Purpose of the
item:To agree the minutes of the
Resources and Performance Select Committee held on 13 July 2022 as
a true and accurate record of proceedings.
The minutes of the Resources
and Performance Select Committee held on 13 July were formally
agreed as a true and accurate record of the meeting.
36/22
DECLARATIONS OF INTEREST
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Purpose of the
item: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.
Purpose of the
report:To provide the up to date
position on the key workforce challenges facing the organisation
and how the People & Change Service is working to help address
and mitigate these challenges. In
addition, the report gives a progress update on previous queries
raised by the Select Committee and aims to give clarity on current
actions and programmes of work being undertaken to address specific
areas of concern.
Ayesha Azad, Cabinet Member for
Finance and Resources
Leigh Whitehouse, Deputy Chief
Executive and Executive Director of Resources
Bella Smith, Head of Insight,
Programmes and Governance
Tom Holmwood, Head of
Recruitment
Key
points raised during the discussion:
The Chairman asked
what the three current key challenges in relation to workforce were
compared to the last year, and likely to be in the next two
years.
The Head of Insight,
Programmes and Governance said that for the past two years
challenges had centred around COVID including the management of
staff sickness levels, staff wellbeing and ensuring staff had the
correct personal protection equipment (PPE). Due to the pandemic,
the market had changed with people wanting to work differently and
as a result the Council has increased its plans for focus on
recruitment and retention over the next two years. Current
challenges around the cost of living were being addressed to ensure
staff financial wellbeing with the roll out of initiatives to
support this planned over the next six months. The Head of
Resourcing added that the cost of living was resulting in an
increase of turnover and this was expected to continue for some
time. Work around maintaining the Council’s employer brand in
the market would continue. Analysis of data to support the
development of a corporate exit survey was underway to provide
insight around a proportion of staff leaving the Council for other
public sector organisations.
The Chairman queried
the reasons for staff moving to other public sector organisations.
The Head of Recruitment noted that recent exit interviews indicated
factors such as pay and reward in addition to work, life balance
and committed to share an analysis of exit interview data with the
Resources and Performance Select Committee at the next People and
Change update. Action: Head of Recruitment
The Chairman was
concerned at the emphasis on ‘line managers’ to conduct
‘why stay’ conversations with staff. The Head of
Insights Programmes and Governance explained a broader approach in
relation to the ‘why stay’ interviews was being piloted
in Children’s Services with human resources business partners
and other colleagues within the service involved in conducting some
of those conversations, supporting the development of peer-to-peer
discussions.
The Chairman asked
when tangible results could be expected in relation to recruitment
and retention improvements. The Head of Insight, Programmes and
Governance explained that whilst the voluntary turnover rate had
risen from February 2022 to July 2022, a slight plateau was
evident, and the current economic situation was resulting in more
people choosing the stability of remaining in their roles at the
Council.
A Member asked if
there were sufficient opportunities for extra annual leave and
sabbaticals as requested by 29 per cent of staff surveyed for the
Children’s, Families and Lifelong Learning ‘in
job’ questionnaire. The Head of Insight, Programmes and
Governance explained that in addition to a re-evaluation of pay
grades, the total reward package for staff was being revisited and
would include, flexible working, annual leave and the promotion of
sabbaticals ...
view the full minutes text for item 38/22
39/22
EXCLUSION OF THE PUBLIC
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Purpose of the
item:That under Section 100(A) of the
Local Government Act 1972, the public be excluded from the meeting
during consideration of 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.
The Cabinet Member for Property
and Waste introduced a Part 2 report containing information which
was exempt from Access to Information requirements by virtue of
paragraph 3 – Information relating to the financial or
business affairs of any particular person (including commercially
sensitive information to the bidding companies)
Natalie Bramhall, Cabinet
Member for Property and Waste
Leigh Whitehouse, Deputy Chief
Executive and Executive Director of Resources
Simon Crowther, Director Land
and Property
Matthew Pizii, Head of Strategy and Planning
Dominic Barlow, Assistant
Director Property, Strategy and Planning
Brian Boundy, Strategic Advisor Facilities
Management
Key
points raised during the discussion:
The Chairman asked
what the extent of discussions with Land and Property in relation
to recent work at Quadrant Court was.
The Cabinet Member
for Property and Waste summarised the previous uncoordinated
approach to the Councils office estate. It was felt that the estate
was unaffordable and previously not fit for purpose. The Agile
Office Estate Strategy had been addressing these issues by adopting
a strategic approach to transforming the Councils office estate
with the move out of County Hall in Kingston being the catalyst.
The Council was evolving to become a more agile and sustainable
organisation delivering a reduced estate footprint with essential
transformational investment delivering fit for purpose workspaces
across the county as well as delivering a reduction in costs. The
Select Committee’s focus on the Northwest Quadrant and
Quadrant Court was appreciated, however offering context at this
time was appropriate. With regard to Quadrant Court and the Greener
Futures work, the Cabinet Member for Property and Waste said she
had not been made aware of the appointment and contractual
relationship. These regrettable circumstances and the fact that
Land and Property should have been more involved have been raised
with the Director for Environment and the Cabinet Member for
Environment. Costings for the flood damage caused by a compression
joint to a hot water tank that had not been sealed adequately were
expected to be more than £1 million.
The Chairman asked if
the building was back in use. The Strategic Advisor, Facilities
Management confirmed that the building was back in full use except
for some meeting rooms.
The Chairman queried
if contractual discussions around the fault were taking place. The
Strategic Advisor, Facilities Management confirmed that an
investigation was taking place adding that claims that the
workmanship of the joint had resulted in the malfunction were yet
to be substantiated. A report would be made available at the end of
October 2002 following the investigation and would include the
expected costs for remedial works. The Chairman requested that the
Resources and Performance Select Committee be updated when that
information was received. Action: The Strategic Advisor,
Facilities Management
The Vice Chairman, in
reference to recommendation three of the report, asked if bringing
the timescale for bringing the report back to Cabinet should read
Q2 2023, instead of Q2 2022. This was confirmed.
The Vice Chairman
queried why Quadrant Court and other properties had been allowed to
run into disrepair with minimum investment, as referenced in the
report. The Cabinet Member for Property and Waste said that
Quadrant Court had not been allowed to run into disrepair, however
it was evident that historically, minimal maintenance and
investment had been inadequate. The current Land and Property
...
view the full minutes text for item 40/22
41/22
PUBLICITY OF PART 2 ITEMS
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Purpose of the
item:To consider whether the items
considered under Part 2 of the agenda should be made available to
the Press and public.
To consider whether the item
considered under Part 2 of the agenda should be made available to
the press and public. It was agreed that the information in
relation to the Part 2 items discussed at the meeting would remain
exempt.
Purpose of the
report:To provide input and feedback on
the aforementioned council motion referred to the Resources and
Performance Select Committee by the full council.
Ayesha Azad, Cabinet Member for
Finance and Resources
Leigh Whitehouse, Deputy Chief
Executive and Executive Director of Resources
Anne Epsom, Head of Policy and
Improvement
Jonathan Essex, County
Councillor
Key
points raised during the discussion:
The Head of Policy
and Improvement provided a summary of the work undertaken to
consider resolutions as part of the original motion. Whilst many
items considered were uncontentious, there were some elements that
on initial consideration could pose challenges and required in
depth investigation, for example with procurement, contract
regulations and the public services Social Value Act. Based on the
consultation, procurement were comfortable that if the Council
decided to sign the fair tax declaration, it could be agreed on the
proviso over alternative wording set out in the
recommendations.
Councillor Essex
welcomed the report as the proposer of the motion. He appreciated
the clarification as to how the fair tax declaration related to
existing ways of doing business while noting constraints in terms
of what could be done by policy and national rules. A stronger
policy was required to achieve all that is currently stated in the
declaration. Paragraph 21.1 of the report highlighted issues
requiring attention, particularly the restructuring of locally
owned care sector businesses, highlighting the fragile nature of
some supply chains and the need for reform. Councillor Essex noted
his support of the recommendations which would lead to a clear
public commitment in this area.
Resolved:
The Resources and Performance Select Committee
recommends that Surrey County Council signs up to the Fair Tax
Declaration with the following exceptions:
1.Agree to alternative wording with the
Fair Tax Foundation regarding the following items:
a)
Undertake due diligence to ensure that not-for-profit structures
are not being used
inappropriately by suppliers to reduce the payment of tax and
business rates.
b)
Demand clarity on the ultimate beneficial ownership of suppliers
and their consolidated profit & loss position.
Remove the following item:
a)
Include tax conduct in social value scoring for assessing
contracts.
For the Select Committee to
review the attached Forward Work Programme and Recommendation
Tracker, making suggestions for additions or amendments as
appropriate.
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