Agenda and minutes

There were no petitions or requests to address the meeting.

There were no items of urgent business.

To confirm as a correct record the Minutes of the meeting of the Committee held on 30 May 2022.

The Minutes of the meeting of the Committee held on 30 May 2022 were agreed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

The Chairman advised that agenda items 9, Workforce Profile Statistics, and10, Senior Management Team Structure, had originally been published as exempt reports. Following advice from the Monitoring Officer they were republished as public reports and the Committee would therefore consider them in public. 

Report of Chief Executive

Purpose of report

In line with the Terms of Reference of the Personnel Committee, all policy changes should be reviewed and authorised by the committee prior to implementation.

Recommendations

The meeting is recommended:

1.1       To review the following policies and approve for implementation:

·         Family Friendly Policies as follows:

·         Maternity

·         Paternity

·         Adoption Leave

·         Shared Parental Leave

·         Parental Leave

·         Time Off for Dependents

·         Pension and Retirement Policy Statement

The Chief Executive submitted a report which sought review and authorisation of HR policies, in line with the Terms of Reference of the Personnel Committee which set out that all new policies and changes to policies affecting staff must be reviewed and approved by the Committee prior to implementation.

In introducing the report to Assistant Director Human Resources and Organisational Development explained that CDC staff policies had not been reviewed for some time but were now on a rolling programme to ensure regular review. The policies for review had been prioritised based on changes in legislation and / or work practices.

Resolved

(1)      That, having given due consideration, the following policies be approved and implemented:

·         Family Friendly Policies:

o   Maternity

o   Paternity

o   Adoption Leave

o   Shared Parental Leave

o   Parental Leave

o   Time Off for Dependents

·         Pension and Retirement Policy Statement

Report of Chief Executive

Purpose of report

To provide CDC workforce profile statistics to the Personnel Committee for information and review.

Recommendations

The meeting is recommended:

1.1      To review the information and statistics provided at appendix one recognising this is a ‘new start point’ and the data provided will evolve over future reports.

1.2      To suggest if any additional statistics may be of use on an on-going basis.

The Chief Executive submitted a report which provided the Cherwell District Council workforce profile statistics for information and review.

In introducing the report the Assistant Director Human Resources and Organisational Development explained that the introduction and development of the council’s new HR and payroll system facilitated the production of workforce data. This was a starting point for the data and it was planned to include comparative data in the Quarter 2 report.

In response to Members’ comments regarding if there were any reports regarding lessons learned and the impact on the employees of the pandemic that could be circulated to Members, the Chief Executive explained that no specific reviews had been undertaken due to capacity issues associated with decoupling from Oxfordshire County Council. A national review was being undertaken which CDC was monitoring. Going forward, there would

In response to Members’ comments regarding  the Assistant Director Human Resources and Organisational Development advised that this section fell under “sensitive data” which employees completed themselves and could respond “prefer not to say”. Whilst employees were strongly encouraged to complete the information, it could not be mandated. The Chief Executive advised the Committee that going forward Personnel Committee meetings would be scheduled quarterly and each meeting would include an update on workforce statistics.

The Chairman reminded the Committee that this was a new report they would be receiving on a quarterly basis going forward. If there was any aspects they would like to see in the future they could advise him or the Assistant Director Human Resources and Organisational Development.

Resolved

(1)       That, having given due consideration, the workforce profile information and statistics be noted and it be recognised that this was a ‘new start point’ and the data provided would evolve over future reports.

The Chief Executive submitted a report which sought approval to establish the permanent structural arrangements for the senior management team following the finalisation of the decoupling of the strategic partnership arrangements with Oxfordshire County Council (OCC). This report was further to the report to the Personnel Committee on 28 February 2022 which had set out the interim arrangement for the decoupling of the partnership between Cherwell District Council (CDC) and OCC.

Resolved

(1)       That the senior management team structure for the Council be approved.

The following reports 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 consultations or negotiations, in connection with any labour relations matter 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 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 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 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 could involve the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Schedule 12A of that Act.

Exempt Report of Director of Communities

The Corporate Director Communities submitted an exempt report which explained that in light of the decoupling of Cherwell District Council and Oxfordshire County Council, it had been necessary to review the needs of the Growth and Economy Service. The report outlined a proposed new structure for the Growth and Economy Service to ensure that it is in the best possible position and shape to tackle the challenges and opportunities in the future. The proposed restructure would be dealt with in accordance with the Council’s Organisational Change policy.

Resolved

(1)          That the business cases be noted.

(2)          That progression to consultation be approved.

Exempt Report of Corporate Director Resources

The Corporate Director Resources submitted an exempt report which explained that in light of the decoupling of Cherwell District Council and Oxfordshire County Council, it had been necessary to review the needs of the Property Team. The report outlined a proposed new structure for the Property Team in order to ensure that it was fit for purpose and able to meet the needs of the business. The proposed restructure would be dealt with in accordance with the Council’s Organisational Change policy.

Resolved

(1)          That the business cases be noted.

(2)          That progression to consultation be approved.