Agenda and minutes
PDF 194 KBVenue: Committee Room C, County Hall, Kingston upon Thames, KT1 2DN
Contact: Andrew Baird
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APOLOGIES FOR ABSENCE AND SUBSTITUTIONS
Minutes: There were none. |
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MINUTES OF THE PREVIOUS MEETING [22 March 2017]
To agree the minutes as a true record of the meeting. Minutes: The minutes were agreed as a true record of the meeting.
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DECLARATIONS OF INTEREST
All Members present are required to declare, at this point in the meeting or as soon as possible thereafter
(i) Any disclosable pecuniary interests and / or (ii) Other interests arising under the Code of Conduct in respect of any item(s) of business being considered at this meeting
NOTES:
• Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest • As well as an interest of the Member, this includes any interest, of which the Member is aware, that relates to the Member’s spouse or civil partner (or any person with whom the Member is living as a spouse or civil partner) • Members with a significant personal interest may participate in the discussion and vote on that matter unless that interest could be reasonably regarded as prejudicial. Minutes: Mr Nick Harrison declared a non-pecuniary interest in relation to Item 7 on the agenda arising from his role as Chairman of the Local Pension Board. |
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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 (8 June 2017). 2. The deadline for public questions is seven days before the meeting (7 June 2017). 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 interest:
None
Witnesses:
Ken Akers, Head of HR & OD Andrew Baird, Regulatory Committee Manager
Key points from the discussion:
1. Members noted that there were three actions which remained outstanding on the Committee’s Actions Tracker. Officers highlighted that these actions were for items to be brought to future People, Performance and Development Committee (PPDC) meetings and so would be removed from the Tracker once these items had been considered by the Committee.
Actions/ further information to be provided:
None
RESOLVED:
That the People, Performance and Development Committee monitored progress on the implementation of actions from previous meetings. |
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Forward Work Programme
For Members to review and comment on upcoming items due for consideration by the People, Performance and Development Committee.
Additional documents: Minutes: Declarations of interest:
None
Witnesses:
Ken Akers, Head of HR & OD Andrew Baird, Regulatory Committee Manager
Key points raised during the discussion:
1. Members discussed the considerable financial challenges facing Surrey County Council (SCC) and how the uncertainty caused by these budgetary pressures could impact on staff. The People, Performance and Development Committee (PPDC) agreed to the inclusion of an item on the agenda for its meeting in July to consider SCC’s organisational structure to ensure it had an appropriate and effective workforce capable of addressing future challenges. 2. The Committee requested that officers review the number of items on the Forward Work Programme for the Committee’s meeting on 25 July with a view to postponing consideration of some of these items to a later meeting.
Actions/ further information to be provided:
1. Item to be included on the Forward Plan on the future organisational structure of Surrey County Council for consideration at the Committee's meeting on 25 July (Action Ref: A17/17).
2. List of agenda items due to be considered at the PPDC meeting on 25 July to be reviewed so that there is enough time for all items to be considered fully by Members (Action Ref: A18/17).
RESOLVED:
That the People, Performance and Development Committee review items that it is due to consider at future meetings.
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Extension of Member and Employer Representative Appointments of the Local Pension Board
This report sets out the proposed extension of Member and employer representative appointments for Local Pension Board for approval by the People, Performance and Development Committee.
The report also recommends the new appointment of a county councillor as employer representative and Vice-Chairman, to fill a vacancy following the election on 4 May 2017.
The Local Pension Board is a requirement under section 5 of the Public Service Pensions Act 2013, and Regulation 106 of the Local Government Pension Scheme Regulations 2013.
Additional documents: Minutes: Declarations of interest:
Mr Nick Harrison declared a non-pecuniary interest in this item as Chairman of the Local Pension Board and left the room for the discussion on this item.
Witnesses:
None
Key points raised during the discussion:
1. Committee Members were informed that the report asked them to approve the appointment of Cllr Graham Ellwood to the role of Vice-Chairman of the Local Pension Board as well as to extend the appointment of existing Members for the lifetime of the current Council.
Actions/ further information to be provided:
None
RESOLVED:
The People, Performance and Development Committee agreed that:
1. the term of office for the member representatives of the Surrey Local Pension Board are extended over the life of the next Council;
2. the term of office for the employer representatives of the Surrey Local Pension Board are extended over the life of the next Council;
3. Cllr Graham Ellwood is appointed as Vice Chairman and Surrey County Councillor employer representative to the Surrey Local Pension Board. |
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Appraisal Completion Update 2016/17
To provide an update on the appraisal completion rates and distribution of appraisal ratings for performance year from 1 April 2016 to 31 March 2017. The report includes a comparison of the completion and distribution of appraisal ratings with the first year of implementation for the performance year from 1 April 2015 to 31 March 2016.
Additional documents: Minutes: Declarations of Interests
None
Witnesses:
Ken Akers, Head of HR & OD
Key points raised during the discussion:
1. The report was introduced by the Head of HR & OD who highlighted the excellent appraisal completion rate of 94.2% achieved across the organisation. Members congratulated officers on overhauling the previously relaxed culture towards appraisals at SCC which had made it challenging to judge the performance of individual members of staff effectively. The Committee emphasised the significance of achieving such a high appraisal rate given the diverse range of services offered by SCC creating a wide array of job roles and working patterns thereby making it more difficult to impose a centralised appraisal model. 2. Discussions took place regarding distribution across the three appraisal performance ratings. Members noted that the distribution was within the target of 90% Successful, 5% Exceptional and 5% Improvement Needed set by the organisation but drew attention to some services where significantly more than 5% of staff had received an appraisal performance rating of Exceptional. Officers advised that there were a number of services within SCC in which just one member of staff receiving the top appraisal rating would take that service over the 5% distribution guideline. The Committee was further informed that SCC had taken considerable steps to ensure that the performance of those awarded the top appraisal rating was truly exceptional. This included clear guidelines on what Exceptional performance looked like as well as introducing a moderation process which enabled managers to challenge and discuss appraisal ratings. Members requested a list of those members of staff who had been awarded an appraisal rating of Exceptional so that they could identify and contribute to the development of these individuals. 3. It was agreed that a letter should be sent to all staff expressing the appreciation of Members for successful completing the appraisal process.
Actions/ further information to be provided:
1. A letter to be sent from the Chairman of PPDC to the Chief Executive to cascade to all staff members thanking them for all of their hard work over the past year (Action Ref: A19/17).
RESOLVED:
The People, Performance and Development Committee noted that:
i. the completion rate cent for eligible appraisals by 31 May deadline is 94.2 per cent, with 0.9 percent still in progress and 4.9 per cent not yet completed; ii. all appraisals are now completed within the same time frame by 31 May 2017; no extensions were offered and around an additional 700 individuals were appraised in the same timeframe as last year; iii. the distribution of performance appraisal ratings falls within the guided distribution of 90:5:5 for successful: exceptional: improvement needed; and iv. 91.1 per cent of staff achieved a successful performance rating, 3.6 per cent of staff achieved an ‘exceptional’ and 3.0 per cent of staff have an ‘improvement needed’ rating (2.3 per cent were given ‘not discussed’ and will be changed when the appraisals are completed). |
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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.
PART TWO – IN PRIVATE 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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Surrey Pay Annual Review 2017/18
The purpose of this report is to provide the People, Performance and Development Committee with an update on the financial and economic context ahead of the annual Surrey Pay review for 2017/2018 and to make recommendations for achieving a pay settlement for implementation from 1 July 2017 for non-schools Surrey Pay staff on performance related terms and conditions. In addition, the report will explain the context for achieving a different pay settlement for those groups of non-schools based Surrey Pay staff on separate terms and conditions as well as schools based Surrey Pay staff whose annual pay review is effective from 1 April 2017.
Minutes: Declarations of interest:
None
Witnesses:
Ken Akers, Head of HR & OD Julie Smyth, HR Reward Manager
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:
RESOLVED:
The Committee approved the recommendations set out in the confidential.
Mr Nick Harrison left the meeting at 16.00 |
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Pay Policy Exceptions - June 2017
The People, Performance and Development 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 and amendments to existing Surrey Pay policies. This report includes a range of pay exceptions and staff related decisions that require a decision by the Committee.
Minutes: Declarations of interest:
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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Collective Grievances and Collective Disputes
The People, Performance and Development Committee is asked to consider and endorse the proposed changes to Surrey County Council’s policies on Collective Grievances and Collective Disputes.
Minutes: Declarations of interest:
None
Witnesses:
Ken Akers, Head of HR & OD ProdromosMavridis, Senior HR Advisor (Policy)
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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PUBLICITY OF PART 2 ITEMS
To consider whether the item considered under Part 2 of the agenda should be made available to the press and public. |
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DATE OF NEXT MEETING
The next meeting of People, Performance and Development Committee will be on [ 25 July 2017 ]. Minutes: The Committee noted that its next meeting would be held on |