Agenda and minutes

Minutes of meeting held on 22^nd September 2022 (previously circulated). 

The Minutes of the meeting held on 22^nd September 2022 were signed by the Chair as a correct record. 

Note:  Councillor Guilding advised that she was unable to vote on the accuracy of the minutes as she had not attended the meeting. 

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

Councillors are reminded that, in accordance with the Localism Act 2011, they are required to declare any disclosable pecuniary 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). 

Whilst not a legal requirement, in accordance with Council Procedure Rule 9 and in the interests of clarity and transparency, Councillors should declare any disclosable pecuniary interests which they have already declared in the Register, at this point in the meeting. 

In accordance with Part B Section 2 of the Code Of Conduct, Councillors are required to declare the existence and nature of any other interests as defined in paragraphs 8(1) or 9(2) of the Code of Conduct. 

There were no declarations of interest. 

There were no items of urgent business. 

Report of the Head of HR and OD. 

The Head of HR and OD submitted a report to enable the Committee to consider and approve a revision to the Annual and Statutory Leave Scheme for NJC Greenbook and JNC Chief Officers to be implemented from 1st April 2023. 

It was proposed that the Annual and Statutory Leave Scheme be updated to reflect recent changes nationally negotiated and agreed by the National Joint Council as part of the 2022 pay award.  The Council’s current annual leave provisions for green book staff was in excess of the green book minimum (which on 1st April 2023 will be 23 days plus extra two statutory holidays, a total of 25 days). The Council’s current minimum was 26 days which includes the two additional statutory holidays.  The Council was therefore seeking to reach a local agreement via the process of JCC and Personnel Committee to include an additional day leave to its provisions bringing the total basic leave allowance for green book staff up to 27 days.  For parity it was also sought that those employees covered by the JNC Chief Officers terms and conditions receive an additional day’s annual leave bringing their total days leave up to 35 days from the previous 34. It was reported that Chief Officers did not receive any additional leave after 5 years’ service and would receive 35 days from day one of service. 

It was moved by Councillor Jason Wood, seconded by Councillor Mel Guilding and unanimously resolved: -

“That the recommendations, set out in the report, be approved.”

Resolved: -

That the revisions to the Annual and Statutory Leave Scheme be approved. 

Report of Head of HR and OD. 

The Head of HR and OD and the OD Manager submitted a report to enable the Committee to consider and approve the introduction of a new Employee Performance and Development Policy.

It was reported that a new Employee Performance and Development Policy had been developed in response to feedback from employees and in line with recommendations from Investors In People (IIP). The policy was supported by a refresh of some of the existing tools and guidance to support managing employee performance, and the creation of some new ones, including a new purpose statement, a refresh of the Council’s Our Values statements, the development of a behavioural framework to support Our Values, and the creation of supporting toolkits for employees and people managers.

Members were advised that the Policy and associated documents were shared at the Joint Consultative Committee (JCC) meeting on 9 November 2022 where it was agreed that further engagement with Trade Unions was required. The policy was discussed and general principles agreed at the monthly Trade Union meeting on 16th November 2022. Extensive consultation and engagement had already taken place, and continued to take place, with trade union colleagues, staff ambassadors and staff focus groups, to ensure the approach to employee performance and development is fit for purpose and can be embedded into business as usual.

Personnel Committee was asked to approve the new policy to enable further engagement to proceed to finalise associated documents. 

It was moved by Councillor Jason Wood, seconded by Councillor Caroline Jackson:-

“That the policy be approved, subject to a process to be employed that any modifications or changes to be notified to all of the JCC Members and are approved and signed off by the Portfolio Holder, Chair of Personnel Committee and Chair of the JCC.” 

By way of amendment it was moved by Councillor Paul Stubbins, seconded by Councillor Caroline Jackson:-

“That paragraph 5.2 of the Policy be amended to include an interim/mid year review.” 

Members then voted upon the amendment with 3 Members voting in favour and 4 Members against, whereupon the Chair declared the amendment to be lost. 

Members then voted upon the substantive motion, whereupon the Chair declared the motion to be unanimously carried. 

Resolved: -

That the policy be approved, subject to a process to be employed that any modifications or changes to be notified to all of the JCC Members and are approved and signed off by the Portfolio Holder, Chair of Personnel Committee and Chair of the JCC. 

Note:  At this point the Head of HR and OD and the OD Manager left the meeting. 

The Committee is recommended to pass the following recommendation in relation to the following item:-

“That, in accordance with Section 100A(4) of the Local Government Act, 1972, the press and public be excluded from the meeting for the following item of business, on the grounds that it could involve the possible disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Schedule 12A of that Act.” 

Members are reminded that, whilst the following item has been marked as exempt, it is for the Committee itself to decide whether or not to consider this in private or in public.  In making the decision, Members should consider the relevant paragraph of Schedule 12A of the Local Government Act 1972, and also whether the public interest in maintaining the exemption outweighs the public interest in disclosing the information.  In considering their discretion Members should also be mindful of the advice of Council Officers. 

That, in accordance with Section 100A (4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it could involve the possible disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Schedule 12A of that Act.

Report of the Chief Executive. 

The Chief Executive submitted a report to enable the Committee to consider and approve the proposals to restructure the leadership team. 

Resolved: -

The resolution is set out in a minute exempt from publication by virtue of paragraphs 1, 2, 3 and 4 of Schedule 12A of the Local Government Act 1972.