Agenda and minutes

Human Resources Committee - Tuesday, 27 June 2017 2.00 p.m.

Venue: Bindloss Room, Kendal Town Hall. View directions

Contact: Una Bell 

Items
No. Item

HR/1

Minutes pdf icon PDF 124 KB

To authorise the Chairman to sign, as a correct record, the minutes of the meeting of the Committee held on 14 February 2017 (copy attached).

Minutes:

RESOLVED – That the Chairman be authorised to sign, as a correct record, the minutes of the meeting of the Committee held on 14 February 2017.

HR/2

Declarations of Interest

To receive declarations by Members of interests in respect of items on this Agenda.

 

Members are reminded that, in accordance with the revised Code of Conduct, they are required to declare any disclosable pecuniary interests or other registrable interests which have not already been declared in the Council’s Register of Interests.  (It is a criminal offence not to declare a disclosable pecuniary interest either in the Register or at the meeting.)

 

Members may, however, also decide, in the interests of clarity and transparency, to declare at this point in the meeting, any such disclosable pecuniary interests which they have already declared in the Register, as well as any other registrable or other interests.

 

If a Member requires advice on any item involving a possible declaration of interest which could affect his/her ability to speak and/or vote, he/she is advised to contact the Monitoring Officer at least 24 hours in advance of the meeting.

Minutes:

RESOLVED – That it be noted that no declarations of interest were made.

HR/3

Local Government Act 1972 - Excluded Items

To consider whether the items, if any, in Part II of the Agenda should be considered in the presence of the press and public.

Minutes:

RESOLVED – That the items in Part II of the Agenda be dealt with following the exclusion of press and public.

HR/4

Annual Health and Safety Report pdf icon PDF 166 KB

To receive the Annual Health and Safety Report 2016/17 and to note the new Health and Safety Policy and Improvement Plan for 2017-2020, as approved by Cabinet in May 2017.

Additional documents:

Minutes:

The Property Services Contract Manager presented the Health and Safety Annual Report 2016/17 which requested the Committee to note improvements to the Health and Safety culture and performance throughout the organisation. Members were also requested to note that at its meeting on 31 May 2017, Cabinet had approved the new Health and Safety policy and Improvement Plan which would endeavour to achieve the highest standards and best environment for all those who worked for South Lakeland District Council.

 

In response to a query, the Property Services Contract Manager informed the Committee that the Improvement Plan would be reviewed by himself and the Council’s Principal Health, Safety and Wellbeing Officer every three months. It was also confirmed that the Health, Safety and Wellbeing Committee would have oversight of the Plan.

 

RESOLVED – That

 

(1)        the Annual Report on Health and Safety for 2016/17 be received; and

 

(2)        the new Health and Safety Policy and Safety Improvement Plan for 2017-2020, as approved by Cabinet, be noted; and           

HR/5

Press and Public

Minutes:

RESOLVED - That, under Section 100(A)(4) of the Local Government Act 1972, the press and 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 1 of Schedule 12 A of the Act as amended by the Local Government (Access to Information) (Variation) Order 2006 by virtue of the paragraph indicated.

HR/6

Organisational Establishment Update

To consider the proposed changes to the service structures to enable the Council to deliver efficiencies and improvements to the operation of its services.

Minutes:

The Director of Policy and Resources (Monitoring Officer) presented the Organisational Establishment Update report which requested approval of some proposed changes. The report provided Members with an updated staff establishment list which would enable the Council to deliver efficiencies and improvements to the operation of its services.

 

The Director of Policy and Resources (Monitoring Officer) emphasised the key points of the changes to services as set out in the report and the Assistant Directors responded to questions from Members on the proposals.

 

RESOLVED – That

 

(1)        the organisational changes be approved as detailed within the report; and

 

(2)        the updated Establishment List and Structure Charts be noted.

HR/7

Health, Safety and Wellbeing Committee

To receive the minutes of the meeting of the Health, Safety and Wellbeing Committee held on 25 April 2017 (copy attached).

Minutes:

RESOLVED - That the minutes of the meeting of the Health, Safety and Wellbeing Committee held on 25 April 2017 be noted.

HR/8

Re-Admission of Press and Public

Minutes:

RESOLVED – That the press and public be re-admitted to the meeting.

HR/9

Terms of Reference pdf icon PDF 89 KB

To note the Terms of Reference for the Human Resources Committee as attached.

Minutes:

RESOLVED – That the Terms of Reference for the Human Resources Committee be noted.

HR/10

Joint Consultative Panel

To confirm the Chairman’s appointment of Councillor Sylvia Emmott as the Committee’s Member representative to the Joint Consultative Panel for the ensuing year.

Minutes:

RESOLVED – That Councillor Rawlinson’s, Chairman of the Committee, appointment of Councillor Sylvia Emmott as the Committee’s representative to the Joint Consultative Panel for the ensuing year be confirmed.

HR/11

Recruitment and Selection Policy pdf icon PDF 159 KB

To consider and approve the updated Recruitment and Selection Policy for implementation.

Additional documents:

Minutes:

The Human Resources Manager presented a report which requested the Committee to consider an updated Recruitment and Retention Policy for implementation. He informed Members that at its meeting on 14 June 2017, the Joint Consultative Panel had approved the updated Policy and recommended it to Committee.

 

In response to a query regarding the use by Managers of the proposed Merit List which would hold details of candidates who had been unsuccessful when applying for Council posts, the Human Resources Manager informed the Committee that the proposed new Merit list, as referred to in the report, would be utilised when considering vacancies which were frequently advertised. This arrangement would, however, be open to future review as the Customer Connect project developed pace.

 

A Member made reference to the Recruitment Panel referred to in Appendix 1 to the report, and suggested that more than one member of the three person Panel should have received training on interviewing skills. After discussion, Members were of the view that at least one member of the Panel, as a minimum, should be trained on interviewing skills.

 

The Human Resources Manager informed the Committee that more Managers would be given appropriate interviewing skills training with a view to all members of a Recruitment Panel being trained.

 

Regarding a point raised by a Member about the possibility of disabled people being reluctant to apply for Council posts, the Human Resources Manager reminded the Committee that the updated Policy embraced the Department of Work and Pensions   Disability Confident Employer Scheme which provided people with disabilities the confidence that the Council was an employer which was committed to equality in recruitment.

 

RESOLVED – That the updated Recruitment and Selection Policy be approved for implementation, subject to the first paragraph in 9.2.1 of the updated Policy being amended to read as follows:-

 

‘At least one member, as a minimum, of the Recruitment Panel must have attended recruitment and selection training’

HR/12

Annual Report on Employee Sickness Absence from 1 April 2016 to 31 March 2017 pdf icon PDF 172 KB

To note the report and actions to be taken moving forward.

Minutes:

The Human Resources Manager presented the Annual Report on Employee Sickness Absence 1 April 2016 to 31 March 2017. He referred to paragraph 3.4 in the report and emphasised that if critical illness conditions were removed from the overall total days lost in 2016/17, the average Full Time Equivalent (FTE) days lost per employee would be reduced to 7.43 days. He also referred to paragraph 3.8 in the report and informed Members that 141 employees had zero absence in 2016/17 and had been congratulated accordingly.

 

The Human Resources Manager informed the Committee that since the report had been circulated, the sickness data had been received from North West Employers for 2016/17. The North West Region statistics ranged from 13.21 to 4.4 average FTE days lost per employee. The average was, therefore, 9.21 meaning that South Lakeland District Council’s figure of 8.99 was better than the average. Members noted the top reasons for absence were critical illness and musculo-skeletal, as referred to in paragraph 3.10 in the report.

 

In response to a question, the Human Resources Manager informed Members that there was some correlation with the number of FTE days lost and the demographic profile of the workforce. He advised the Committee that help for staff, for example, in work safety and health and wellbeing days encouraged staff to work safely and to have a healthy lifestyle.

 

RESOLVED – That

 

(1)        the report and the actions to be taken forward be noted; and

 

(2)        the target of 6.5 days Full Time Equivalent days lost per employee for 2017/18 be approved.

HR/13

Human Resources Committee Delegations pdf icon PDF 114 KB

To consider the delegations from the Human Resources Committee in respect of disciplinary and appeals panels having regard to the revisions to the Chief Executive terms and conditions of service.

 

Additional documents:

Minutes:

The Director of Policy and Resources (Monitoring Officer) presented a report requesting the Committee to consider revised delegations from the Human Resources Committee in respect of disciplinary and appeals panels having regard to the Joint Negotiating Committee (JNC) revisions to the Chief Executive terms and conditions of service. She emphasised that the proposed changes referred to the terms and conditions that related to the Council’s three statutory officers.

 

A Member made reference to the Investigatory and Disciplinary Panel (paragraph 3.8.1 to the report refers) and suggested that, as well as being politically balanced, the Panel should be gender balanced wherever possible. It was agreed that wording to that effect would be incorporated into paragraph 4 of the Human Resources Panel Membership Process so that it read ‘Membership will be drawn down in such a way as to ensure political balance and wherever possible gender balance and, in relation to the Investigatory and Disciplinary Panel and Appeals Panel, will incorporate a Cabinet Member.’

 

RESOLVED – That, subject to the amendment to the Process referred to in these minutes, the revised delegations as detailed in Appendix 1 to the report be recommended to Council for approval.