Policy and Resources (Personnel) Sub-Committee 13 December 2004

From Nigov

B 3220 Policy and Resources Committee

Monday, 13th December, 2004

MEETING OF POLICY AND RESOURCES (PERSONNEL) SUB-COMMITTEE

Members present: The High Sheriff (Councillor Patterson); and Councillors W. Browne, Kennedy, McAuley, McCarthy, Moore and Rodgers.

In attendance: Mr. T. Salmon, Director of Corporate Services; Mr. S. Black, Head of Human Resources; Mrs. C. Christie, Principal Human Resources Advisor (Development); Mrs. J. Minne, Principal Human Resources Advisor (Support); and Mr. J. Heaney, Committee Administrator.

Chairing of Meeting

In the absence of the Chairman and the Deputy Chairman, the Committee agreed that Councillor W. Browne take the Chair.

(Councillor W. Browne in the Chair.)

Apologies

Apologies for inability to attend were reported from the Chairman (Councillor M. Clarke) and Councillor Crooks.

Minutes

The minutes of the meeting of 22nd November, which had been printed and circulated, were taken as read and signed as correct.

Single Status Steering Group – Members’ Attendance at Workshop

The Head of Human Resources reminded the Sub-Committee that, at its meeting on 23rd August, it had agreed to note the agreements which had been reached in relation to the 2004 Local Government Pay negotiations and had agreed also that the Members’ Single Status Steering Group be reconvened to consider, within the context of the Council’s Single Status agenda, the impact of the Implementation Plan which had been agreed during the 2004 Local Government Pay negotiations.

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He reported that the Group had, as part of its consideration of this matter, participated in a residential workshop which had been held in the Slieve Donard Hotel during the period from 5th till 6th November. He stated that the event, which had been organised in order to raise awareness of the issues relating to the implementation of Single Status and to facilitate discussions with other interested parties, had proved extremely beneficial to the Members who had attended. Accordingly, he sought retrospective approval for the attendance at the residential workshop of those members of the Steering Group (or their nominees).

Following discussion, the Sub-Committee granted the retrospective approval sought and authorised the payment of the appropriate travelling, subsistence and attendance allowances in connection therewith.

Workforce Planning

The Sub-Committee considered the undernoted report in respect of the recruitment of additional Clerk/Word Processor Operators:

“Purpose of Report

To advise members on the initial work that is being undertaken in relation to workforce planning.

Background

Members of the Sub-Committee will recall that discussion took place at their November meeting about the need to undertake some work in relation to workforce planning with a view to aiding the reduction in use of agency workers in the organisation.

As a first step the designation of Clerk/WPO has been examined to investigate whether or not the organisation would benefit from recruiting additional posts in the designation. Members will be aware that a very high proportion of agency workers are employed in the Clerk/WPO designation.

Members may be aware that the Sub-Committee, meeting on 24th May, 1999, agreed to the creation of a ‘pool’ of four additional permanent posts of Clerk/WPO to assist in the provision of temporary cover pending their allocation to permanent posts as vacancies arose.

Proposal

Whilst a pool of permanent Clerk/WPOs was established the conservative number requested for the exercise did little to reduce the increasing requirement to fill vacancies on a temporary basis using agency workers.

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Currently there are some 49 agency Clerk/WPOs in the Council mainly covering permanent posts awaiting recruitment or temporary vacancies created through secondments; acting-up arrangements; career breaks; sickness absence etc.

Whilst all the permanent posts will, hopefully, be filled as a result of the forthcoming recruitment exercise it will still be necessary to provide cover for ‘temporary’ vacancies and to respond to our anticipated turnover rates.

Having researched our turnover rates for this designation over the past few years it has averaged 10%, reflecting those leaving the organisation and those promoted internally.

Accordingly authority is requested to recruit additional permanent Clerk/WPO employees by up to 10% more than current establishment at the forthcoming recruitment exercise with a view to achieving at least a comparable numerical reduction in the number of agency Clerk/WPOs engaged.

Environmental Implications

There are no environmental implications to this report.

Equality Considerations

There are no relevant equality considerations.

Decision Required

Members are asked to approve the above request to recruit additional permanent Clerk/WPO employees up to 10% more than current establishment.”

After discussion, the Sub-Committee granted the approval sought within the foregoing report.

Gender Imbalance in the Workplace

The Sub-Committee was reminded that, at its meeting on 23rd August, it had approved the operation of a pilot scheme involving the appointment of an additional eight full-time equivalent street sweepers in the Contract Services Department’s Cleansing Section and had agreed that each placement would be made under the Worktrack Programme, subject to the approval of the Policy and Resources Committee in respect of the use of the Worktrack Programme within the Council and that any agreement between the Council and the relevant management agent be approved by the Council’s Legal Services Department.

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The Head of Human Resources informed the Members that the Minister with responsibility for the Department of Employment and Learning had announced recently that funding under the Worktrack Programme would be discontinued and accordingly the Contract Services’ initiative could not therefore be progressed. He informed the Sub-Committee also that the Council, at its meeting on 1st December, had passed a resolution calling on the Minister with responsibility for the Department of Employment and Learning, Mr. Barry Gardiner, M.P., to reverse the decision in respect of the Worktrack Programme. He therefore sought the Sub-Committee’s direction as to whether consideration should be given to alternative means of advancing the initiative. After discussion, during which the Head of Human Resources undertook to investigate the availability of alternative funding sources in respect of the initiative, the Sub-Committee deferred consideration of the matter until such time as the Minister’s response had been received.

Work Experience Placements

The Sub-Committee considered the undernoted report in respect of requests for work experience placements which had been received from the Women’s T.E.C. (Training, Enterprise and Childcare Centre) and the Falls Community Centre:

“Purpose of Report

To seek Members’ approval to facilitate two requests for work experience placements within the council. These requests are from the Women’s TEC (Training, Enterprise and Childcare Centre) and Falls Community Centre.

Background

Members will be aware of the council’s Community Outreach Programme which has been in existence since November 1998. Community outreach activities include council participation in a major work experience scheme, careers fairs, interview skills training for schools and specific activities to encourage applicants to consider non-traditional roles.

Members will also be aware that the council’s work experience scheme is usually accessed by students who are either in full time education or individuals with disabilities; although exceptions to this have been approved, on a case by case basis, in line with the council’s corporate objectives.

Requests for Work Experience Placements

The two recent requests received for work experience opportunities within the council are for placements which are neither students in full time education nor individuals with

Policy and Resources (Personnel) Sub-Committee, B Monday, 13th December, 2004 3224

disabilities; consideration therefore needs to be given to whether approval will be granted to facilitate these requests, in line with the council’s corporate objectives.

The details of the two requests are as follows:

(1) Women’s TEC - this organisation aims to provide facilities to advance women’s involvement in non traditional sectors of training and employment. It is specifically targeted towards long-term unemployed women who are socially and economically disadvantaged. The Women’s TEC provides NVQ Level II courses in conservation, horticulture and painting and decorating (with 3 new NVQ qualifications in joinery, plumbing and electrics commencing in February 2005).

The Women’s TEC has requested that 6 of its female ‘learners’ be given the opportunity of work experience placements in a landscaping or nursery-orientated environment within the council’s parks; specifically Botanic Park, Ormeau Park and North Belfast parks. This opportunity will provide the female ‘learners’ with the practical experience required in gathering evidence needed for an NVQ Level II in Amenity Horticulture and Environmental Conservation. The ‘learners’ will be placed in the parks for 2 days a week for 52 weeks. These placements will be unpaid and all childcare and travel expenses will be met by the Women’s TEC.

(2) Falls Community Centre - this organisation has secured European funding to continue its Music Technology and Digital Sound Production course for a further two years. It is specifically targeted towards long-term unemployed musicians, producers and sound engineers and it seeks to retrain and up-skill its course participants by offering five courses each academic year, each course consisting of six participants. Successful participants are awarded certification by the Sound Training Centre of Ireland.

Falls Community Centre has requested that its participants be given the opportunity of work experience placements in a digital and/or analogue sound environment within the council’s entertainment venues; specifically Belfast Waterfront Hall and the Ulster Hall. This opportunity will provide the participants with the practical experience required for musical and sound skills re training. The participants will be placed in the council venues for 1 week, 4 times a year (February, April, June and October 2005). These placements will be unpaid.

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Supporting Information

It may interest Members to know that the facilitation of these requests will assist corporate objectives in terms of:

(1) Women’s TEC - promoting gender mainstreaming and good employment practice while practically supporting women into non-traditional training and employment and;

(2) Falls Community Council – responding to current industry shortages (as identified by Skillset) and targeting social need while fostering arts and culture within the community.

Finally, dependent on Members’ approval to facilitate these requests, council management in the relevant locations are in a position to offer these work experience opportunities to the two organisations. The relevant insurance indemnity arrangements are also in place.

Environmental Implications

There are no environmental implications contained in this report.

Equality Considerations

There are no equality considerations in this report. The Council’s Community Outreach Programme has already been equality impact assessed.

Decision Required

Members are requested to approve these requests for work experience placements.”

A Member expressed the view that the number of placements requested was too high and would place an undue burden on Council staff. In addition, he requested clarification in regard to the types of training programmes provided by the organisations. Also, he was of the view that six participants from an organisation would prevent other organisations from availing of work experience placement opportunities within the Council.

Several Members indicated that work experience placements had proved beneficial to persons participating in such schemes and the point was made that to facilitate women’s involvement in non-traditional sectors was in line with the Council’s objective to address gender imbalance in the workplace.

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After further discussion, it was

Moved by Councillor Kennedy, Seconded by Councillor Moore,

That the Sub-Committee approves the requests for work experience placements which have been received from the Women’s TEC and the Falls Community Centre.

On a vote by show of hands, three Members voted for the proposal and three against. There being an equality of votes, the Acting Chairman (Councillor W. Browne) exercised his second and casting vote against the proposal and it was accordingly declared lost.

After further discussion, the Sub-Committee agreed to defer consideration of the matter to enable further information to be provided in respect of the numbers of persons participating in the schemes, the types of training programmes involved, the views of the relevant Council departments and the criteria used in the selection of persons for work experience placements.

Equal Opportunities Audit – Final Update

The Sub-Committee was reminded that, at its meeting on 22nd October, 2001, it had endorsed the Implementation Plan in respect of the recommendations arising out of an Equal Opportunities Audit which had been conducted by Dr. C. Ackah, University of Ulster, School of Management, in regard to operational practices.

The Head of Human Resources provided for the information of the Members a report in respect of the progress which had been achieved in carrying out the recommendations. He drew the Sub-Committee’s attention to a summary of the Audit Team’s recommendations, copies of which had previously been circulated, which identified those recommendations which had been fulfilled, those which continued to be addressed and those which had been superseded by alternative, ongoing equality initiatives.

After discussion, the Sub-Committee noted the information which had been provided and confirmed that the Equal Opportunities Audit, which reaffirmed the equality of operational practices, had now been completed.

Joint Recruitment Exercise with the Northern Ireland Housing Executive

The Head of Human Resources informed the Sub-Committee that the Contract Services Committee, at its meeting on 12th December, had agreed to the establishment of two posts of Neighbourhood Officers to work in partnership with the Northern Ireland Housing Executive’s Neighbourhood Office Scheme, with the recruitment of the posts being carried out on a joint basis with the Northern Ireland Housing Executive, subject to the Personnel Sub-Committee’s agreeing to this course of action.

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The Head of Human Resources stated that, whilst the Northern Ireland Housing Executive’s recruitment methodology differed from the Council’s and that the posts would be recruited through the Executive’s “Recruitment Day” approach, the fundamentals of accessibility and selection on merit would still apply. He informed the Sub-Committee that the Northern Ireland Housing Executive’s recruitment procedures were, as were the Council’s, governed by the Local Government Staff Commission which had agreed to the Council’s engaging in such a recruitment exercise. He stated also that, if approval were granted, the Human Resources Section would intend to evaluate the recruitment methodology in order to ascertain if it offered a more customer-orientated approach to recruitment for basic grade posts.

After discussion, the Sub-Committee approved the course of action outlined above, subject to the completion of an appropriate Agreement to be prepared by the Director of Legal Services.

Proposed Flexible Working Arrangements

(Mr. J. Millar, Head of Business Improvement, and Mrs. K. Russell, Business Improvement Manager, attended in connection with this item.)

The Sub-Committee agreed to defer consideration of a report in respect of proposals regarding a revised means of remuneration for employees who worked in a flexible manner in terms of their working week patterns, to enable the views of the appropriate Trades Unions to be obtained and to permit each of the Party Groupings represented on the Council to receive a briefing in connection with the proposals.

Learning and Development - Update

The Head of Human Resources reminded the Sub-Committee that the Council, in its Corporate Plan 2003/06, had committed to the provision, by the end of 2006, of a suitable development programme for all Council employees. He reported that the Management Development Programme and the First Line Supervisory Development Programme, which had been identified as priority initiatives, had now been established and were progressing successfully, with evaluations taking place on a continual basis.

He informed the Sub-Committee that, following consultation with the Local Government Staff Commission, Development Programmes for clerical, administrative and operative employees had been designed and pilot schemes in this regard would be implemented early in 2005. He pointed out that the Programmes would be tailored specifically to meet the needs of Council employees and that delivery, in the first instance, would be to a small number of employees, with feedback being sought to ensure that necessary changes were made prior to the full implementation of the Programmes.

The Sub-Committee was informed also that a pilot project would be implemented within the Cleansing Section to help employees develop their essential skills and that officers from the Human Resources Section and the Cleansing Section would work closely with Trade Union representatives as a means of developing the best way in which to make the training provision available to all Council employees. Funding for the project would be sought from the Department of Employment and Learning.

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After discussion, during which the Head of Human Resources outlined proposals for further development activity with regard to improved communication systems, greater customer care and a more structured approach to organisational development, the Sub-Committee noted the information which had been provided.

Monthly Report on Agency Workers

The Head of Human Resources submitted a report, copies of which had previously been circulated, which provided, on the basis of Departmental location, information in respect of the number of agency workers employed during the week ended 26th November, in the clerical, operative, craft and professional/technical categories. He reported that the figure of 265 agency staff employed at that date, which represented an overall increase of 26 staff from the previous month, represented 185.3 full-time equivalent posts which was the same level of full-time equivalent posts as in the previous month.

The Head of Human Resources informed the Sub-Committee that the Council would be initiating in the near future a competency-based recruitment exercise in respect of posts of Clerk/Word Processor Operator and, in addition, would be filling full time posts within the Leisure Services Section, which would reduce further the requirement for agency workers.

The Sub-Committee noted the information which had been provided and the comments of the Head of Human Resources thereon.

Council’s Joint Consultative Committee

The Sub-Committee was reminded that, at its meeting on 4th April, 1995, it had approved the establishment of a Belfast City Council Joint Consultative Committee, together with a draft constitution, subject to the agenda and minutes of each meeting of the Consultative Committee being tabled for the information of the Sub-Committee. Accordingly, the agenda and minutes of the meeting of the Joint Consultative Committee which had been held on 21st October, copies of which had previously been circulated, were noted by the Sub-Committee.

Standing Order 56 – Employment of Relatives

In accordance with Standing Order 56, the Head of Human Resources recommended that the Sub-Committee consent to the appointment of Mr. G. McKee to the post of Labourer and Mr. P. McKiernan to a post of Sweeper/Labourer. The persons being appointed were related to existing officers of the Council.

The Sub-Committee granted the consent sought.

Chairman