Agenda and draft minutes

People, Performance and Development Committee
Wednesday, 29 April 2020 10.30 am

Venue: Remote Meeting

Contact: Joss Butler 

Note: Please note that due to the Covid-19 situation this meeting will take place remotely. 

Webcast: View the webcast

Items
No. Item

16/19

APOLOGIES FOR ABSENCE AND SUBSTITUTIONS

17/19

MINUTES OF THE PREVIOUS MEETING - 12 February 2020 pdf icon PDF 75 KB

    To agree the minutes as a true record of the meeting.

    Additional documents:

    Minutes:

    The minutes were agreed as a true record of the meeting.

     

    In regards to minute 10/20, Cllr Kington noted that Surrey County Council would no longer be purchasing Midas House, Woking and asked that a report be brought to a future meeting to update the Committee. The Chairman highlighted that an item title ‘Moving Closer to Residents Update’ was on the Committee’s forward work programme for the next meeting.  

     

18/19

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.

    Additional documents:

    Minutes:

    There were none.

19/19

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 (23 April 2020).

    2.  The deadline for public questions is seven days before the meeting (22 April 2020).

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

     

    Due to the Covid-19 pandemic all questions and petitions received will be responded to in writing and will be contained within the minutes of the meeting.

     

    Additional documents:

    Minutes:

    There were none.

20/19

ACTION REVIEW pdf icon PDF 94 KB

21/19

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:

     

    Jacqueline Foglietta, Director – HR & OD

     

    Key points from the discussion:

     

    1.     The Chairman introduced the report and asked members to note the items scheduled for the next Committee meeting.

    2.     In regards to the Staff Survey item, the Director – HR & OD stated that the intention was to request feedback from all Surrey staff on agile working which will feed into the council’s future agile working programme going forward.

    3.     The Director HR & OD agreed to circulate details on the vacant and occupied positions subject to appointment by the Committee’s Appointment Sub-Committee.   

    4.     In regards to the Staffing Matter report, Members highlighted the importance of acknowledging staff members who had contributed during the COVID-19 pandemic.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED:

     

    The Committee reviewed the items and noted the report.

     

22/19

Termination of a member representative and further appointment of a member representative of 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 Pension Scheme Regulations 2013.

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Ayaz Malik, Pensions Finance Specialist

     

    Key points raised during the discussion:

     

    1.     The Pension Finance Specialist introduced the report and provided a brief summary. Members noted that the report recommended that the proposed termination and appointment for a member representative position of the Local Pension Board be approved.

    2.     Members noted that the previous member representative had retied for the position and requested that future reports present this information more clearly.

    3.     The Committee noted that there was a further vacancy on the Board which was not yet filled. Recruitment to this position was on hold due to the current pandemic.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED:

     

    The proposed termination and appointment for a Member representative position of the Local Pension Board is approved.

     

23/19

Proposed changes to HR policies pdf icon PDF 136 KB

    Proposed amendments to HR policies are brought for consideration by the Committee on End of Employment policy, Special Leave and Annual Leave.

     

    This report is being brought to People, Performance and Development Committee for decision in accordance with the Scheme of Delegation for determining council policy on the terms and conditions of all staff.

     

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Emma Lucas, Head of Business Partnering & Employment Practice

    Key points raised during the discussion:

     

    1.     The Head of Business Partnering & Employment Practice introduced the report and provided Members with a brief summary. It was noted that the report proposed amendments to the End of Employment policy, Special Leave policy and the Annual Leave policy.

    2.     A Member of the Committee requested details on the definition of continuous employment. Officers confirmed that continuous employment would begin from the point of joining the Council but in some cases would also include time spent within an organisation recognised by the Local Government Modification Order before joining the council as long as there was not a break in continuity. 

    3.     In regards to carrying forward annual leave, Members sought confirmation on whether there was capacity within services to allow for additional leave to be used in upcoming years. Officers confirmed that there was capacity within services.

    4.     Members discussed whether one day of paid leave was sufficient for people participating in local elections.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED:

     

    The Committee approved:

     

    i.                 amendments to the End of Employment policy as set out in annex 1 of the report;

     

    ii.                amendments to the Special Leave policy as set out in annex 2 of the report; and

     

    iii.               amendments to the Annual Leave policy, as set out in annex 3 of the report.

     

24/19

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

    Additional documents:

    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.

25/19

Staffing Matters in response to Covid-19

    To provide the Committee with an update on staffing matters in relation to the council’s response to the Covid-19 pandemic.

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

    Jacqueline Foglietta, Director HR&OD

     

    Key points raised during the discussion:

     

    1.      The report was introduced by officers. 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 noted the report.

26/19

PUBLICITY OF PART 2 ITEMS

27/19

DATE OF NEXT MEETING