The Chairman (Councillor Chapman BEM) addressed the Committee with the following announcement:-

“Good evening everyone,

I’m very pleased to share some excellent news with you today. Tendring District Council has recently undergone a full reassessment — a rigorous reaccreditation process — of its Disability Confident Leader status, and I’m proud to announce that we have successfully maintained this accreditation for a further three years.

This is a significant achievement and one that reflects our ongoing commitment to being an inclusive, supportive, and forward-thinking employer.

The Disability Confident scheme, led by the Department for Work and Pensions, is designed to help employers recruit and retain those people with additional barriers to employment. Being recognised as a Leader — the highest level of the scheme — means that we are not only meeting the standards expected, but we are also actively championing disability inclusion both within our organisation and across our wider community.

This recognition is a reflection of our values and our people. I’d like to thank everyone involved in the reaccreditation, and all our staff who contribute every day to making Tendring District Council a place where diversity is celebrated and inclusion is embedded in everything we do.

Let’s continue to build on this success and ensure that our workplace remains accessible, welcoming, and empowering for all.

In addition, I’m pleased to share another important development. Members will recall that at its meeting on 25 February, the Human Resources and Council Tax Committee was informed of the Authority’s aspirations to become a Fostering Friendly employer through the Fostering Friendly Network.

Following the Committee’s support for the adoption of this policy, I’m delighted to confirm that Tendring District Council has now received this accreditation. This further demonstrates our commitment to supporting employees with caring responsibilities and to fostering a workplace culture rooted in compassion, flexibility, and community values.

Thank you.”

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

An apology for absence was received on behalf of Councillor Amos (with no substitution).

To confirm and sign as a correct record, the minutes of the last meeting of the Committee, held on Monday, 24 February 2025.

It was moved by Councillor Baker, seconded by Councillor Guglielmi and:-

RESOLVED that the minutes of the last meeting of the Committee, held on Monday, 24 February 2025, be approved as a correct record and be signed by the Chairman.

Councillors are invited to declare any Disclosable Pecuniary Interests, Other Registerable Interests of Non-Registerable Interests, and the nature of it, in relation to any item on the agenda.

There were no declarations of interest on this occasion.

Subject to providing two working days’ notice, a Member of the Committee may ask the Chairman of the Committee a question on any matter in relation to which the Council has powers or duties which affect the Tendring District and which falls within the terms of reference of the Committee.

No Questions on Notice pursuant to Council Procedure Rule 38 had been submitted on this occasion.

The Committee will receive an oral update regarding the Council’s Career Track.

The Committee received a verbal update on the work of the Council’s Career Track which included:-

-       48 apprentices were on the programme – 26 of the 48 apprentices were employed at Tendring District Council;

-       the current success rate was at 92% for the academic year 2024/25 which was an increase from last year’s rate of 89%;

-       the Council was still a ‘good’ provider following an Ofsted inspection; and

-       that currently 1 in 5 of the Council’s employees were/or had started as a Career Track apprentice.

The Committee endorsed a Member’s suggestion to send a letter to the Leader of the Council and to the Chief Executive requesting them to positively advocate the continuation of the Career Track scheme to the new Unitary Authority following the Local Government Reorganisation.

This report presents the proposed Vibration Guidance – Best Practice for Managers, which aims to support managers in identifying, assessing, and mitigation the risks of employee exposure to vibration in the workplace. The guidance algins with statutory health and safety obligations and promotes a proactive approach to employee wellbeing. The Human Resources and Council Tax Committee is asked to approve the implementation of this guidance as a standard of best practice across relevant service areas, in support of the Council’s continued commitment to maintaining a safe working environment.

The Committee heard that, the Council’s current procedures were fully compliant with the Control of Vibration at Work Regulations 2005, reflecting its ongoing commitment to safeguarding employee health and wellbeing. Those regulations required employers to assess and monitor vibration exposure, implement effective control measures, and provide health surveillance where risks were identified.

Members were told that, the report (A.1) introduced the Vibration Guidance – Best Practice for Managers, a new document developed to further support managers in effectively identifying, assessing, and mitigating the risks associated with employee exposure to vibration in the workplace. The guidance reflected current best practice and had been developed in collaboration with Human Resources, Unison, and relevant service leads.

Officers informed the Committee that, within certain areas of the Council’s operations, particularly in services such as Public Realm and Engineering, employees might be exposed to vibration through the use of percussive handheld tools or by operating machinery such as mowers and other vehicles. Regular and prolonged exposure to vibration could result in serious and permanent health conditions, including Hand-Arm Vibration Syndrome (HAVS) and Carpal Tunnel Syndrome (CTS), which could significantly affect an employee’s ability to work and overall wellbeing.

The Committee was made aware that, to support compliance, employees in high-risk roles benefited from annual health surveillance assessments carried out by an external provider. This proactive approach enabled early detection of any symptoms and reinforced the Council's commitment to maintaining a safe and healthy working environment.

Members noted that, all equipment was routinely inspected and maintained in line with the Provision and Use of Work Equipment Regulations 1998 (PUWER), ensuring it remained safe and fit for purpose. Where a case of HAVS was identified, it was promptly reported to the Health and Safety Executive (HSE) under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR), following a thorough investigation by the Council’s Health and Safety Team.

The Committee was also told that the introduction of the Vibration Guidance – Best Practice for Managers, whilst not a statutory requirement, reflected best practice by providing managers with clear and practical advice on conducting risk assessments, monitoring and recording exposure, implementing control measures, delivering appropriate training, and ensuring timely health surveillance and reporting. Developed in line with recommendations from the HSE, the guidance was designed to enhance the Council’s existing procedures by embedding a consistent and proactive approach to vibration risk management across all relevant service areas.

The Human Resources and Council Tax Committee was asked to approve the implementation of the guidance, in support of the Council’s continued commitment to maintaining a safe working environment and promoting best practice in vibration risk management, noting that the Council was already fully compliant with its statutory obligations in that area.

It was moved by Councillor Guglielmi, seconded by Councillor Baker and unanimously:-

RESOLVED that the Human Resources and Council Tax Committee:-

a)    acknowledges that the Council remains fully compliant with all relevant statutory obligations in relation to vibration-related risks and therefore approves and adopts the Council’s Vibration Guidance  ...  view the full minutes text for item 7.

This report presents the proposed revised Family Leave and Support Policy (formerly the Council’s Maternity Policy), which consolidates and updates the Council's provisions relating to maternity, adoption, paternity, and associated leave arrangements. It outlines the rights and responsibilities of employees and managers, incorporates recent legislative changes, and provides clear guidance on related health and safety obligations. The Human Resources and Council Tax Committee is asked to consider and approve the implementation of the updated policy.

The Committee heard that, the Council was committed to fostering a diverse, inclusive, and supportive working environment. As part of that commitment, the updated Family Leave and Support Policy set out the current rights and responsibilities of employees in relation to maternity, adoption, paternity, neonatal care, and parental leave. The policy reflected the Council's legal obligations under employment and equality legislation and ensured that staff were supported through key life events.

Members were told that, the review had been undertaken in response to recent changes in employment legislation, including provisions introduced in April 2025. Those changes entitled eligible employees to up to 12 weeks paid leave where their baby had been admitted to hospital for neonatal care within 28 days of birth. The policy also expanded adoption leave eligibility to include employees involved in surrogacy arrangements and overseas adoptions, ensuring the Council’s approach remained inclusive and legally compliant.

Key areas covered by the policy included:-

• Entitlement to pay, time off, and return-to-work arrangements;
• Employee responsibilities regarding maternity and parental provisions; and
• Managerial guidance and expectations for supporting staff.

Officers informed the Committee that, the policy reinforced the Council’s duty of care in safeguarding the health and safety of employees during pregnancy, post-childbirth, and whilst breastfeeding. Employees were expected to notify their line manager and Human Resources to enable timely risk assessments and appropriate workplace adjustments.

The Committee was made aware that recognising that family-related entitlements could be complex, the updated policy provided a clearer and comprehensive framework to support informed decision-making and proactive planning by both employees and managers. It applied to all employees, regardless of working hours or length of service, and reflected an inclusive approach to all family structures, gender identities, and arrangements – including same-sex couples, Foster to Adopt placements, and surrogacy.

Members noted that, to support implementation, employees were encouraged to engage with Human Resources early, to access advice and guidance. Dedicated Human Resources Advisors would be available to provide support to managers in addressing any service-related challenges, whilst they managed the increased statutory entitlements to family-related leave. That might include the need to source temporary cover or relocating internal resources, to ensure continuity of service delivery during an employee's period of absence. Additionally, resources and supporting materials would be made available via the Council’s intranet.

The Human Resources and Council Tax Committee was asked to approve the implementation of the revised Family Leave and Support Policy, reaffirming the Council’s commitment to supporting staff through key life events and maintaining a fair, inclusive, and legally compliant workplace.

It was moved by Councillor Baker, seconded by Councillor Guglielmi and unanimously:-

RESOLVED that the Human Resources and Council Tax Committee:-

a)    adopts the Council’s Family Leave and Support Policy (formerly the Maternity Policy), which consolidates and updates various leave and payment arrangements including maternity, adoption, neonatal care, parental, and paternity provisions;

b)    authorises the Assistant Director (People), in consultation with the Head of Paid Service, to make any necessary and consequential amendments to associated people policies  ...  view the full minutes text for item 8.

To provide Members of the Human Resources and Council Tax Committee with an update on the Council’s current position regarding the training and development of its workforce.

The Committee heard that the aim of this Officer report (A.3) was to provide Members with an overview of current people development activities across the Council, key achievements, emerging priorities, and future plans. The programme supported the strategic aim to build a skilled inclusive and motivated workforce, whilst ensuring the staff were in the best possible position as Officers prepared staff for the transition through the Local Government Organisation (LGR).

Members were told that the training and development statistics provided within the Officer report were based on the past year, i.e. 1 July 2024 to 30 June 2025. Training identified would be a combination of mandatory training, employees requesting additional support through learning, and managers recommendations for their team members.

Apprenticeships

Officers informed the Committee that the Council offered apprenticeship training through the use of the Council’s successful Career Track programme, but also through the use of external providers where qualifications needed to be gained in specialist areas of work. Those currently included:-

• Level 2 Leisure Team Member;
• Level 2 Horticulture Construction Operative;
• Level 2 Digital Marketing; and
• Level 3 CIPD Learning and Development.

The Committee was made aware that further apprenticeship courses were available through the use of the Government’s Apprenticeship Levy. The levy fund had been incorporated into law by Part 6 of the Finance Act 2016, and had come into effect on 6 April 2017. As a larger employer, the Council was able to access those Government funds for apprenticeships through the Council’s Apprenticeship Service Account. The account created a funding amount through a levy fund based on the Council's pay bill and contributions to HMRC, which the Council could either:

• spend on TDC own apprenticeship training and assessment costs; or
• transfer up to 50% of the funds to another employer known as levy sharing or levy transfer.

Members were informed that the Council had chosen not to share or transfer the funding available, and had ensured that 100% of the levy funding was invested into the Council’s own employees through apprenticeship training, and in some cases had accessed transferable levy funds from other organisations. There was a dedicated list of apprenticeships which could be accessed using the levy fund, and that information was regularly accessed and shared with managers to ensure the courses were utilised wherever possible.

The Council was committed to making full use of their allocated Government levy fund, with 100% of the available funding actively being invested in workforce development through those available apprenticeships. That approach ensured that resources were being used efficiently to enhance the Council’s employees’ skills, improving service delivery, and contributing to staff development and retention. The Council remained committed to leveraging every opportunity to support learning and development across its service areas, thus providing cost effective training without impacting the Council budgets.

It was reported that current reports stated that, with effect from January 2026 the existing Government levy funding for Level 7 apprenticeships would increase for anyone aged 22 and over. As a result, the Council would ensure  ...  view the full minutes text for item 9.