Policy and Resources (Personnel) Sub-Committee 9 November 2006
From Nigov
Policy and Resources Committee
Thursday 9th November, 2006
MEETING OF POLICY AND RESOURCES (PERSONNEL) SUB-COMMITTEE
Members present
Councillor Cobain (Chairman); and Councillors Kelly, P. Maskey, Moore, Mullaghan, Rodgers, Rodway, Smyth and Wilson.
In attendance
- Mr. G. Millar (Director of Improvement)
- Mr. S. Black (Head of Human Resources)
- Ms. J. Minne (Principal Human Resources Advisor)
- Ms. G. McLarnon (Senior Human Resources Advisor)
- Mr. J. Heaney (Committee Administrator)
Minutes
The minutes of the meeting of 14th September were taken as read as correct.
Single Status Implementation Update
The Head of Human Resources reminded the Sub-Committee that the Council had been working towards the full implementation of the Single Status Agreement by April, 2007 and, through the Sub-Committee, had adopted a Management Side position for negotiation with the Trades Unions.
He reported that, since June, progress had been made in negotiations with the relevant Trades Unions in respect of pay grades and progression. He reported also that the Trades Unions were seeking currently their own legal advice on the proposals. The Sub-Committee was advised that proposals had been determined and agreed also in respect of the assimilation of staff onto the new pay structures and consultation on these was ongoing. Proposals had been developed also in respect of back-pay in relation to any staff who had been disadvantaged under the old pay structure and who might potentially have a case under the Equal Pay Act. The Head of Human Resources informed the Sub-Committee that the Trades Union side of the National Joint Council had issued a 'Joint Union Protocol on Litigation in Local Government' on equal pay litigation and Single Status, which had suggested that legal action should be initiated in any Local Authority where there was no prospect of pay and grading reviews being completed by March, 2007.
The Head of Human Resources provided an update in respect of other aspects of the Single Status Agreement, including job re-design, working arrangements, workforce development and other related issues. He suggested that it would be appropriate if a special meeting, to take account of the current state of negotiations and to consider issues relating to Single Status implementation, were to be held and that the Trades Unions' officials be invited to attend in order to give them an opportunity to
inform the Members of their current position on the matter. The Head of Human Resources referred also to an issue paper which had been submitted by the Trades Unions, a copy of which had been appended to the report, and he advised the Members that the Management Side would provide a response at a future meeting.
After discussion, the Sub-Committee noted the information which had been provided, agreed that the meeting of the Sub-Committee due to be held on 30th November be re-scheduled for 6th December at 12.00 noon and that Trades Unions' officials be invited to address the meeting in respect of the Unions' position on Single Status.
Bi-Monthly Review of the Vacancy Control Process
The Sub-Committee was reminded that the Policy and Resources Committee, at its meeting on 21st April, had adopted a corporate "vetting" approach in relation to the Council's vacancy control process and had agreed the criteria against which all requests for the filling of vacant posts would be evaluated.
The Head of Human Resources reported that, during the period from 14th September to date, 26 requests for the filling of vacant posts had been received and evaluated against the pre-agreed criteria. Of these posts, 17 of which had been created recently by controlling Committees, 10 had been approved to be filled on a permanent basis and the remaining 16 approved for filling on a temporary or non-permanent basis. He reported also on the total numbers of vacant posts which had been considered since the procedures had been introduced and the criteria which had been used in determining whether or not they be filled.
The Head of Human Resources stated that it had been difficult to estimate the exact savings which the Council had accrued through the implementation of the new procedures. However, since only a few of the positions had been publically advertised, savings had been achieved as a result.
The Sub-Committee was advised that the vacancy control process was being reviewed currently in the light of the publication of the Local Government Staff Commission's consultation document entitled "Managing Vacancies Effectively", which sought to safeguard the employment of existing staff whose posts might be affected as a result of the decisions arising from the Review of Public Administration.
After discussion, the Sub-Committee noted the information which had been provided and noted also that a further report detailing the revised vacancy control procedure would be submitted for its consideration when the Local Government Staff Commission's guidance had been received.
Centralising the Engagement of Agency Staff
The Sub-Committee was reminded that, at its meeting on 10th August, it had requested that a report be submitted in respect of the advantages and disadvantages of centralising the engagement of all agency assignments within the Council's Human Resources Section.
The Head of Human Resources outlined the current position within the Council in respect of the employment of agency staff and highlighted the research which had been carried out to determine the approach taken by several other public and private sector organisations. He highlighted also those organisations which had adopted approaches to the management of short-term cover by means other than the employment of agency staff.
He reviewed the advantages and disadvantages of a centralised approach and advised the Members that consultation in this regard had not taken place with the Council's Joint Consultative Committee (Management Side), the various Departmental Teams or the Chief Officer's Management Team.
After discussion, the Sub-Committee noted the information which had been provided and requested that a further report detailing the outcome of the consultations in this regard be submitted in due course.
WINS Project Update
The Sub-Committee was reminded that the Council had taken a leading role in the WINS Project which was designed to attract more women into non-traditional jobs, such as street cleaning, grounds maintenance, construction and driving. The Project had received 90% financing from the Department of Employment and Learning and from the European Social Fund under the EQUAL Community Initiative.
The Head of Human Resources reported that, to date, the Project had completed the training of 36 women, with another 9 scheduled to commence training in October, 2006. The 36 participants had received accredited training in a range of various skills and had obtained work experience placements within Cleansing Services, Parks and Cemeteries, Community and Recreation, Translink and at the Construction Industry Training Board at Dundrod.
The Sub-Committee was advised that the approach taken by the Council and the comprehensive partnership which had been put in place to deliver the Project had been recognised as an example of good practice by the Council's European Union partners and the Council had been commended on the progress of the Project. It was acknowledged that the Project had made significantly greater progress than similar projects which had been chosen as benchmarks in the rest of the European Union.
The Head of Human Resources reported that, as a result of the work on the WINS Project, the Council had been recognised as an Exemplar Employer by the Opportunities Now Campaign which was run by Business in the Community and the Project would be showcased at an event to be held in the Balmoral Conference Centre on 16th October.
The Sub-Committee noted the information which had been provided.
Tender for the Provision of Consultancy Assistance with Competency Based Recruitment and Development, Provision of Assessment Centres and Other Related Services
The Head of Human Resources reminded the Sub-Committee that, at its meeting on 27th June, 2005, it had appointed AS Associates as the Council's supplier of consultancy assistance with competency based recruitment and development and to provide assessment centres and other related services. However, in order to have a new contract in place to coincide with the expiry of the current contract, he recommended that a tendering process, commencing with the establishment of a Select List from which submissions would be sought, be implemented as soon as possible.
He recommended also, in the light of anticipated change as a result of the Review of Public Administration where the potential existed for a substantial increase in recruitment and selection activity and given that the tendering process could be a lengthy and resource-intensive process, that the re-tender of the contract be on the basis of a two-year period, with an option to extend it for a further two years. The total value of the contract would, however, exceed the European Procurement Threshold and, therefore, would be subject to a European Tendering Process, requiring public advertisements in the local press, together with an advertisement in the Official Journal of the European Union.
After discussion, the Sub-Committee approved the commencement of the European Tendering Process and agreed that authority be delegated to the Director of Corporate Services to approve a Select List of Contractors from which tenders might be invited at a future date.
Good and Harmonious Working Environment Audit, October, 2006
The Head of Human Resources informed the Sub-Committee that, in accordance with the Council's policy, a six-monthly Good and Harmonious Working Environment Audit had been completed in October, 2006. He reported that inappropriate graffiti, posters and slogans had been visible at ten locations and that remedial action had either been taken or was underway in respect of those issues or the matter was under discussion with the relevant Departments and Trades Unions. He reported also that the Trades Unions had been involved in 69.1% of the Audit and this had represented a significant increase in comparison with the previous Audit undertaken in April, 2006, when the figure had been 55.8%.
The Sub-Committee noted the information which had been provided.
Absence Management
The Sub-Committee considered a report which had been submitted by the Director of Improvement in respect of the organisational reporting, monitoring and accountability roles for the management of absence and the absence rates for the period from July till September.
The Director outlined for the Members the work which had been carried out, to date, on the implementation of a robust performance management approach to absence. He provided information in respect of the Council's absenteeism for the period from July till September, 2006, which had shown that an average of 3.7 working days had been lost per employee as a result of absence and he indicated that this was a slight increase on the previous quarter. He provided also information in respect of long-term absence and outlined the next steps which would be undertaken to support the management of absence and, in particular, throughout the Council.
Several Members expressed concern at the high levels of absenteeism and, in particular, long-term absenteeism and indicated that they were of the view that this should be managed more effectively. In response, the Director of Improvement indicated that work in this regard was being undertaken currently by the Core Improvement Team together with the Human Resources Section and in conjunction with the Council's Legal Services Department.
The Sub-Committee noted the information which had been provided and noted also that a further report in respect of the management of long-term absenteeism would be submitted to the Sub-Committee in due course.
Quarterly Report on Overtime and Employment of Agency Staff
The Sub-Committee considered the contents of a report which provided information in respect of the overtime costs and the employment of agency staff under the undernoted headings:
Overtime Costs during the period from July till September
The Head of Human Resources reported that the total cost of overtime during this period had been £1,050,899, with a total number of 94,654 overtime hours having been worked. This had represented a slight increase in the figure for the same quarter during the previous year. However, given the pay increase of 3%, the real cost of overtime had been significantly lower, which had been reflected in the amount of overtime worked decreasing by approximately 3,500 hours.
Noted.
Analysis of Employment of Agency Staff
The Members were informed that at 30th September, 2006 the number of full-time equivalent posts filled by agency staff was 145.5. This represented a decrease in the employment of agency staff of 33 in comparison with the previous quarter and also a reduction on the same quarter in the previous year when the number reported was 156.
Noted.
Meeting with Chief Executive
Arising from discussion in the previous two matters, the Sub-Committee agreed that it would be appropriate if the Chairman and the Deputy Chairman, together with a Member of the Sub-Committee from each of the other Political Groupings on the Council, meet with the Chief Executive to discuss the Sub-Committee's concerns in relation to the management of absenteeism, overtime working and the employment of agency staff.
Half-Yearly Performance Report
The Sub-Committee noted the contents of a Half-Yearly Performance Report in respect of the performance indicators relating to the Human Resources Department.
Standing Order 56 - Employment of Relatives
It was reported that, in accordance with Standing Order 56 and authority delegated to him by the Sub-Committee at its meeting on 27th June, 2005, the Director of Corporate Services had authorised the appointment of Mr. G. Dinsmore to the post of Driver/Gardener, Mr. D. Husbands to the post of Casual Front of House Steward and Ms. A. Dullaghan to the post Casual Front of House Steward. The persons appointed were related to existing members of the Council.
The Sub-Committee noted the appointments.
Chairman
