Councillors and committees

Agenda and minutes

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

Contact: Andrew Baird  0208 541 7609

Items
No. Item

24/18

APOLOGIES FOR ABSENCE AND SUBSTITUTIONS

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    Minutes:

    No apologies were received.

25/18

MINUTES OF THE PREVIOUS MEETING: 29 January 2018 pdf icon PDF 150 KB

26/18

DECLARATIONS OF INTEREST

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    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:

    No declarations of interest were received.

27/18

QUESTIONS AND PETITIONS

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    To receive any questions or petitions.

     

    Notes:

    1.  The deadline for Member’s questions is 12.00pm four working days before the meeting (Friday, 2 March 2018).

    2.  The deadline for public questions is seven days before the meeting (Thursday, 1 March 2018).

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

     

     

    Minutes:

    There were none.

28/18

ACTION REVIEW pdf icon PDF 76 KB

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    Purpose of the report: 

     

    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

    Vicky Hibbert, Cabinet Business Manager

     

    Key points from the discussion:

     

    None

     

    Actions/ further information to be provided:

     

    None

     

    RESOLVED: That;

     

    The People, Performance and Development Committee noted progress on the implementation of actions from previous meetings.

     

29/18

Forward Work Programme pdf icon PDF 71 KB

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    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

    Vicky Hibbert, Cabinet Business Manager

     

    Key points raised during the discussion:

    1.     Members were informed that the Forward Work Programme would be subject to change over the next few months and that additional ad-hoc meetings may need to be called when required.

    2.     It was queried whether the Member/Officer protocol would be reviewed as part of the item on collaboration between officers and Members which was scheduled for 14 June meeting.

     

    Actions/ further information to be provided:

    1.     It was agreed that further information would be sought on which committee had responsibility for reviewing the Member/Officer Protocol (A6/18).

     

    RESOLVED: That;

     

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

     

30/18

Update on Housing Options for Hard to Recruit and Retain Roles and Potential Revisions to the Relocation Assistance Policy pdf icon PDF 195 KB

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    Purpose of the Report:

     

    The People, Performance, and Development Committee is asked to consider potential revisions to the Council’s Relocation Assistance Policy and note an update on the progress of work which is being undertaken by officers in the Human Resources and Organisational Development Service and Property Services Department of the Council.

     

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Ken Akers, Head of HR & OD

    Prodromos Mavridis, Senior HR Adviser (Policy)

     

    Key points raised during the discussion:

     

    1.     Members were informed that the policy would need to be reviewed in light of the upcoming transformation programme and that a review of hard to recruit to posts would be undertaken.

    2.     It was requested that when this report comes back to the Committee it should contain more data on which roles were hard to recruit to and how many vacancies were in question.

    3.     Members commented that they were disappointed to see that Council properties were not able to be used as housing options for staff.

    4.     It was agreed that the report would be deferred and that the new Chief Executive should provide her input into the final policy.

     

    Actions/ further information to be provided:

     

    1.     An item be added to the Forward Plan for the Committee to reconsider a revised Relocation Assistance Policy at its September meeting (A7/18).

     

    RESOLVED:

     

    That the report be deferred to September 2018 and the policy be reviewed in light of future changes to the organisation with input from the new Chief Executive.

31/18

HR Policy Changes: Ending Employment Policy pdf icon PDF 77 KB

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    Purpose of the report:

     

    The Committee is asked to note a number of amendments to the Ending Employment Policy of the Council and approve an addition to the Committee’s Terms of Reference.

     

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Ken Akers, Head of HR & OD

    Prodromos Mavridis, Senior HR Adviser (Policy)

     

    Key points raised during the discussion:

     

    1.     Members queried whether the unions had been consulted on the proposed policy and it was confirmed that they had been.

     

    Actions/ further information to be provided:

     

    None

     

    RESOLVED:

     

    1.      That the amendments (as set out in Annex 1 of the submitted report) to provisions within the Ending Employment Policy of the Council which were made following Member feedback at the Committee meeting on 29 January 2018 be approved.

    2.      That an addition to the Committee’s Terms of Reference (as set out in Annex 2 of the submitted report) to set out that the Committee will be responsible for approving business cases for level 1 to 3 managers’ severance terminations and for the Constitution to be updated accordingly and reported to County Council be approved.

     

32/18

Policy Statement on Voice Recording of HR meetings pdf icon PDF 84 KB

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    Purpose of the report:

     

    The Committee is asked to consider and endorse a proposal for the Council to adopt a formal policy statement codifying a facility for employees to request permission to use audio recording devices at formal meetings which take place under the provisions of its employment procedures. This proposal has originated from senior officers within the Council, who had asked officers in the HR&OD service to consider a potential solution following reports of staff requesting to use their mobile telephones in order to record HR meetings.

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None.

     

    Witnesses:

     

    Ken Akers, Head of HR & OD

    Prodromos Mavridis, Senior HR Adviser (Policy)

     

    Key points raised during the discussion:

     

    None.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED:

     

    That the People, Performance and Development Committee agrees to the introduction of a policy statement on employee requests for permission to record formal meetings which take place as part of its employment procedures (Annex 1 of the submitted report).

33/18

Coroners Pay Arrangements pdf icon PDF 102 KB

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    Purpose of the report:

     

    This reports sets out details of a new national pay framework and guidance for Coroners issued by the Joint Negotiating Committee for Coroners (the JNC).

     

    It recommends that members of the People, Performance and Development Committee (PPDC) agree to adopt the framework set by the NJC and agrees the process set out for determining the specific salary level within this framework for the current Senior Coroner, Area Coroner and Assistant Coroners.

     

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Ken Akers, Head of HR & OD

    Jo Donoghue, Strategic Business Partner

     

    Key points raised during the discussion:

     

    1.     Members expressed concerns regarding the guidance provided and queried entry to roles at the top of the pay scale. It was explained that the principles of the pay scale would be applied across the coronial roles.

    2.     Members felt that the wording within the guidance suggested that the Council would not have to take heed of the advice if they felt that it was wrong. It was queried whether the Council had provided input into the Local Government Association response and working group and it was confirmed that it had.

    3.     The Committee were informed that there were similar concerns in other local authorities and that the purpose of the report was to bring the issue to the attention of PPDC and a further report would be brought forward for consideration in April.

    4.     Members asked that the next report contain information relating to the Coroner’s terms and conditions of employment and input from the Coroner himself. 

    5.     It was agreed that the recommendations would be revised to note the guidance and request further information in a future report to the Committee.

     

    Actions/ further information to be provided:

     

    1.     A further report to be presented to the People, Performance and Development Committee at their April meeting regarding the Coroner’s pay and this would include further information on terms and conditions and the Coroner’s view (A8/18).

     

    RESOLVED:

     

    1.     That the JNC framework and guidance for the purposes of setting coroners pay be noted.

    2.     That further work should be undertaken and a report to be presented to the Committee at its meeting in April which would include information on terms and conditions and the Coroner’s view.

     

34/18

Surrey Pay Policy Statement 2018/2019 pdf icon PDF 143 KB

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    Purpose of the report:

     

    The People, Performance and Development Committee is invited to recommend the amendments to the Pay Policy Statement for 2018/19 to the next meeting of the County Council on 20 March 2018 for publication on the Council’s external website.

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Ken Akers, Head of HR & OD

     

    Key points raised during the discussion:

     

    1.     Members queried why the pay ratios were not included within the revised Pay Policy Statement and whether the ratio of male to female staff should also be included.

    2.     It was requested that the pay ratios and the salary grades be added to the Pay Policy Statement before this is presented to Council for approval on 20 March 2018.

     

    Actions/ further information to be provided:

     

    1.     Pay ratios and salary grade information to be added to the Pay Policy Statement (A9/18).

     

    RESOLVED:

     

    That the People, Performance and Development Committee recommend the amended Pay Policy Statement (with the revisions set out above) to the next County Council meeting for approval on 20 March 2018.  

     

35/18

EXCLUSION OF THE PUBLIC

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    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.

36/18

Surrey Pay Annual Review 2018 to 2019

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Ken Akers, Head of HR & OD

     

    Key points raised during the discussion:

     

    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 approved the recommendations as set out in the confidential minutes.

37/18

Senior Pay Policy Exceptions - March 2018

    The purpose of this paper is to seek approval from the committee regarding recommendations on senior pay arrangements that fall outside the council’s published Pay Policy Statement.

     

Minutes:

Declarations of interest:

 

None

 

Witnesses:

 

Joanna Killian, Chief Executive

Ken Akers, Head of HR & OD

 

Key points raised during the discussion:

 

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:

 

The Committee requested that the action set out in the confidential minutes be taken forward.

 

RESOLVED:

 

The Committee approved the recommendations as set out in the confidential minutes.

38/18

Future Leadership Model

    The report for this item will be issued as part of a supplementary agenda after 5 March 2018.

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Joanna Killian, Chief Executive

    Ken Akers, Head of HR & OD

     

    Key points raised during the discussion:

     

    The report was introduced by the Chief Executive. 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:

     

    The Committee requested that the action set out in the confidential minutes be taken forward.

     

    RESOLVED:

     

    The Committee approved the recommendations as set out in the confidential minutes.

39/18

PUBLICITY OF PART 2 ITEMS

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    To consider whether the item considered under Part 2 of the agenda should be made available to the press and public.

    Minutes:

    It was agreed that the information related to Part 2 items discussed at the meeting would remain exempt.

40/18

DATE OF NEXT MEETING

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    The next meeting of People, Performance and Development Committee will be on 26 April 2018.

    Minutes:

    The Committee noted that its next meeting would be held on 26 April 2018.