Agenda and draft minutes
PDF 205 KBVenue: Surrey County Council, Woodhatch Place, 11 Cockshot Hill, Reigate, Surrey, RH2 8EF
Contact: Joss Butler Email: joss.butler@surreycc.gov.uk
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APOLOGIES FOR ABSENCE AND SUBSTITUTIONS
Additional documents: Minutes: None received. |
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MINUTES OF THE PREVIOUS MEETING - 18 February 2025
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.
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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. Additional documents: Minutes: There were none. |
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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 – 1 April 2025 2. The deadline for public questions is seven days before the meeting – 31 March 2025 3. The deadline for petitions was 14 days before the meeting, and no petitions have been received.
Additional documents: Minutes: There were none. |
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Members to consider the Action Tracker. Additional documents: Minutes: Key points from the discussion:
1. In regard to Action A14/24, Members noted that updates on the progress of Equality, Diversity, and Inclusion (EDI) initiatives at Surrey County Council were scheduled to be considered twice yearly, and that the next update was due to be presented at the meeting on 14 July 2025.
Actions/ further information to be provided:
None.
RESOLVED:
The Committee noted the Action Tracker. |
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Forward Work Programme
Members to consider the Forward Work Programme. Additional documents: Minutes: Key points from the discussion:
1. The Committee noted the Forward Work Programme. 2. The Director – People and Change provided an update on the staffing implications arising from local government reorganisation (LGR). Key points included:
3. A Member expressed concern about the impact of local government reorganisation (LGR) on staff, particularly regarding the continuation of transformation programmes. They questioned whether the programmes should have been paused or stopped, given that Surrey County Council might not exist in a couple of years. Eber also enquired whether there could have been financial savings or work that could have been stopped to focus on what was important during the transition. In response, it was confirmed that all transformation programmes had been reviewed to determine whether they should be paused, stopped, or continued. It was noted that some programmes would not proceed, as the shadow unitary authorities were due to come into force the following May and would establish their own arrangements. The restructuring of teams continued, and key workstreams to be taken forward were identified, with staffing highlighted as a priority area.
Actions/ further information to be provided:
None.
RESOLVED:
The Committee noted the Forward Work Programme.
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Surrey County Council Officer Code of Conduct
To seek the Committee’s endorsement for the updated Officer Code of Conduct, which forms part of the Constitution of the Council, before it is presented to Council for approval in May 2025.
This report is being brought to People, Performance and Development Committee (PPDC) under its delegated powers in accordance with Section 2, para 6.13 (a) of the Constitution:
“determine policy on pay and contractual terms and conditions of employment of all staff” Additional documents: Minutes: Witnesses: Bella Smith, Head of Insights, Systems & Governance
Key points raised during the discussion:
1. The Head of Insight Systems and Governance introduced the Officer Code of Conduct. The officer explained that she was responsible for maintaining and updating the Code, which formed part of the Council’s Constitution. The officer noted that the updated Code of Conduct had been scheduled to be presented to the full Council meeting in May 2025. She highlighted that the new Code had been reviewed by various stakeholders, including the Monitoring Officer, colleagues from Health and Safety, Information Technology, Internal Audit, and staff networks, to ensure all relevant updates to employment practices and regulations had been considered. Members noted that the changes included:
a. Reviewed Section 4 to ensure the introduction statements are supported by a qualifying statement, enhancing officers’ understanding of the purpose of the Code of Conduct. b. Included a new section in Section 7 on the duty of candour, ensuring officers regulated by the Care Quality Commission understand the requirement to act openly and transparently, especially following a notifiable safety incident. c. Added a reference in Section 9.3 to the Ending Bullying and Harassment Policy, approved in 2024, along with a reference to sexual harassment at work-related events as covered by the Work Protection Act 2023.
2. A Member highlighted that Section 9.3 of the Code of Conduct stated that any incidents of sexual harassment "may" result in disciplinary action. The Member suggested that it should state "will" result in disciplinary action, as the Member believed that if sexual harassment had taken place, disciplinary action should follow. Following the Member’s suggestion, the discussion continued with the committee acknowledging the point raised and agreeing to review the wording to ensure it reflected the seriousness of the issue.
Actions/ further information to be provided:
None.
RESOLVED:
The People, Performance and Development Committee endorsed the updated Officer Code of Conduct and recommends its approval to the Council. |
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Career Development Update
The purpose of this report is to update the committee on the progress of the Career Development programme which has taken place for all employees of Surrey County Council (SCC) over the last 12 months, as well as planned future activity to support the careers and development of our employees.
This report is being brought to the People, Performance and Development Committee under its delegated powers in accordance with Section 2, para 6.13(g) of the Constitution:
“Consider strategic workforce planning.” Additional documents: Minutes: Witnesses: Peter Little, OD Transformation Consultant, People and Change
Key points raised during the discussion:
1. The OD Transformation Consultant introduced the item. He explained that the high-performing Council programme aimed to enhance the organisational culture, behaviours, and performance, with the career development programme being a key component. The programme was initiated to address issues such as reducing voluntary turnover rates, increasing retention of high-performing employees, and addressing the perceived lack of career progression opportunities within the Council. 2. The officer highlighted the programme's success over the past year, including the launch of the Career Development Portal, weekly spotlights on career development, and revamped recruitment practices focusing on internal candidates. These efforts had led to improved survey results, increased retention of disabled and ethnically diverse colleagues, and a reduction in turnover from 12% to 9.7%. Looking ahead, The officer mentioned plans to revamp the internal work shadowing scheme, create additional access portals for coaching and mentoring, and introduce a job-sharing programme. These initiatives aimed to further enhance career development opportunities and support employees during the period of uncertainty and change brought about by LGR. 3. A Member raised a question about whether there were any departments within the County Council that skewed the retention statistics, similar to the planning department in his borough council. He acknowledged the positive retention numbers but was curious if specific departments had a significant impact on the overall statistics. In response, it was mentioned that social workers were a particularly challenging area for retention within the County Council, although there has been significant improvement in the last year. 4. A Member commented positively on the report, noting it was encouraging to read. They raised a concern about the potential impact of the local government reorganisation (LGR) on staff enthusiasm for career development, given the uncertainty surrounding the future of Surrey County Council. The Member questioned whether this uncertainty might affect employee engagement with career development initiatives. In response, it was emphasised that communications to staff focused on future opportunities regardless of the reorganisation. The objective was to retain high-performing employees and ensure career opportunities remained accessible to all within the Council. Feedback to date had been positive, indicating the initiatives were well-received. 5. A Member agreed that the report was encouraging and highlighted the positive progress made. They inquired about the blockers identified in the Pulse survey, noting that 50% of respondents felt there were insufficient career development opportunities. The Member also expressed concern that the current performance conversation categories might not adequately differentiate between varying levels of performance. Additionally, they asked about the outcomes for apprentices at the end of their programmes, specifically whether there were positions available for them to fill. In response, it was explained that the main blocker was a lack of awareness of available career development opportunities, which was being addressed through a communications campaign including targeted outreach to network groups. The first cycle of performance conversations had just concluded, and data analysis was planned to ensure issues were addressed ... view the full minutes text for item 18/25 |
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Voluntary Redundancy Payments and Severance Pay Approvals
To seek approval from the Committee to
1. Make changes to the Council’s Redundancy Payments scheme to simplify the payments in respect of voluntary redundancy.
2. To amend the severance policy (and associated policies) with regards to approvals of severance payments to bring them in line with legal requirements.
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: Witnesses: Emma Lucas, Assistant Director, Employment Practice
Key points raised during the discussion:
1. The Assistant Director introduced the item and explained that the report contained two elements: firstly, to seek approval for changes to the voluntary redundancy payment scheme, and secondly, to note changes to the approval process for severance payments exceeding £150,000. 2. A Member supported the proposed changes, noting they aligned with local authority practices. They endorsed abolishing the employee-led voluntary redundancy scheme, which was often confused with the employer-led scheme, and asked about its usage. The Officer confirmed the employee-led scheme was rarely used. 3. A Member asked about the status of the MAR (Mutually Agreed Resignation) scheme and queried whether it was being wound down or still active. The officer clarified that the MAR scheme had been wound down and was not currently in use. However, the provision remained within the pay policy statement which allowed for its reintroduction if required in the future.
Actions/ further information to be provided:
RESOLVED:
The Committee:
1. Approved a change to the Council’s Redundancy Payments scheme whereby the “employee led” voluntary redundancy payment scheme was removed and thus provided for only one voluntary redundancy scheme. The payments would be the same as the compulsory redundancy scheme. 2. Noted the changes required to the Redundancy and Severance Policy (and associated policies) to ensure compliance with legal requirements. The existing approval process for any severance payments of up to £150,000 was retained but changed so that payments of over £150,000 would be approved by the Chief Executive and Section 151 Officer, in consultation with the Leader of the Council, and reported to the People, Performance and Development Committee for noting, as part of the annual reporting process. |
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Pay Policy Statement 2025/26
To recommend to the Committee a Pay Policy Statement for 2025/26, for approval by Full Council on 7 May 2025 .
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: Witnesses: Paul Smith, Programme Manager (Pay & Reward)
Key points raised during the discussion:
1. The Officer introduced the pay policy statement and explained it was a regular report usually presented at the end of the pay cycle. The update was needed because of the agreement to mirror the National Pay Award, which was expected later in the year. The Officer also noted the requirement under the Localism Act to produce a pay policy statement and highlighted two main changes: removing references to trading standards officers in the Buckinghamshire County Council conditions of service and adjusting the Tutors’ pay award date to 1 April.
Actions/ further information to be provided:
None.
RESOLVED:
The Committee approved:
1. The Pay Policy Statement for 2025/26 in Appendix 1 of this report and recommends its adoption by Full Council.
2. That the Director of People and Change, in consultation with the Chair of the Committee, be authorised to amend the Pay Policy Statement with updated pay scales and pay ratios, when the National Employers Pay agreement for 2025/26 is agreed and implemented as per the collective agreement between Surrey County Council and its recognised Trade Unions. |
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DATE OF NEXT MEETING
The next meeting of People, Performance and Development Committee will be on 14 July 2025. Additional documents: Minutes: The Committee noted that its next meeting would be held on 14 July 2025. |