Agenda and minutes

Members are asked to declare any interest and the nature of that interest which they may have in any of the items under consideration at this meeting.

There were none.

The Chairman to report on any requests to submit petitions or to address the meeting.

There were none.

The Chairman to advise whether they have agreed to any item of urgent business being admitted to the agenda.

There was no urgent business.

To confirm as a correct record the Minutes of the meeting of the Committee held on 17 September 2008.

The Committee discussed the minutes of the meeting held on 17 September 2008 and were updated on minute No.PG28 Service Head Recruitment – Finance and minute No.PG26 Council Offices Opening Hours and Flexible Working Hours. In relation to minute No.PG28 members of the committee were advised that the recruitment of the Head of Finance had been suspended as a suitable candidate had not been identified.

In relation to minute No.PG26 members of the Committee were advised that late opening of Bodicote House offices was not required at this time. It was planned to continue to open the area offices late (no later than 10am) once a week in order for Customer Service staff to access training and communications from the main Council offices at Bodicote House.

The Minutes of the meeting of the Committee held on 17 September 2008 were approved as a correct record and signed by the Chairman.

Summary

This paper seeks the views of the committee on the proposed introduction of a mandatory model code of conduct for local authority employees. DCLG are seeking views from authorities as part of the formal consultation process which runs until 24^th December 2008.

Recommendation

The Committee is RECOMMENDED to comment on the proposed response and make any further responses considered appropriate.

The Committee considered a report of the Head of Human Resources inviting comments on the Department for Communities and Local Government consultation paper on changes to the code of conduct. The Committee considered the proposal to introduce a mandatory code of conduct for local authority employees.

Members of the Committee discussed how a code of conduct for employees would relate to current contracts and terms of conditions of employment. The Head of Human Resources advised the Committee that the conduct of employees is adequately covered by contracts of employment and that a mandatory code of conduct was not required. The Committee particularly noted the response to Question 13 and whether a code of conduct was required, the Committee supported the answer that is was not required.

Resolved

That the report and response to the consultation paper be noted.

Summary

This report gives details of employment statistics for information and monitoring purposes. As requested by Members this information has been amended to reflect turnover by directorate.

Recommendation

The Committee is RECOMMENDED to resolve to note the contents of this report.

The Committee considered a report of the Head of Human Resources setting out details of staff employment numbers for information and monitoring purposes for the period July to September 2008.

The Committee expressed their thanks to officers for supplying statistical data and identified that a report showing 18 months of data would be useful to view trends for the year.

Resolved

That the report be noted.

Summary

The purpose of this report is to seek decisions in relation to new discretions under Local Government Pensions Scheme Regulations in order to update the current Pensions Policy Statements which will ensure Cherwell District Council has the necessary statements on the exercise of its discretions under amended regulations up to and including 1 April 2008.

Recommendations

The Committee is RECOMMENDED to determine to resolve;

(1) To consider use of Regulation 13 – the discretion to award additional pension up to £5,000, and if agreed to consider using the same criteria as already agreed for awarding additional pensionable membership (up to 10 years) to ensure consistency of approach.

(2) To note the updated Pension Policy Statements at Appendix 1.

The Committee considered a report of the Head of Human Resources seeking approval of new discretions under Local Government Pensions Scheme regulations in order to update the Pensions Policy Statements.

Resolved

(1)   That the use of Regulation 13 – the discretion to award additional pension up to £5000 be agreed using the same criteria as already agreed for awarding additional pensionable membership (up to 10 years) to ensure a consistent approach.

(2)   That the updated Pension Policy Statements be approved.

Summary

The purpose of this report is to seek approval for the attached revised Sickness Absence policy.

Recommendation

The Committee is RECOMMENDED to resolve to approve the attached revised sickness absence policy, including the ill health retirement process set out in Appendix G of the policy, for implementation from 1 April 2009.

The Committee considered a report of the Head of Human Resources which sought approval for a revised Sickness Absence Policy. The Committee were advised that the Council performed well in this area and had relatively low levels of absence due to sickness. Levels had worsened slightly in the last year and it was hoped the revised policy would reduce the level of sickness absence taken by members of staff.

The Committee were advised that the revised sickness and absence policy set out more robust monitoring and action against sickness absence. Line Managers were undertaking training in order to conduct ‘return to work’ interviews. The revised policy gave a greater emphasis to supporting staff who were absent from work and identifying any issues which prevented staff from attending work.

Resolved

(1)   That the revised sickness absence policy, including ill health retirement process, be approved for implementation in April 2009.

(2)   That comparative igures on sickness absence levels in other local authorities be provided at the next meeting.

Summary

The purpose of this report is to seek approval for the attached capability procedure.

Recommendation

The Committee is RECOMMENDED to resolve to approve the attached capability policy for implementation from 1 January 2009.

The Committee considered a report of the Head of Human Resources seeking approval of a Capability Policy which was developed to address situations where employees were not meeting required standards of performance in their jobs. The Committee were advised that the performance of staff against specific targets was reviewed through appraisals. The capability policy provided managers with a mechanism of dealing with capability issues identified in staff appraisals.

The Committee were advised that the new policy provided a distinction between capability and disciplinary issues. Where disciplinary issues are usually addressed through the imposition of certain sanctions against members of staff the capability issues would be addressed through training and support. Which it was hoped would help members of staff who were underperforming meet the desired requirements of their job.

Resolved

That the capability policy be approved from implementation from 1 January 2009.

The following report(s) contain exempt information as defined in the following paragraph(s) of Part 1, Schedule 12A of Local Government Act 1972. 

1 – Information relating to any individual.

4 – Information relating to consultations or negotiations, or contemplated consultations or negotiations , in connection with any labour relations matter arising between the authority or a Minister of the Crown and employees of, or officer holders, under the authority.

Members are reminded that whilst the following item(s) have been marked as exempt, it is for the meeting to decide whether or not to consider each of them in private or in public.  In making the decision, Members should balance the interests of individuals or the Council itself in having access to the information.  In considering their discretion Members should also be mindful of the advice of Council Officers.

Should Members decide not to make a decision in public, they are RECOMMENDED to pass the following recommendation:

            “That in accordance with Section 100A (4) of Local government Act 1972, the press and public be excluded from the meeting for the following item(s) of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraph(s) 1 and 4 of Schedule 12A of that Act”.

Resolved, that, in accordance with Section 100A(4) of Local Government Act 1972, the press and public be excluded from the meeting for the following item(s) of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraph(s) 1 and 4 of Schedule 12A of that Act.

The Committee considered an exempt report of the Head of Safer Communities and Community Development to review the public protection team structure.

The Committee considered a report of the Head of Human Resources relating to the redundancy of Post No. (EX0070)

Resolved

(1)   The redundancy of Post No. EX0070 on 31 March 2009 be approved.

(2)   The payment of redundancy and PRP be approved