Agenda and minutes
PDF 200 KBVenue: Committee Room C, County Hall, Kingston upon Thames, Surrey KT1 2DN. View directions
Contact: Andrew Baird
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APOLOGIES FOR ABSENCE AND SUBSTITUTIONS
Minutes: Apologies were received from Mr Nick Harrison and Mr David Hodge
Mr Ernest Mallett acted as a substitute for Nick Harrison
Mrs Helyn Clack acted as a substitute for David Hodge |
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MINUTES OF THE PREVIOUS MEETING
To agree the minutes of the People, Performance and Development Committee meetings held on 15 July 2016 and 25 August 2016. Additional documents: Minutes: The minutes from the meetings on 15 July 2016 and 25 August 2016 were agreed as true records of those meetings. |
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DECLARATIONS OF INTEREST
To receive any declarations of disclosable pecuniary interests from Members in respect of any item to be considered at the meeting.
Notes: · In line with the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012, declarations may relate to the interest of the member, or the member’s spouse or civil partner, or a person with whom the member is living as husband or wife, or a person with whom the member is living as if they were civil partners and the member is aware they have the interest. · Members need only disclose interests not currently listed on the Register of Disclosable Pecuniary Interests. · Members must notify the Monitoring Officer of any interests disclosed at the meeting so they may be added to the Register. · Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest. Minutes: There were none. |
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QUESTIONS AND PETITIONS
To receive any questions or petitions.
Notes: 1. The deadline for Member’s questions is 12.00pm four working days before the meeting (20 September 2016). 2. The deadline for public questions is seven days before the meeting (19 September 2016). 3. The deadline for petitions was 14 days before the meeting, and no petitions have been received.
Minutes: There were none. |
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For Members to consider and comment on the Committee’s actions tracker. Additional documents: Minutes: Declarations of interests:
None
Witnesses:
Ken Akers, Head of HR & OD Andrew Baird, Regulatory Committee Manager
Key points raised during the discussion:
1. The results from the outcome of the voicemail mystery shopping exercise, recorded on the actions tracker as A17/16, were tabled at the meeting and have been attached to these minutes as Annex 1. Members requested that the Head of Customer Services be invited to attend the People, Performance and Development Committee (PPDC) meeting on 27 October to discuss the results with the Committee. 2. In relation to Action A40/16, the Committee received an update on discussions which the Deputy Leader of the Council and the Leader of the Residents’ Association/Independent Group had held with the Chief Finance Officer regarding her vision for the role of the Integrated Director of Finance for the Orbis Partnership. Members were informed that the discussions had been positive and that they were happy with the responses which had been given by the Chief Finance Officer.
Actions/ further information to be provided:
None
RESOLVED: To;
Note the Actions Tracker. |
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Appraisal update 2015/16
To provide an update on the appraisal completion rates and moderated scores distribution for Surrey County Council for the performance year 1 April 2015 to 31 March 2016 and provide an update on the actions requested by PPDC in June. Additional documents: Minutes: Declarations of interests:
None
Witnesses:
Ken Akers, Head of HR & OD
Key points raised during the discussions:
1. The Committee received an introduction to the report by the Head of HR & OD who informed Members that appraisals had been completed for all staff members who were to receive performance related pay as part of the new Pay & Reward Strategy. It was further stated that a final deadline of 31 October 2016 had been set for the completion of all staff appraisals. Members highlighted that there were a number of services that still had a significant proportion of appraisals still outstanding and cast doubt on whether it would be possible for these all to be completed by 31 October. The Committee asked that the Chief Executive provide a comment on outstanding appraisals and steps that could be taken to ensure that appraisal completion dates were met in future years. 2. Members were concerned by discrepancies in the distribution of appraisal performance ratings across different services within the Council. A number of services recorded appraisal ratings that were outside the distribution guidelines with some services recording high numbers of ratings that were either ‘Exceeds Expectations’ or ‘Outstanding’ while other services had no staff which were deemed to ‘require improvement’. PPDC was informed that certain services simply had a disproportionate number of high-performing individuals but were given assurances that the message had been communicated to service heads that the guideline distribution for appraisal ratings should be adhered to where possible. 3. The Committee congratulated the Head of HR & OD for the work that he had done in delivering an appraisal completion rate of 100% for staff members who had been moved onto performance related pay as part of the revised Pay and Reward offer. This was a particularly significant accomplishment given that the deadline for appraisal completion had been brought forward from previous years.
Actions/ further information to be provided:
1. The Committee requested that the Chief Executive comment on this services that still had appraisals outstanding as of 26 September 2016
RESOLVED:
The People, Performance and Development Committee noted that: i. by 23 August 2016 100 per cent of staff included in performance related pay have completed appraisals. ii. of the 845 staff not included in performance related pay: a. 503 were due to complete by 30 June, 90 per cent achieved this; and b. 342 are due to complete by 31 October. iii. The overall performance levels fall broadly in line with the Council’s guided distribution of 5 per cent ‘improvement needed’, 90 per cent ‘successful’ and 5 per cent ‘exceptional’; and iv. the Management Review on performance level distribution detailing the rationale of services whose combined total of the performance levels ‘exceeds expectations’ and ‘outstanding’ was 10 per cent or greater will be submitted for information in October along with a further update on appraisal completion.
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Exclusion of the public
Recommendation: That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information under the relevant paragraphs of Part 1 of Schedule 12A of the Act. Minutes: Resolved: That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information under the relevant paragraphs of Part 1 of Schedule 12A of the Act.
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Apprenticeship Reforms
To highlight recommendations on Surrey County Council’s Apprenticeship Scheme. Minutes: Declarations of interests:
None
Witnesses:
Ken Akers, Head of HR & OD
Key points raised during the discussions:
The Head of HR & OD introduced the report. The Committee asked a number of questions which were responded to by the officers present before moving to recommendations.
Actions/ further information to be provided:
None
RESOLVED:
The Committee did not approve the recommendations set out in the confidential.
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Pay Policy Exceptions September 2016
The People, Performance and Development Committee (PPD Committee) acts as the Council’s Remuneration Committee under delegated powers, in accordance with the Constitution of the County Council. The purpose of this paper is to highlight decisions taken and recommendations on pay that fall outside the published Pay Policy.
This report includes a range of pay exceptions and staff related decisions that require the Committee’s decision.
Minutes: Declarations of interests:
None
Witnesses:
Ken Akers, Head of HR & OD
Key points raised during the discussions:
The Head of HR & OD introduced the report. The Committee asked a number of questions which were responded to by the officers present before moving to recommendations.
Actions/ further information to be provided:
None
RESOLVED:
The Committee approved the recommendations set out in the confidential.
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DATE OF NEXT MEETING
The next meeting of People, Performance and Development Committee will be on [27 October 2016]. Minutes: The Committee
noted that its next meeting would be held on 27 October
2016.
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