Agenda, decisions 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 17 November 2022.

The Minutes of the meeting of the Committee held on 17 November 2022 were confirmed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

The Chairman made two announcements:

1.    Welcomed Mandy Targett and Anna Thornicroft from the HR Team to the meeting.

2.    Thanked the members of the Committee involved in the Equality, Diversity and Inclusion working group, and advised the Committee that a substantive update on the work would be given at the next meeting.

Report of Chief Executive

Purpose of report

To seek approval from the Personnel Committee on proposed changes to existing HR policies.

Recommendations

The meeting is recommended:

1.1       to review and approve the following policies for implementation:

-       Annual Leave and Bank Holiday Policy

-       Compassionate Leave Policy

-       Court Attendance Policy

-       Employee Code of Conduct

-       Statutory Officer Disciplinary and Dismissal Procedure

Resolved

(1)       That the following policies be approved for implementation:

·       Annual Leave and Bank Holiday Policy

·       Compassionate Leave Policy

·       Court Attendance Policy

·       Employee Code of Conduct

·       Statutory Officer Disciplinary and Dismissal Procedure

The Committee considered a report from the Chief Executive that sought approval on proposed changes to existing HR policies.

In introducing the report, the Assistant Director of Human Resources explained that the HR team were systematically working through all policies and refreshing them where required, to simply and make them more user friendly.

The Assistant Director of Human Resources advised the Committee that the Employee Code of Conduct and Statutory Officer Disciplinary and Dismissal Procedure had been reviewed by the Monitoring Officer and external solicitors, and all were happy with the proposed amendments.

In response to questions from the Committee, the Chief Executive explained that there was not a working from home policy, but an agile working framework of 10 principles that all staff were aware of and expectations of the organisation were regularly referred to at all staff briefings.

It was proposed by Councillor Ian Corkin and seconded by Councillor Lynn Pratt that the policies be approved for implementation.

Resolved

(1)       That the following policies be approved for implementation:

·       Annual Leave and Bank Holiday Policy

·       Compassionate Leave Policy

·       Court Attendance Policy

·       Employee Code of Conduct

·       Statutory Officer Disciplinary and Dismissal Procedure

Report of Chief Executive

Purpose of report

To provide the Personnel Committee with the latest Gender Pay Gap report for information.

Recommendations

The meeting is recommended:

1.1       to review the latest Gender Pay Gap report provided for information.

Resolved

(1)       That the Gender Pay Gap report be noted.

The Committee considered a report from the Chief Executive that detailed the Gender Pay Gap as at 31 March 2022.

The Assistant Director of Human Resources explained to the Committee that the council were required to report gender pay gap findings to central Government and publish a report on the council’s website by 30 March 2023.

The gender pay gap for the council stood at 1.64% at March 2022, or 29p an hour. This was an increase from the 2021 figure, but was still considerably lower that the national public sector pay gap of 13.6%.

In response to questions from the Committee the Assistant Director of Human Resources confirmed that following recent recruitment the position at the end of March 2023 could be different.  

Resolved

(1)       That the Gender Pay Gap report be noted.

Report of Chief Executive

Purpose of report

To provide the Personnel Committee with an update on Cherwell District Council’s workforce including KPIs for measuring staff well-being and to highlight the actions officers are taking to address any issues

Recommendations

The meeting is recommended:

1.1       to review and note the workforce data for Quarter 3 of 2022/23 provided in Appendix one.

Resolved

(1)       That the workforce data for Quarter 3 of 2022/23 be noted.

The Committee considered a report from the Chief Executive that detailed workforce profile statistics as at quarter two of 2022/23.

The Assistant Director of Human Resources explained that overall headcount of staff had increased during quarter three compared to quarter two, and there had been eight fewer leavers.

Regarding sickness absence, covid remained the highest reason for absence. In response to queries, the Assistant Director of Human Resources assured the Committee that any sickness absence involving stress was referred to occupational health partners for support, regardless of whether the stress was work related or personal.

Further to the quarter two update, the Assistant Director of Human Resources explained that the overall percentage of sensitive data held had increased to 75.86% of the organisation, an improvement of over 26%. The HR Team continued to engage with all staff to gather the requested information.

In response to queries from the Committee, the Assistant Director of Human Resources confirmed that officers could choose not to provide their sensitive data to HR if they preferred, as it was not a legal requirement for the council to collect the data.

Regarding the apprenticeship levy and the possibility of qualifying employers ‘passporting’ elements of their levy to other organisations, the Assistant Director of Human Resources advised that she would take the query away to find out more information and report back after the meeting.  

Resolved

(1)       That the workforce data for Quarter 3 of 2022/23 be noted.

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 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 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, 3 and 4 of Schedule 12A of that Act.”

Resolved

(1)       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 Corporate Director Resources

Resolved

(1)       That the business case and consultation notes be noted.

(2)       That implementation of the new structure be approved.

The Committee considered an exempt report from the Corporate Director – Resources, that provided consultation feedback and proposed next steps in relation to the proposed restructure of the Property team.

Speaking in her capacity as Portfolio Holder for Property, Councillor Lynn Pratt advised the Committee she was delighted to see the report presented for approval.

In response to queries from the Committee the Interim Assistant Director – Property explained that the restructure would provide more resource for responsibilities that were back in-house with the council following the decoupling with Oxfordshire County Council.

It was proposed by Councillor Lynn Pratt and seconded by Councillor George Reynolds that the business case and consultation notes be noted, and that implementation of the new structure be approved.

Resolved

(1)       That the business case and consultation notes be noted.

(2)       That implementation of the new structure be approved.