:

The report provided details of sickness absence levels in the Council for the 12-month period ending 31 May 2018. 

 

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

 

“The Head of HR and Customer Services was pleased to report that the figures had improved recently following a difficult winter and early spring period and that the short term sickness absence target of no more than 3.5 days per employee per year was still being achieved.

 

          The Head of HR and Customer Services advised that the Council was continuing with its wellbeing initiatives, which included a lunchtime walking group for staff, and monitoring of sickness absence.  She also drew the Committee’s attention to the new format of the report and advised that, following on from May, the figures for June and July were promising so far.”

 

The Head of HR and Customer Services referred the Committee to the further case information provided in Appendix A of the Personnel Committee report in respect of the reasons for long term sickness absence.  She confirmed that there were six long term cases, the majority of which were in street scene services.  Members noted the case details.

 

RESOLVED the analysis of sickness absence levels and the absence management actions taken, be noted.

 

90.

Workforce Plan 2018/19 pdf icon PDF 84 KB

The report provides an update on the Workforce Plan for 2018 to 2019.

 

 

Additional documents:

Minutes:

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

 

“The Head of HR and Customer Services referred the Committee to the local government workforce strategy - ‘Great for People for Growing Places’ and ‘Outside the Box – the council workforce of tomorrow’ which together comprised Appendix A to the report.  She reminded members that these documents had been examined in detail at the previous meeting and were now enclosed for ease of reference.

 

The Head of HR and Customer Services advised that the Workforce Plan for 2018/19 (at Appendix B), which had been approved earlier this year, had been updated further following discussion with senior          managers.  She then took the Committee through the main features     of the updated Plan and the following points were raised:

           

·             HR2 – Policies are fit for purpose.  The Head of HR and Customer    Services advised that this included developing a new policy on the      management of employee personal data to comply with General Data Protection Regulation (GDPR).

 

The Chair asked whether the Council had a dedicated officer in place to deal with the significant work entailed by GDPR.  The Head of HR and Customer Services clarified that the Chief Executive had overall responsibility.  She said that the Head of Legal and Democratic Services was acting as the Data Protection Officer as an interim measure pending consideration of a shared post with another local authority.  She advised that mandatory training had been arranged for all staff and follow-up consultancy work was being pursued.  The Head of HR and Customer Services added that GDPR was not just about the Council’s employees but also concerned its local residents and that leads of service were currently engaged in data mapping with assistance from consultants.

 

·             HR4 – Improve employee engagement.  The Head of HR and Customer Services confirmed that she and the Chief Executive would be visiting Kesteven Council to view that authority’s ‘glass box’ employee engagement process.  She extended an invitation to the Chair as a staff representative.

 

·             HR6 – Leadership development.  A Councillor expressed interest in the dynamic of Members and Officers sitting on the same board with slightly different responsibilities and asked why the decision had been made to conduct Institute of Directors (IOD) training separately for Member Directors and Officer Directors.  The Head of HR and Customer Services replied that joint training would be undertaken and that dates for IOD training had been identified in September to November 2018.

 

·             HR16 – Retain Silver Standard Investors in People. (IiP).  The Head of HR and Customer Services advised that the standard had changed and that retention involved a substantial amount of work was involved.  The proposal had been made to consider dropping or shelving the standard. 

 

        Responding to questions, she acknowledged that the standard represented a badge of achievement but at the cost of at least £3.5K to 4K for a year’s assessment.  She said that the Council had last been assessed in March 2017 when it  ...  view the full minutes text for item 90.

91.

Date of next meeting

The next meeting of the Committee is scheduled to take place on Tuesday 18 September 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 18 September 2018 at the Civic Offices, Elstree Way, Borehamwood.