Agenda and minutes

People, Performance and Development Committee
Thursday, 25 April 2019 2.00 pm

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

Contact: Andrew Baird  0208 541 7609

Items
No. Item

12/19

APOLOGIES FOR ABSENCE AND SUBSTITUTIONS

13/19

Minutes of Previous Meetings pdf icon PDF 84 KB

14/19

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.

15/19

Procedural Matters

     

    a.     Members’ Questions

    The deadline for Member’s questions is 12.00pm four working days before the meeting (Wednesday 17 April).

     

    b.     Public Questions

    The deadline for public questions is seven days before the meeting (Thursday 18 April).

     

    c.     Petitions

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

     

    d.     Representations received on reports to be considered in private

    To consider any representations received in relation to why a part of the meeting relating to a report circulated in Part 2 of the agenda should be open to the public.

     

    Minutes:

    There were none.

16/19

ACTION REVIEW pdf icon PDF 97 KB

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

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Jackie Foglietta, Director of HR and OD

    Vicky Hibbert, Senior Manager - Governance

     

    Key points from the discussion:

     

    1.    Members queried why the Member/Officer Protocol would not be presented to County Council until later in the year. Officers said that this would be deferred until after the AGM and would be presented to the Committee at the meeting on 13 June 2019 before going to County Council for approval in July.

    2.    Members asked for clarification over whether the Member/Officer Protocol was binding in terms of attendance at meetings and training. Officers clarified that it would refer to behaviour and conduct, with reference to the council’s Member and Employee Codes of Conduct.

     

     

    Actions/ further information to be provided:

     

    None

     

    RESOLVED:

     

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

17/19

Forward Work Programme pdf icon PDF 102 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 and OD

     

    Key points raised during the discussion:

     

    1.    Officers explained that until a decision has been made on where the new Civil Heart will be located they will not be in a position to negotiate changes to staffing terms and conditions with Trade Unions.

    2.    Members of the Committee asked if HR had timescales for the completion of restructures across the council.

     

     

    Actions/ further information to be provided:

     

    1.    That the Member-Officer Protocol be added to the Forward Work Programme for June.

    2.    That the Director of HR & OD provide an update on the staffing related implications of the Moving to Closer To Residents Programme at the meeting of the People, Performance and Development Committee on 13 June 2019.

    3.    That the Director of HR & OD report on the restructures taking place across the council at the meeting of the People, Performance and Development Committee on 13 June 2019.

     

    RESOLVED:

     

    That the People, Performance and Development Committee reviewed and noted the items that it was due to consider.

     

18/19

Accelerating Apprenticeships pdf icon PDF 359 KB

    Update to inform the Committee on the Council’s approach to increasing apprenticeships within Surrey.

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Jackie Foglietta, Director of HR and OD

     

    Key points raised during the discussion:

     

    1.    Officers opened the floor for questions regarding the Accelerating Apprenticeships plan and the apprenticeship levy. It was noted that under new government guidance, up to 25% of an organisation’s levy could be transferred to other organisations. The council had recently agreed a transfer of levy funding to SECAmb for the purposes of paramedic apprenticeships across Surrey.

    2.    Officers and Members discussed possible reasons for the comparatively low numbers of ‘traditional’ apprentices at the council.

    3.    Ways to use apprenticeship levy funding for skills shortage areas/ vital services were discussed and further work will be undertaken with university providers over the next year in preparation for qualified social work apprenticeships within the council’s Adult Social Care and Children’s Services – to start September 2020.

     

    Actions/ further information to be provided:

     

    1.    That the Director of HR and OD continue activities to utilise apprenticeship levy and attract more apprentices to the council as outlined in the plan.

     

    RESOLVED:

     

    That the Committee received an update on the apprenticeship strategy.

19/19

Performance Management pdf icon PDF 112 KB

    The Committee is asked to:

     

    • Consider and note the overarching new approach to employee performance management.
    • Consider and endorse a number of proposed modifications to three of the Council’s contractual employment policies and procedures.

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Jackie Foglietta, Director of HR and OD

    AnasiaTeete, Lead Consultant - Policy

     

    Key points raised during the discussion:

     

    1.    Officers provided background information to changes to the council’s appraisals process and the introduction of Performance Conversations for staff. Members were informed that further work is being undertaken with the Corporate Leadership Team to create corporate themes to feed into Performance Conversations going forward.

    2.    There was concern from members about the feasibility of Performance Conversations happening for all staff every month and how these would be recorded and monitored. It was noted that a survey would be conducted with all staff in the autumn to gain insight into the frequency and quality of Performance Conversations. Members requested that they have the opportunity to review the results of the survey.

    3.    Members asked if Performance Conversations would replace staff bonus mechanisms and so remove the incentive for exceptional work and it was confirmed that a new approach would be used to allow a real time reward to be paid in recognition of exceptional work. The Committee requested that the criteria for this reward be brought to a future committee meeting for review.

    4.    Members queried whether data was collected on how many grievances, capability and disciplinary cases occurred each year and it was confirmed that this information was tracked and monitored by HR. It was requested that these statistics be reviewed annually be the committee.

     

    Actions/ further information to be provided:

     

    1.    HR to use annual follow-up surveys to assess the quality of Performance Conversations and the Committee to monitor the results of these.

    2.    The Committee to receive and review statistics on how many performance management related cases take place on an annual basis.

     

     

    RESOLVED:

     

    The People, Performance and Development Committee agreed to the proposed amendments to the following policies and procedures

     

    a)    Performance Capability

    b)    Disciplinary

    c)    Grievance

20/19

Appointment of an employer representative of the Local Pension Board pdf icon PDF 108 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:

     

    Jackie Foglietta, Director of HR and OD

    Ayaz Malik, Pensions Accountant Advisor

     

    Key points raised during the discussion:

     

    1.    Members were provided with an overview of the appointment process and considered the recommendations from the Appointment/Termination Panel for the proposed appointment of an individual to the Local Pension Board.

     

    Actions/ further information to be provided:

     

    None

     

    RESOLVED:

     

    The PPDC confirmed the appointment of Katy Meakin as an Employer representative to the Local Pension Board.

21/19

DATE OF NEXT MEETING