Agenda and minutes

People, Performance and Development Committee
Monday, 23 September 2019 2.00 pm

Venue: Committee Room C, County Hall, Kingston upon Thames, Surrey KT1 2DN. View directions

Contact: Vickie Neal 

Items
No. Item

40/19

APOLOGIES FOR ABSENCE AND SUBSTITUTIONS

    Apologies have been received from Councillor Tim Oliver.

     

    Councillor Colin Kemp will be taking the Chair for this meeting and Councillor Mel Few is to substitute.

     

    Minutes:

    An apology was received from Mr Tim Oliver.  Mr Colin Kemp, Vice Chairman took the Chair.

41/19

MINUTES OF THE PREVIOUS MEETINGS pdf icon PDF 88 KB

42/19

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:

    There were none.

43/19

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 (17 September 2019).

    2.  The deadline for public questions is seven days before the meeting (16 September 2019).

    3.  The deadline for petitions was 14 days before the meeting, and no petitions have been received.

     

     

    Minutes:

    There were none.

44/19

TERMINATION OF A MEMBER REPRESENTATIVE AND APPOINTMENT OF A MEMBER REPRESENTATIVE TO THE LOCAL PENSION BOARD pdf icon PDF 109 KB

    This report sets out the proposed appointment of an individual member of the Local Pension Board for approval by the People, Performance and Development Committee.

     

    The Local Pension Board is a requirement under Section 5 of the Public Service Pensions Act 2013, and Regulation 106 of the Local Government Pensions Scheme Regulations 2013.

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Ayaz Malik, Pensions Accountant Advisor

     

    Key points raised during the discussion:

     

    1.    It was requested that this item be deferred as the appointment panel had requested further information and for the candidate to go through the usual recruitment procedure.

    2.    In response to a Member question it was reported that this would have no effect on the working of the Pension Board.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED:

     

    To defer this item.

45/19

ACTION REVIEW pdf icon PDF 101 KB

    For Members to consider and comment on the Committee’s action tracker.

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Jackie Foglietta – Director of HR&OD

     

    Key points from the discussion:

     

    1.    Tracker A9/19 – In response to a Member query regarding quality/consistency of performance conversations being part of the Pay Policy review, the Director of HR&OD reported that this would form the basis of a report to be brought to the November meeting of this committee.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED:

     

    That the Committee continues to monitor progress on the implementation of actions from previous meetings.

     

46/19

FORWARD WORK PROGRAMME pdf icon PDF 103 KB

    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:

     

    Jackie Foglietta – Director of HR&OD

     

    Key points raised during the discussion:

     

    1.    The Director of HR&OD pointed out that most of the next meeting would be about the pay review. 

    2.    In response to a Member query on whether Performance Management would be included in discussions about pay the Director of HR&OD stated that it would be a separate item.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED:

     

    That the People, Performance and Development Committee reviewed and noted items that it is due to consider at future meetings.

     

47/19

WORKFORCE PERFORMANCE INDICATORS

    For Members to receive a demonstration of Workforce Performance Indicators using Tableau.

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Jackie Foglietta – Director of HR&OD

    Stuart Brown – Data Operations Manager

     

    Key points raised during the discussion:

     

    1. The Director of HR&OD explained the work being undertaken on Tableau and explained to Members how they could use it.  She also reiterated that this was the start of the work and would be adapted to cover various aspects requested by Members. 
    2. The Data Operations Manager took Members through a presentation of Tableau and how to search for some of the details they may wish to find.
    3. It was explained that Strategic Directors and Cabinet Members currently have access to Tableau.  The Director of HR&OD agreed that all PPDC Members should also have access.
    4. One Member asked that fire service recruitment data be available on the system.
    5. A Member suggested Tableau as one-stop place for Members to go with their queries in order not to barrage officers and for a set of guidelines to be drawn up.  Another Member said that the system should have an overarching front page that identified areas of concern. The Data Operations Manager explained the RAG rating for the landing page.
    6. There was further discussion about being able to compare data over time.  The Data Operations Manager advised that Tableau captures data real-time and at present it doesn’t have the capacity to record historic data; however this was under development.  He also advised that although comparison of corporate (whole organisation) statistics would be achievable this would be more difficult within directorates given recent structural changes.
    7. The Director of HR&OD stated that the analysis of workforce performance indicators via Tableau is on the committee’s forward plan on a six monthly basis.

     

    Actions/ further information to be provided:

     

    That workforce performance RAG rating be brought to the committee for discussion before the next Tableau item in February.

     

    RESOLVED:

     

    1. That workforce performance indicators appear on the Forward Work Programme for February and September 2020.
    2. That workforce performance RAG ratings be brought to the committee for discussion at the February meeting.

     

48/19

Local Government Pensions Scheme- Statement of Policy on Employer Discretions pdf icon PDF 115 KB

    To seek the Committee’s apporival to a revised version of the Councils Statement of Policy on Employer Discretions.

     

    This report is being brought to the People, Performance and Development Committee under its delegated powers in accordance with Section 2, para 6.13 (a) of the Constitution: “determine policy on pay, terms and conditions of employment of all staff”.

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Paul Smith – Interim HR&OD Consultant

    Jackie Foglietta – Director of HR&OD

     

    Key points raised during the discussion:

     

    1.    The Interim HR&OD Consultant presented a report on the Statement of Policy on Employer Discretions which had been updated.  He highlighted several aspects of amendments made including changes to processes that required approval, changes to severance payments for voluntary redundancy. The Director of HR&OD explained the nuances of local authorities not following the statutory cap.

    2.    The Director of HR&OD replied to a question stating that the finance and value for money implications would be amended when known.

    3.    Members requested a tracked change version of such documents in future so they could see where the changes had been made.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED:

     

    1.    That the revised LGPS Statement of Policy on Employer Discretions be approved.

     

    2.    That future amended policy documents be presented to the committee with tracked changes in order for them to see where the changes had been made.

     

49/19

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.

50/19

PAY FOR SENIOR FIRE AND RESCUE STAFF

Minutes:

Declarations of interest:

 

None

 

Witnesses:

 

Paul Smith – Interim HR Consultant

 

Key points raised during the discussion:

 

1.    The Interim HR&OD Consultant introduced the report on pay for senior fire and rescue staff.  He stated that the Chief Fire Officer role had a larger remit which included emergency planning and now reports directly to the Chief Executive.  The role of Deputy Chief Fire Officer was set up last year.

  1. In response to Member queries it was reported that comparative authorities were chosen on population ratio as well as other individual complexes such as geographical size of the County for example.

3.    There was some discussion around transformation and changes to roles to fill gaps.

4.    One Member expressed some concern about accountability with the introduction of the deputy role and another Member expressed support for the need for a deputy having heard the extent of the Chief Fire Officer role at a select committee.

 

Actions/ further information to be provided:

 

None.

 

RESOLVED:

 

See exempt Minute [E-11-19]

51/19

MOVING CLOSER TO OUR RESIDENTS PROGRAMME (MCTR) STAFFING IMPLICATIONS

Minutes:

Declarations of interest:

 

None

 

Witnesses:

 

Jackie Foglietta – Director of HR&OD

 

Key points raised during the discussion:

 

  1. The Director of HR&OD introduced the report and highlighted several areas.  She spoke about agile working being a critical area of focus for MCTR as well as feedback from staff piloting this way of working.
  2. Members raised a few issues that they had experienced, mainly in relation to sometimes finding it difficult to contact staff when they are working away from their office base.  The Director of HR&OD responded that all agile workers would have mobile phones in the future.
  3. There was some discussion around risk management implications which the Director of HR&OD said were being kept under review.

 

Actions/ further information to be provided:

 

None.

 

RESOLVED:

 

That the report be noted.

52/19

PUBLICITY OF PART 2 ITEMS

53/19

DATE OF NEXT MEETING