Agenda and minutes

Venue: Council Chamber - Council Offices, Thorpe Road, Weeley, CO16 9AJ. View directions

Contact: Katie Sullivan 01255 686 585 

Items
No. Item

17.

Apologies for Absence and Substitutions

The Committee is asked to note any apologies for absence and substitutions received from Members.

Minutes:

Apologies for absence were submitted on behalf of Councillors Broderick (with Councillor Winfield substituting) and Callender (with no substitute).

 

In the absence of the Chairman of the Committee, Councillor Callender, the Chair was occupied by the Vice-Chairman, Councillor Chapman.

18.

Minutes of the Last Meeting pdf icon PDF 75 KB

To confirm and sign as a correct record, the minutes of the last meeting of the Committee, held on 15 November 2016.

Minutes:

The minutes of the last meeting of the Committee, held on 15 November 2016, were approved as a correct record and signed by the Chairman.

19.

Declarations of Interest

Councillors are invited to declare any Disclosable Pecuniary Interests or other interests, and the nature of it, in relation to any item on the Agenda.

 

Minutes:

There were no declarations of interest made by Members at this time.

 

The Chief Executive, Ian Davidson, declared a pecuniary interest in respect of item A.3 of the Report of the Corporate Director (Corporate Services) – Pay Policy Statement 2017/2018.

20.

Report of the Corporate Director (Corporate Services) - A.1 - Learning and Development Update pdf icon PDF 157 KB

To provide the Committee with an update on Learning and Development (L&D) activity during 2016/17.

Minutes:

There was submitted a report by the Corporate Director (Corporate Services), which presented to the Committee an update on Learning and Development (L&D) activity during 2016/17.

 

The Council’s Organisational Development Manager (Carol Magnus) informed Members that throughout the financial year 2016/17 a number of new courses had been centrally organised as part of the Organisational Development function. One of the main areas for attention was that of giving junior or less experienced managers skills training on the people management and procedural aspects of their role. This had included recruitment and interviews, resolving and managing conflict, managing stress, managing sickness absence, performance management and appraisal. All courses were delivered by external providers working very closely with the Organisational Development Manager and the HR Operations Manager on design, development and content.

 

It was reported that the established Management Development Programme (MDP), had completed its third consecutive cohort in April 2016. The programme had included an additional element whereby the participants had worked in three groups on different work related projects and had given a final presentation to senior managers. The innovative project work on falls prevention in the elderly, by one group, had resulted in an expansion and continuation of the work within TDC supported housing and had the full support of the Health and Wellbeing Board and continued to be partnered with Anglia Community Enterprise (ACE).

 

Following the success of the MDP an experimental short programme had been piloted for the ‘alumni’. This group had self-selected and gone through two workshops which were interspersed with work in two sessions of self-managed Action Learning Sets. The group were challenged to look at the national picture for local government service delivery, its changing role and to then consider their roles as leaders and managers in supporting TDC, through its Corporate Plan and Transformation Programme. The short programme concluded in February 2017 and the group, following discussion with Corporate Directors, had formed a ‘pulse group/change champion group’ to actively support the Office Transformation Programme.

 

Members were informed that the staff sponsorship programme continued to be well-used and the principle of ‘grow our own’ was well-established.

 

It was reported that a new solution-focussed coaching programme had just been introduced. Twelve managers, including four Heads of Service, had completed the programme in January 2017 to become coaches. During 2017 further training would be provided to embed this pragmatic change based approach throughout the organisation. As well as benefitting the organisation, this would also addresses one of the action points from the IIP Action Plan.

 

Members were informed that additional development of staff for their specific technical areas of expertise as part of ongoing continuous professional development (CPD) were identified and organised by their respective departmental managers.

 

Looking forward to the financial year 2017/18 the focus would be on ‘back to basics’ to ensure that all mandatory compliance training were up to date or being addressed on subjects such as health and safety, safeguarding and  lone working. Work to develop the people management skills of staff  ...  view the full minutes text for item 20.

21.

Report of the Corporate Director (Corporate Services) - A.2 - Recruitment and Selection Policy pdf icon PDF 140 KB

To make some minor amendments to the recruitment and selection policy to reflect the decision made by Full Council on 29 November 2016 and to update  appendices.

 

Additional documents:

Minutes:

There was submitted a report by the Corporate Director (Corporate Services), which presented to the Committee a Recruitment and Selection Policy update.

 

An updated Recruitment and Selection Policy was circulated to the Committee which had been amended since the agenda report pack had been published to reflect the latest facts and figures.

 

The Council’s Organisational Development Manager (Carol Magnus) informed the Committee that the Council’s Recruitment and Selection Policy had been updated following approval at the full Council meeting in November 2016 that a Sub-Committee of the HR Committee would be established as an interview panel as part of the recruitment process for posts at Deputy Chief Officer (Heads of Service) and above. This process had now been added to the policy.

 

Members were informed that other updates had been added to reflect changes of name or scheme. The Criminal Records Bureau (CRB) had now been changed to the Disclosure Barring Service (DBS) and the Disability Two Ticks Scheme had changed to the Disability Confident Scheme. It was confirmed that where the former names had appeared in the policy they had been amended and the description of the Two Ticks Scheme had been replaced with a description of the Disability Confident Scheme.

 

Members were informed that some minor errors of lettering of appendices had been corrected and that a new Appendix had been added to address the use of psychometric tests in recruitment. The new Appendix set out the procedures that would be followed to ensure best practice and British Psychological Society (BPS) standards compliance when such tests and assessments were used.

 

It was moved by Councillor Ferguson, seconded by Councillor Bray and RESOLVED that the updated Recruitment and Selection Policy be approved and adopted.

 

 

22.

Report of the Corporate Director (Corporate Services) - A.3 - Pay Policy Statement 2017/18 pdf icon PDF 173 KB

To present a Pay Policy Statement for 2017/18.

 

Additional documents:

Minutes:

The Chief Executive, Ian Davidson, declared a pecuniary interest in respect of this item.

 

There was submitted a report by the Corporate Director (Corporate Services), which presented to the Committee the proposed Pay Policy Statement for 2017/2018.

 

The Council’s Head of People, Performance and Projects (Anastasia Simpson) reminded the Committee that Section 38(1) of the Localism Act 2011 required local authorities to produce a Pay Policy Statement and that those matters which were required to be included in the statutory Pay Policy Statement were as follows:

 

·          A local authority’s policy on the level and elements of remuneration for each Chief Officer;

·          A local authority’s policy on the remuneration of its lowest-paid employees (together with its definition of “lowest-paid employees” and its reasons for adopting that definition);

·          A local authority’s policy on the relationship between the remuneration of its Chief Officers and other Officers; and

·          A local authority’s policy on other aspects of Chief Officers’ remuneration: remuneration on recruitment increases and additions to remuneration, use of performance related pay and bonuses, termination payments and transparency.

 

It was reported that the Pay Policy Statement 2017/18 had been designed to give an overview of the Council’s framework regarding pay and rewards for staff within the Council. The framework was based on the principle of fairness and that rewards should be proportional to the weight of each role and each individual’s performance. The framework aimed to ensure the ability of the Council to recruit talented individuals whilst reassuring the citizens of Tendring that their money was being used efficiently.

 

Members were reminded that in 2015, the Government had introduced a National Living Wage and with effect from 1 April 2017, employees over the age of 25, would receive £7.50 per hour. Employees under that age would receive £7.05 per hour, or £5.60 per hour if aged between 18 to 20.

 

The Committee was advised that, although it was recognised that the National Living Wage should be the benchmark for the lowest salaries within the Authority, it was proposed that the Council continued to pay staff SCP 8, which would be £7.90 per hour with effect from 1 April 2017 (which equated to £15,246 per annum). This was an additional 40p per hour, above the National Living Wage and would apply to all staff regardless of age. Employees that would benefit from this additional payment above the National Living Wage included Cleaners, Theatre Staff and Leisure Attendants.

 

Members were informed that other changes relating to pay during 2017 included the introduction of mandatory gender pay reporting, following the introduction of The Equality Act 2010 (Specific Duties and Public Authorities) Regulations 2017 and HMRC regulation changes to off payroll payments (IR35).

 

Members raised questions which were responded to by Officers.

 

Following discussion it was unanimously RECOMMENDED TO COUNCIL that:

 

(a)   the Pay Policy Statement 2017/18, as set out in Appendix A to item A.3 of the Report of Corporate Director (Corporate Services), be adopted; and

 

(b)   the costs of applying salary payments from SCP8 on  ...  view the full minutes text for item 22.

23.

Report of the Corporate Director (Corporate Services) - A.4 - Staffing Statistics pdf icon PDF 426 KB

To provide the Committee with updated and current staffing statistics.

 

Minutes:

There was submitted a report by the Corporate Director (Corporate Services), which provided the Committee with updated and current staffing statistics including:

 

(1)   Number of Staff Employed – Full-Time and Part-Time;

(2)   Gender Profile;

(3)   Age Profile;

(4)   Disability Profile;

(5)   Ethnicity Profile; and

(6)   Sickness Absence.

 

The Council’s Human Resources Operations Manager (Katie Wilkins) informed Members that the Council continued to actively manage sickness absence and that the majority of the Council’s fourth tier managers had now undertaken the Absence Management training and options to reduce viral short term sickness absence continued to be explored. The Council continued to support employees’ mental health using a range of methods to do so, this included provision of an external counselling service, flexible working options/improved work–life balance, corporate gym membership and access to an occupational health specialist.

 

Following discussion it was RESOLVED that the contents of the report be noted.

 

24.

Exclusion of Press and Public

The Committee is asked to consider the following resolution:

 

“That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of Agenda item 9 on the grounds that it involves the likely disclosure of exempt information as defined in the relevant paragraph(s) of Part 4 of Schedule 12A, as amended, of the Act”.

Minutes:

It was RESOLVED that, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of agenda item 9 on the grounds that it involved the likely disclosure of exempt information as defined in the relevant paragraph(s) of Part 4 of Schedule 12A, as amended, of the Act.

 

25.

Exempt Minute of the Last Meeting

To confirm and sign as a correct record, the exempt minute of the last meeting of the Committee, held on 15 November 2016.

 

Minutes:

The exempt minute of the last meeting of the Committee, held on 15 November 2016, was approved as a correct record and signed by the Chairman.