Agenda and minutes

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

There were no declarations of interest.

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

There were no petitions or requests to address the meeting.

To receive communications from the Chairman.

There were no Chairman’s announcements.

To confirm as a correct record the Minutes of the meeting held on 18 December 2015.

The Minutes of the meeting of the Committee held on 18 December 2015 were agreed as a correct record and signed by the Chairman.

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

There were no items of urgent business.

The following items of business contain exempt information as defined in the following paragraphs of Part 1, Schedule 12A of Local Government Act 1972.

1 - Information relating to any individual

2 - Information which is likely to reveal the identity of an individual

3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information)

4 - Information relating to any consultations or negotiations, or contemplated negotiations, in connection with any labour matters arising between the authority or a Minister of the Crown and employees of, or office holders under, the authority

Members are reminded that whilst the following items 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 items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 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 items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Schedule 12A of that Act.

** This report will be circulated under separate cover to members of the Joint Commissioning Committee only **

Exempt Report of Chief Executive

The Chief Executive submitted an exempt report to consider the outcome of the interviews of the candidates on the longlist for the two Director vacancies and to identify the candidates who will be on the shortlist.

The Chief Executive introduced Lesley Shore, West Midlands Employers, who was providing her with external, independent HR support and Anna Jay, Berwick Partners, the recruitment consultants carrying out the recruitment for the management restructure on behalf of the councils.

Anna Jay presented the report of Berwick Partners on the outcome of the longlist interviews.

Having considered the applications and the report of Berwick Partners, based on their merit, Members agreed that the candidates set out in the exempt minute should proceed to the interview stage.

Resolved

(1)          That the report from Berwick Partners on the outcome of the longlist interviews be noted.

(2)       That based on their merit, the candidates as set out in the exempt minute should proceed to the interview stage.

(Anna Jay and Lesley Shore left the meeting at the conclusion of this item)

The Committee to resolve to re-admit the public and press.

Resolved

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

(The Business Transformation Manager, the Transformation Project Managers and the Democratic and Elections Team Leader joined the meeting.

Director of Operational Delivery

Purpose of report

This report presents the final business case following consultation for a joint Customer Service team across Cherwell District and South Northamptonshire Councils (hereafter “Cherwell” or “CDC” and “South Northamptonshire” or “SNC” respectively).

The report recommends the formation of a two way joint Customer Service team and in doing so seeks the Joint Commissioning Committee’s agreement for the staffing elements of the business case.

The proposal is part of the wider transformation programme across the two Councils.

Recommendations

The meeting is recommended:

1.1       To consider the responses to the consultation process with the affected staff and trade union representatives received as detailed in the consultation log (attached as exempt Appendix 2) and from the Joint Councils Employee Engagement Committee (to be reported verbally), and determine whether any amendment to the business case is required as a result of them.

1.2         To note that the business case will be considered in respect of non-staffing matters  by CDC Executive on 1 February 2016 and by SNC Cabinet on 8 February 2016.

1.3         To approve the staffing aspects of the final business case to share a joint Customer Service between SNC and CDC (exempt appendix 1), including determination of the voluntary redundancy request referred to in paragraph 6.5 and exempt Appendix 3, subject to consideration and approval of the non-staffing implications by CDC Executive and SNC Cabinet.

1.4         To delegate authority to the Director of Operational Delivery in consultation with the Chairman of the Joint Commissioning Committee to make any non-significant amendments that may be required to the business case following the decision by CDC Executive and/or SNC Cabinet.

The Director of Operational Delivery submitted a report which presented the final business case following consultation for a joint Customer Service team across Cherwell District and South Northamptonshire Councils and sought agreement of the staffing elements of the business case.

The proposal was part of the wider transformation programme across the two Councils.

The Director of Operational Delivery confirmed that the Joint Councils Employee and Engagement Committee had considered and endorsed the business case, recommending to the Joint Commissioning Committee that it be approved.

Resolved

(1)          That the responses to the consultation process with affected staff and trade union representatives received, as detailed in the exempt consultation log, and from the Joint Councils Employee Engagement Committee be noted and it be noted that no further amendments to the business case were required as a result of them.

(2)          That it be noted that the business case would be considered in respect of non-staffing matters by CDC Executive on 1 February 2016 and by SNC Cabinet on 8 February 2016.

(3)          That the staffing aspects of the final business case to share a joint Customer Service between SNC and CDC including approval of the voluntary redundancy request be approved, subject to consideration and approval of the non-staffing implications by CDC Executive and SNC Cabinet.

(4)          That authority be delegated to the Director of Operational Delivery in consultation with the Chairman of the Joint Commissioning Committee to make any non-significant amendments that may be required to the business case following the decision by CDC Executive and/or SNC Cabinet.

Report of Head of Transformation

Purpose of report

To recommend an interim approach to manage the performance appraisals and incremental progression of all mainstream staff (excluding JMT) in the performance year 2016 – 2017 only and in doing so support the roll out of the new corporate competency framework as approved by both Councils in 2015.

Recommendations

The meeting is recommended to:

1.1         Approve the updated interim Performance Appraisal Policy (Appendix 1).

1.2         Approve the new interim Incremental Progression Policy (Appendix 2) for implementation, in support of the corporate competency framework during 2016/17.

The Head of Transformation submitted a report which recommended an interim approach to manage the performance appraisals and incremental progression of all mainstream staff (excluding JMT) in the performance year 2016/2017 only and in doing so support the roll out of the new corporate competency framework as approved by both Councils in 2015.

In presenting the report, the Shared Human Resources and Organisational Development Manager advised the Committee that the Framework had been endorsed the Joint Councils Employee Engagement Committee.

Resolved

(1)          That the updated interim Performance Appraisal Policy be approved.

(2)          That the new interim Incremental Progression Policy be approved for implementation, in support of the corporate competency framework during 2016/17.

Report of Head of Transformation

Purpose of report

To seek approval to implement a shared Stand-by and On-call policy and associated allowances for Cherwell District Council and South Northamptonshire Council.

Recommendations

The meeting is recommended:

1.1       To approve the shared stand-by and on-call policy and associated allowances (Appendix 1).

The Head of Transformation submitted a report to seek approval to implement a shared Stand-by and On-call policy and associated allowances for Cherwell District Council and South Northamptonshire Council.

In presenting the report, the HR Business Partner for Development and Bicester advised the Committee that the Framework had been endorsed the Joint Councils Employee Engagement Committee.

In considering the report, Members agreed that the definition of being “on-call” should also include the requirement to be “fit for work” and that the policy should be reworded to enable more than one member of staff per service to receive a standby or on-call payment at any one given time in exceptional circumstances.

Resolved

(1)          That the shared stand-by and on-call policy and associated allowances be approved, subject to authority being delegated to the Chief Executive to amend the definition of “on-call” and to enable more than one member of staff per service to receive a standby or on-call payment at any one given time in exceptional circumstances.

Report of Director of Operational Delivery

Purpose of report

This report presents the final business case following consultation for a Joint Public Protection Service across Cherwell District and South Northamptonshire Councils (hereafter “Cherwell” or “CDC” and “South Northamptonshire” or “SNC” respectively).

The report recommends the formation of a two way Joint Public Protection Service and in doing so, seeks the Joint Commissioning Committee’s agreement to the staffing elements of the business case.

The proposal is part of the wider transformation programme across the two Councils.

Recommendations

The meeting is recommended:

1.1       To consider the responses to the consultation process with the affected staff and trade union representatives received as detailed in the consultation log (exempt appendix 2) and from the Joint Councils Employee Engagement Committee (updated verbally) and to determine whether any amendment to the business case is required as a result of them.

1.2         To note that the business case will be considered in respect of non-staffing matters  by CDC Executive on 1 February 2016 and by SNC Cabinet on 8 February 2016.

1.3         To approve the staffing aspects of the final business case (exempt appendix 1) to share a joint Public Protection Service between SNC and CDC including the approach taken to redundancies, subject to consideration and approval of the non-staffing implications by CDC Executive and SNC Cabinet.

1.4         To delegate to the Director of Operational Delivery in consultation with the Chairman of the Joint Commissioning Committee any non-significant amendment that may be required to the business case following the decision by CDC Executive and/or SNC Cabinet.

The Director of Operational Delivery submitted a report which presented the final business case following consultation for a Joint Public Protection Service across Cherwell District and South Northamptonshire Councils and sought agreement of the staffing elements of the business case.

The proposal was part of the wider transformation programme across the two Councils.

The Director of Operational Delivery confirmed that the Joint Councils Employee and Engagement Committee had considered and endorsed the business case, recommending to the Joint Commissioning Committee that it be approved.

Resolved

(1)          That the responses to the consultation process with affected staff and trade union representatives received, as detailed in the exempt consultation log, and from the Joint Councils Employee Engagement Committee be noted and it be noted that no further amendments to the business case were required as a result of them.

(2)          That it be noted that the business case would be considered in respect of non-staffing matters by CDC Executive on 1 February 2016 and by SNC Cabinet on 8 February 2016.

(3)          That the staffing aspects of the final business case to share a Joint Public Protection Service between SNC and CDC be approved, subject to consideration and approval of the non-staffing implications by CDC Executive and SNC Cabinet.

(4)          That authority be delegated to the Director of Operational Delivery in consultation with the Chairman of the Joint Commissioning Committee to make any non-significant amendments that may be required to the business case following the decision by CDC Executive and/or SNC Cabinet.

The following items of business contain exempt information as defined in the following paragraphs of Part 1, Schedule 12A of Local Government Act 1972.

1 - Information relating to any individual

2 - Information which is likely to reveal the identity of an individual

3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information)

4 - Information relating to any consultations or negotiations, or contemplated negotiations, in connection with any labour matters arising between the authority or a Minister of the Crown and employees of, or office holders under, the authority

Members are reminded that whilst the following items 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 items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Schedule 12A of that Act.”

There being no questions on the exempt appendices to the Business Case for a Joint Customer Service and the Business Case for a Joint Public Protection Service, it was not necessary to exclude the press and public.

Resolved

(1)          That the exempt appendices be noted.

Resolved

(1)          That the exempt appendices be noted.