Agenda, decisions and minutes

Apologies for absence were received from Christina Corr (Staff Consultation Forum).

Apologies for absence were received from Christina Corr (Staff Consultation Forum).

To take as read and approve as a true record the minutes of the meeting of this Committee held on the 13 December 2017.

RESOLVED:That the Minutes of the Joint Staff Consultative Committee meeting held on 13 December 2017 be confirmed as a true record of the proceedings and be signed by the Chairman.

RESOLVED:That the Minutes of the Joint Staff Consultative Committee meeting held on 13 December 2017 be confirmed as a true record of the proceedings and be signed by the Chairman.

Members should notify the Chairman of other business which they wish to be discussed by the Committee at the end of the business set out in the agenda. They must state the circumstances which they consider justify the business being considered as a matter of urgency.

The Chairman will decide whether any item(s) raised will be considered.

There was no other business notified.

There was no other business notified.

Members are reminded that any declarations of interest in respect of any business set out in the agenda, should be declared as either a Disclosable Pecuniary Interest or Declarable Interest and are required to notify the Chairman of the nature of any interest declared at the commencement of the relevant item on the agenda. Members declaring a Disclosable Pecuniary Interest must withdraw from the meeting for the duration of the item.  Members declaring a Declarable Interest which requires they leave the room under Paragraph 7.4 of the Code of Conduct, can speak on the item, but must leave the room before the debate and vote.

(1)          The Chairman welcomed all Members and officers to the Meeting;

(2)          The Chairman reminded all present that, in line with Council policy, the meeting was being audio recorded;           

(3)          Members were reminded that any declarations of interest in respect of any business set out in the agenda should be declared as either a Disclosable Pecuniary Interest or Declarable Interest and were required to notify the Chairman of the nature of any interest declared at the commencement of the relevant item on the agenda.  Members declaring a Disclosable Pecuniary Interest must withdraw from the meeting for the duration of the item.  Members declaring a Declarable Interest which required they leave the room under Paragraph 7.4 of the Code of Conduct, could speak on the item, but must leave the room before the debate and vote.

(1)          The Chairman welcomed all Members and officers to the Meeting;

(2)          The Chairman reminded all present that, in line with Council policy, the meeting was being audio recorded;           

(3)          Members were reminded that any declarations of interest in respect of any business set out in the agenda should be declared as either a Disclosable Pecuniary Interest or Declarable Interest and were required to notify the Chairman of the nature of any interest declared at the commencement of the relevant item on the agenda.  Members declaring a Disclosable Pecuniary Interest must withdraw from the meeting for the duration of the item.  Members declaring a Declarable Interest which required they leave the room under Paragraph 7.4 of the Code of Conduct, could speak on the item, but must leave the room before the debate and vote.

To receive the Minutes of the meetings of the Staff Consultation Forums held on 3 January 2018, 7 February 2018 and the Draft Minutes of 7 March  2018.

IT WAS AGREED: That the Minutes of the Staff Consultation Forums held on 3 January 2018, 7 February 2018 and Draft Minutes for 7 March 2018 be noted.

REASON FOR DECISION: To enable the Joint Staff Consultative Committee to consider any issues addresses by the Staff Consultation Forum.

The Corporate Human Resources Manager drew attention to the Minutes of the Staff Consultation Forums held on 3 January 2018, 7 February 2018 and the Draft Minutes of 7 March 2018 as follows:

Minutes – 3 January 2018

The Corporate Human Resources Manager stated that the office return to the District Council Offices, and the previously announced Senior Management Restructure had been a recurring key theme at the SCF meetings that had taken place in January, February and March. 

Investors in People (IiP)

The Corporate Human Resources Manager confirmed that there had been a few questions raised on IiP, stating that the report had been shared on the Intranet.  She informed the Committee that NHDC had been accredited by IiP, but she reiterated that it was felt that more work was required due to some disappointment with the quality of the initial report. The Corporate Human Resources Manager informed the Committee that the matter of IiP had been discussed at the Senior Management Team meeting on 27 March 2018. She informed the Committee that it had been  agreed continuing participation in the scheme would be reconsidered at the end of the period of accreditation, and a value for money review undertaken at that time.

A Member commented how pleased he was with what the Corporate Human Resources Manager had reported that a review would be undertaken and very much looked forward to the results.

NHDC Update

The Corporate Human Resources Manager confirmed that there would be the same allocation of statutory days for Christmas Eve and New Year 2018, both fell on a Monday, as in 2012.

Pay Offer

It was reported that the pay offer for staff up to Grade 12 was a recurring discussion topic in the first three months of SCF meetings.  The Corporate Human Resources Manager confirmed that all staff were being kept up to date.

Office Accommodation

The Corporate Human Resources Manager reiterated that communications regarding the office accommodation project had been excellent.  There had been a very good attendance to drop in sessions that had taken place before Christmas in Town Lodge. 

Fire Evacuation Process

A Member raised the matter of Fire Evacuation and queried whether any thought had been given to that particular procedure.  He asked how NHDC ensured, that in the event of a fire, everyone that was in the building would be evacuated.  He further enquired as to whether or not there were any electronic means of knowing who was in the building at any given time.

The Corporate Human Resources Manager conveyed that detailed instructions had been issued to staff.  She pointed out that there were a number of trained fire wardens who would, in the event a fire, carry out a floor sweep, checking toilets in their designated area before leaving the building themselves. She further advised that after NHDC fire warden checks had been carried out, it would, at that point, be the job of the firemen to undertake a more thorough check of  ...  view the full minutes text for item 31.

INFORMATION NOTE OF THE CORPORATE HUMAN RESOURCES MANAGER

To update the Committee on the progress made in the last quarter on the People Strategy 2015 – 2020 which covers the Workforce Development needs.

The Committee received an information note entitled People Strategy Update.

The Committee received an information note entitled People Strategy Update.

The Corporate Human Resources Manager advised that the report was the last for that financial year and drew attention to the following:

Payroll

The Corporate Human Resources Manager stated that the Payroll Contract was due for renewal as that contract would come to an end in 2019.  She confirmed that NHDC joined the Hertfordshire Shared Management Services framework for a payroll service from 2014 to 2019.  Hertfordshire County Council had exercised their right to extend their agreement for a couple of years, and had announced that, they would be extending their contract.  NHDC were in discussions with Legal and Procurement on what effects, if any, this would have on NHDC.   The Corporate Human Resources Manager stated that NHDC had been offered a price, but this was at a much inflated rate.  She informed the Committee that ongoing discussions with Legal and Procurement were taking place in order to make the best payroll agreement decision for the future.

The Employee Assistance Programme and Occupational Health were two other contracts that NHDC shared with Hertfordshire.  The Corporate Human Resources Manager confirmed to the Committee that, along with Hertfordshire, those contracts were in the process of renewal. 

Childcare Vouchers

The Senior Human Resources and Contracts Manager explained to the Committee that having made the announcement that, as a result of the introduction of the Tax-Free Childcare by the Government, new applications for the Kiddivoucher Scheme would not be accepted.  She went on to explain that the Government had decided to extend the deadline until September, but was awaiting confirmation of the exact date.   The Senior Human Resources and Contracts Manager confirmed that existing members would be unaffected, unless they applied for Government Tax Free Childcare, as they would be unable to receive both childcare vouchers and tax free childcare.  She confirmed that via Insight and the Intranet, Human Resources were endeavoring to communicate to members of staff all of the various government scheme options.

Learning and Development

The Corporate Human Resources Manager communicated to the Committee that the Council’s Learning Management System had been replaced with the much more interactive and easier to utilise Grow Zone System.

Regular Performance Review

A new set of competencies had been developed and were in use to drive and support organisational change.

Policies

The Corporate Human Resources Manager highlighted paragraph 3.9 of the report confirming that there were several policies that required updating and there was a process for this.

Absence

The Corporate Human Resources Manager confirmed, as relayed in paragraph 3.10 of the report, that there had been a general rise in absence that year.  She referred to the Absence Rate figures shown on the table on page 19 of the report, confirming that the Long term absence figures had continued at an ongoing consistent low from February 2017 through to October 2017.  The Autumn figures of Long Term Absence, which was confirmed as being over 21 days, had however, risen.  The Corporate Human Resources Manager  ...  view the full minutes text for item 32.

INFORMATION NOTE OF THE SENIOR HUMAN RESOURCES AND CONTRACTS MANAGER

To update the Committee regarding equalities at the Council and review the current situation in respect of Gender Pay Gap, Equalities Data and Equal Pay Report.

The Committee received an information note entitled Equalities Update

The Committee received an information note entitled Equalities Update

The Senior Human Resources and Contracts Manager confirmed that within the report there were three items:-

The Gender Pay Gap

Equalities Data Requirements

Equal Pay

The Gender Pay Gap and Equalities Data Requirements

The Senior Human Resources and Contracts Manager pointed out the background within the report which stated the requirements.  The legislation had been introduced in April 2017, but the stated first reporting date was 30 March 2018, which would make the data a year old by the time it was published.  She confirmed that all employers with 250 employees or more were required to publish their Gender Pay Gap figures.  It was further confirmed that there were a number of differences in reporting requirements for local authorities in the public sector as there were in the private sector, but were not hugely dissimilar.

The Senior Human Resources and Contracts Manager stated that there were four items of essential reporting which translated into eight separate figures.  She further stated that the calculations were carried out by the outsourced payroll provider Serco, but confirmed that the results had been carefully scrutinised and checked by Human Resources and Finance.  The Senior Human Resources and Contracts Manager reported that, along with a narrative explaining all of the statistics, NHDC had completed, submitted and published their results, meeting the required deadline.

The Senior Human Resources and Contracts Manager went on to report to the Committee that there had been a lot of confusion in the differences in Gender Pay Gap and Equal Pay.  She explained that Equal Pay meant that men and women doing the same job received  the same amount of pay, whereas the Gender Pay Gap looked at the difference between men and women’s average earnings across the whole of the organisation, which was expressed as a percentage of women’s earnings. 

In terms of Equal Pay at NHDC, an objective job evaluation system was used to determine grading, and the Senior Human Resources and Contracts Manager reported that no issues had come to light over equal pay within the organisation.

The Senior Human Resources and Contracts Manager highlighted the figures in Tables 1 and 2 of the report.  She stated that the organisation’s figures demonstrated, on average, women were being paid 25% less than men.  She further stated that there was a requirement to publish gender bonus gap figures due to the organisation presenting long service awards.  She confirmed that the long service award was the same amount for both genders.  The Senior Human Resources and Contracts Manager also informed the Committee that out of the 23 members of staff who had received a long service award, nearly three times as many women than men had received that particular payment.

The Senior Human Resources and Contracts Manager explained to the Committee that there were a total of sixteen grades within the Council.  The top five managerial grades were predominantly filled by males, who earned more than those on lower grades,  ...  view the full minutes text for item 33.

To receive a discussion paper on the future for apprenticeships, the apprentice levy, public sector targets and higher apprenticeships

The Corporate Human Resources Manager introduced a Discussion Paper on the future for Apprenticeships, the Apprentice Levy, Public Sector Targets and Higher Apprenticeships.

The Corporate Human Resources Manager introduced a Discussion Paper on the future for Apprenticeships, the Apprentice Levy, Public Sector Targets and Higher Apprenticeships.

The Corporate Human Resources Manager advised that there had been some changes around Apprenticeships within the Council’s Apprentice Scheme.  She explained there were two key elements that had national effect around Apprenticeships:-

Target Setting within the Public Sector

The Corporate Human Resources Manager explained the requirement to employ a required number of Apprentices commencing each year based on the size of their workforce.  She pointed out that the Council perhaps needed to look at employing more apprentices than they had in the past.  She did however, report of the Apprentices employed in NHDC from 2012 there was a large number still working for the organisation, and felt that the scheme had been a great success.

The Corporate Human Resources Manager reported that new targets had been set to start people on Apprenticeships.  A new Apprentice Levy came into effect from last year, stating that every employer was required to pay into a  Levy Fund.  She explained that the amount payable was dependent on the size of the workforce.  She stated that, regardless whether organisations took on Apprentices, the levy had to be paid.  The Corporate Human Resources Manager felt that this would encourage employers to take on Apprentices.

The Corporate Human Resources Manager confirmed that a number of new Apprenticeship Standards had been introduced.  She advised that there were a lot more paths for Apprentices to follow coming in at an entry level through to higher Apprenticeships.  She further advised that higher Apprenticeships would allow candidates to advance to degree and Masters level, a route for young people to have the ability to progress.

The Corporate Human Resources Manager reported that the newer scheme introduced three different methods of starting more people on Apprenticeships:- 

Entry Level Apprenticeships

The Corporate Human Resources Manager stated that the organisation would continue to accept those who wished to join on an Entry Level Apprenticeship.  She further stated that Entry Level Apprenticeship was particularly aimed at School Leavers who had no work experience.  She informed the Committee that at least one year’s work experience and a vocational qualification would be achieved.

Higher Apprenticeships

The Corporate Human Resources Manager explained that Higher Apprenticeships would be offered to those that had achieved higher level qualifications but, perhaps, had not yet made the decision if they would attend University.  She stated Higher Apprenticeships could be taken up by those who may desire to follow some of the career graded posts that would develop into particular professions within the organisation.

Staff Development

The Corporate Human Resources Manager advised that the Apprentice Levy fund was a great source of finance for learning and developing existing posts.  She confirmed that there was no age limit against Apprenticeship training, enabling those who, given the chance to develop and learn, had an ideal opportunity for progression.

The Corporate Human Resources Manager explained that there were new Apprentice Standards  ...  view the full minutes text for item 34.

To consider a comprehensive list of discussion topics from which to choose the subjects for future Committee debate

IT WAS AGREED: That the discussion topic for the meeting of this Committee due to be held in September 2018 be Family Friendly Legislation.

The Chairman thanked everyone for their attendance and support, at what was the last Joint Staff Consultative Committee meeting for that Civic Year.

The Chairman thanked everyone for their attendance and support, at what was the last Joint Staff Consultative Committee meeting for that Civic Year.

The Corporate Human Resources Manager reminded Members that the discussion topic for the June 2018 meeting was Coaching.

Members considered that Family Friendly Legislation should be considered at the September 2018 meeting.

IT WAS AGREED: That the discussion topic for the meeting of this Committee due to be held in September 2018 be Family Friendly Legislation.

The Chairman thanked everyone for their attendance and support, at what was the last Joint Staff Consultative Committee meeting for that Civic Year.

The Chairman thanked everyone for their attendance and support, at what was the last Joint Staff Consultative Committee meeting for that Civic Year.