| Time: | 3.00pm | Place: | Committee Room 1, Council Offices, Gernon Road, Letchworth Garden City |
| PRESENT: | Councillor Mrs L.A. Needham(Chairman), Councillor Judi Billing, Councillor Tom Brindley, Councillor Marilyn Kirkland, Ms Jacqui Hamilton(Unison), Mrs D Levett(Unison), C. Carter(Staff Consultation Forum), C Corr(Staff Consultation Forum). |
| IN ATTENDANCE: | Kerry Shorrocks (Corporate Human Resources Manager), Liz Goddard (Human Resources Development Manager), Susanne Gow (Committee and Member Services Officer). |
| ALSO PRESENT: |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 1 |
APOLOGIES FOR ABSENCE Apologies for absence were received from the Chairman, Councillor P.W. Cowley, the Employee Relations Officer and the Strategic Director of Customer Services. Bob Leverett from UNISON is no longer on the Committee. Due to the absence of the Chairman, the Committee Clerk asked Members to nominate and vote for a Member to chair this meeting. Cllr Mrs Lynda Needham was elected and she then proceeded to chair the Joint Staff Consultative Committee Meeting. |
Noted | ||
| 2 |
MINUTES Minutes It was agreed that the Minutes of the JSCC meeting held on 16 March 2011 be confirmed as a true record of the proceedings and be signed by the Chairman. |
Agreed | ||
| 3 |
NOTIFICATION OF OTHER BUSINESS No other items were presented for consideration by the Committee. |
Noted | ||
| 4 |
CHAIRMAN'S ANNOUNCEMENTS The Chairman welcomed both Members and officers to this first meeting of the Joint Staff Consultative Committee for the Civic Year 2011/2012. In the absence of the Employee Relations Officer, the Committee was notified that the Corporate Human Resources Manager (CHRM) would present Item 9 on the Agenda - Retention and Equalities Update. Members were reminded that declarations of interest in respect of any business set out in the agenda and the nature of the interest, should be declared as either a prejudicial or personal interest at the commencement of the relevant item on the agenda. Members declaring a prejudicial interest should leave the room and not seek to influence the decision during that particular item. |
Noted | ||
| 5 |
STAFF CONSULTATION FORUM SCF Minutes 6.4.11 SCF Minutes 4.5.11 Draft SCF Minutes 1.6.11 The Corporate Human Resources Manager (CHRM) referred the JSCC to the Minutes of the meetings of the Staff Consultation Forum (SCF) held on 6 April, 4 May and the Draft Minutes of 1 June 2011, for details of the meetings, actions taken and items carried forward. She provided a summary of the main points from each meeting as follows: 6 April The CHRM informed the Committee that recycling in the District Council Offices had been discussed and all staff had been thanked for embracing the new scheme. The Strategic Director of Customer Services (SDCS) gave an update on the restructure and explained that more consultation is to be held around key changes. Several queries were brought up by staff and Property Services would be consulted to provide the answers to these. The lack of availability of Committee Rooms due to the forthcoming District Elections was raised and the meeting was informed that the next Staff Consultation Forum would be held on 4 May 2011 at the Hall in Wilbury Hills Cemetery, Stotfold. A query as to who ‘JH' was revealed that it was Julie Howes, who takes the Minutes for the Staff Consultation Forum. The homeworking office accommodation was discussed and the Chairman stated that she considered that the telephonists were under pressure. She had discovered from personal experience that using the current telephone system meant that they were not aware when an extension was engaged or forwarded to another NHDC officer. The burden of calls on the Planning Department was explained by an officer and the Chairman commented that the Operator should be informed when officers were likely to be away from their desks for any length of time. 4 May The CHRM explained that officers from Property Services had agreed to attend the SCF on 1 June and meanwhile they had given responses by email to questions asked at the Forum on 6 April. The new office recycling scheme was touched on once again and it was acknowledged that it was working well. A discussion was held on the new telephone upgrade and how it was used under NHDC Update, it was confirmed that staff would be kept informed on the situation with the Lease Car Scheme. An update would be given on the timescale for IT being moved to the DCO and in response to a query regarding the mileage allowance it was confirmed that there were different rates for different engine sizes. It was commented that other local authorities were reducing their mileage rates. The question of fire drills and fire marshals was raised and it was asked whether there could be a quick "off the cuff" fire drill now that the new system had been implemented with all ex-Town Lodge staff as well as DCO staff and the general confusion had given place to order. Staff should now be aware of where their muster points were as there were posters up in the appropriate places. The CHRM stated she would ask about: the impromptu fire drill; whether there was a standard frequency between fire drills; and what the minimum standard was for fire marshals. The Chairman asked that signs should be printed for evening meetings as well as the current signs. 1 June (Draft) Jim Turner and Jack Patel from Property Services had attended this meeting of the Staff Consultation Forum to answer staff queries. Restructuring of Parking Services was raised and it was confirmed that a Parking Services office had been set up in Hitchin. Fire drill concerns and fire marshal training were also touched on. The long-term office accommodation strategy was due to go to Cabinet, but as there was no sign of a report as yet and the agenda for 26 July was full, this would have to wait until the next Cabinet meeting. Reference the Cycling to Work Scheme, there had been little take-up but hopefully staff would be more interested this time around. The CHRM gave a short update on the Shared Managed Services Project and the Audit Team transferred to Herts County Council to TUPE from 1 June 2011. It was confirmed that a certain amount of the accommodation for Shared Services staff would be paid, as they are to be based at Robinson House, Stevenage, with just a desk and PC for auditors at the DCO in Letchworth. Finally, both Lesley Boast and Bob Leverett had stepped down. UNISON would consider what was needed with regard to trade union facilities as a result of the resignation of the Branch Secretary. It was agreed: That the information provided in the three sets of Minutes of the Staff Consultation Forum be noted. |
Noted | ||
| 6 |
PEOPLE STRATEGY - UPDATED 2011-2015 Report Appendix A The Corporate Human Resources Manager (CHRM) presented the Committee with an updated People Strategy covering 2011 to 2015 and an Update Report. She explained that an update of the People Strategy had been put in train to reflect work force planning over the coming year and onwards reflecting many more contracts and shared services work that would make up a significant part of the HR work programme. Instead of a 5-year work plan, a 1-year work plan would be used, to be refreshed annually. Committee discussion raised the points that: the Government would like local authorities and employers to be relaxed about volunteers taking leave to help with the 2012 Olympics in all areas; would there be any more courses for staff such as Working in a Political Environment? (Yes, as soon as enough people registered their interest on the Learning Management System. A mock Full Council and a mock Committee Meeting was arranged for July - new Members would be invited and the training would include role play); what benefit to NHDC was Investors in People accreditation? (this would be covered later in the Agenda of the Meeting); would the 360o appraisal system be used? (not this year due to cost and to take a break from it; it has been implemented for three consecutive years, but it will be used again in the future). It was agreed: That the Committee note the People Strategy Update to gain endorsement for the implementation of the updated People Strategy and HR Service Work Plan for 2011/2012. REASON FOR RECOMMENDATION: The People Strategy supports the achievement of the Authority's key priorities. |
Agreed | ||
| 7 |
PAY AND CHANGES TO THE LOCAL GOVERNMENT PENSION SCHEME UPDATE PAPER The Corporate Human Resources Manager (CHRM) took the Committee through the report and advised that there had been no pay offer for 2011/2012 from employers and this remained the case, with no comment from UNISON. She confirmed that strikes relating to the Local Government Pension Scheme (LGPS) may be planned and the employers had written to the Secretary of State for Communities and Local Government. The Committee discussed the update and the fear that there might be a mass voluntary opt-out. It was pointed out that some staff are part-time and low-paid, so opt out anyway. It was thought that there may be a series of potential strikes and the employers wanted to discuss alternatives to this. One Member admitted that this was a very complicated area and there may be two levels of contribution. The CHRM declared that pensions were now administered by the London Pensions Fund Authority, although still based at Hertfordshire County Council. |
Noted | ||
| 8 |
ABSENCE RATE COMPARISON BETWEEN NHDC/PRIVATE SECTOR ABSENCE RATE COMPARISON NHDC / PRIVATE SECTOR RATES The Corporate Human Resources Manager (CHRM) reminded the Committee that this item was included in the Agenda as a result of a request made at the last meeting of the Joint Staff Consultative Committee (JSCC) on 16 March 2011. She took Members through the report and stated that it was encouraging to see NHDC absence rates were closer to private rates than public sector rates. The reduction meant that the median average cost of absence per employee was £602 compared to the public sector rate of £889. More staff were now working from home, as they could continue to work when mildly ill (colds etc). |
Noted | ||
| 9 |
RETENTION AND EQUALITIES UPDATE RETENTION AND EQUALITIES UPDATE The Corporate Human Resources Manager (CHRM) reminded the Committee that this was one of the standard twice-yearly updates. She went through the report and declared that no issues had arisen from the exit questionnaires or exit interviews for leavers. RECOMMENDED: That the Joint Staff Consultative Committee (JSCC) note the update on retention and progress with equalities in relation to the NHDC employees. REASON FOR RECOMMENDATION: To maintain the awareness of the retention and equalities situation by the JSCC. |
Noted | ||
| 10 |
INVESTORS IN PEOPLE UPDATE Report The Human Resources Development Manager (HRDM) informed the Committee that an Investors in People (IiP) assessment must be carried out every three years and the assessment to be carried out in September 2011 would be the fifth time that NHDC has been re-assessed since accreditation with the standard in 2000. The assessment was originally due to have been made in June 2011, but had been put back three months to September. It would follow the same format as previously: staff would be invited to a 45-minute interview and various briefings are arranged for staff. The Assessor will meet with a representative sample of officers, as well as Members. The Chairman enquired what the cost of the IiP evaluation was and was informed that a sample group pre-defined would take four days and the cost would be £2,600 plus minimal expenses. The HRDM outlined various reasons why continuing to seek accreditation in Investors in People adds value to the Council and the risks and costs of not doing so. An assessor who is familiar with the Authority is to be used again. RECOMMENDED: That the Joint Staff Consultative Committee notes the proposed arrangements. REASONS FOR RECOMMENDATIONS; To demonstrate North Herts District Council's (NHDC's) continued commitment to the principles of the Investors in People award and the impact this has on the ability to manage and develop people in line with the Council's priorities. |
Noted | ||
| 11 |
STRATEGIC HR FORUM DISCUSSION - MANAGEMENT OF LONG TERM SICK LEAVE DISCUSSION PAPER The Corporate Human Resources Manager (CHRM) introduced the paper on Management of Long-Term Sick Leave and went through the main points, which included the definition of long-term absence, how long a long-term case is tolerated and covered the Council's sick pay entitlement and the roles of the manager and the Human Resources (HR) Department. The Committee were informed that there were quire a number of long-term sick absences at the present time. She explained that the Council's aim was to resolve a case as soon as was possible, but this depended on the job held by the person on sick leave - professional posts in small teams were not as easy to cover as administrative posts requiring generic skills which could be covered by a temp. It was stressed that keeping in touch with the absentee employee was vital in order to monitor the recovery rate and to orchestrate his or her return to work. As sickness is very often followed by a period of depression and feeling isolated. HR ensure that there is a monthly case conference for each sick absentee to ensure that the next steps are planned well ahead. Each case is treated as unique and is referred to the Occupational Health Therapist in advance of his involvement. The Committee discussion covered discretion and sympathy vital by HR and by colleagues of the sick person; death in service; covering the work done by the sick absentee; whether more multi-skilled staff are required to cover the absence and holiday entitlements causing problems. It was agreed: That the discussion paper on Management of Long-Term Sick Leave be noted. |
Agreed | ||
| 12 |
SUGGESTED DISCUSSION TOPICS LIST OF DISCUSSION TOPICS The Committee discussed the list of Suggested Discussion Topics and the subject chosen for the next meeting was The Impact of the Olympic Games on Staff and Resources. |
Noted | ||