Agenda item

(To receive a report from Fiona Thompson (Service Manager – People), which provides an update on the Council People Management and Workforce plan for 2018, including a summary of current HR and Workforce performance data)

The Service Manager (People) presented a report which provided a summary of current HR and workforce performance data; actions which were being implemented; and an overview of the medium/longer term corporate projects.

It was noted that there had been significant efforts to input and validate data over the last 12 months and Managers had received assistance from the Business Support and HR teams.

It was highlighted that there had been 6.45 days lost per FTE (full time earner), which was lower than the target of 7.5 sickness days. It was noted that the target would be reviewed next quarter based on recent performance.

Members were informed that  as of 11^th October 2018 the appraisal meetings of 79% of all eligible employees had been recorded on BWON. 

Members were referred to Appendix B of the report, which set out the Corporate People Management and Workforce activity, including the benefits that had been achieved to date and future plans. 

The Service Manager (People) was pleased to inform the Board that there were now 128 apprentices employed by the Council as of September 2018, compared with 40 employed in the previous year.

Questions and comments from members and officers included the following:

·       The Service Manager (People) agreed to share more detailed information surrounding sickness absences as a result of mental health, and the categorisation of these.

·       It was agreed that officers would circulate further information on employees with disabilities and how they were supported.

·       In response to a question, it was clarified that in line with current policy, People Management were expected to respond to grievance complaints without unreasonable delay and the outcome of any grievance meeting will be communicated within 5  working days

·      One member asked what policies were in place to deal with the reasons reported for sickness absences, in particular 'stomach complaints', which was the highest reported reason for short term absences. It was questioned whether could be any focus on hygiene to reduce stomach illnesses, such as introducing antibacterial gels. In response, officers explained that they worked closely with Public Health to update the employer Health and Wellbeing policy, and would highlight the concerns raised by members regarding hygiene.

·       It was noted that a significant proportion of the adult services offered by the council were commissioned out, which is why staffing levels appeared to be lower than other departments.

·       Officers agreed to circulate information on apprenticeship reforms to members of the Board.

·       Members were pleased to see the rise in apprenticeship numbers.

·       The Executive Director of Children's services confirmed that the council offered supported internship opportunities to young people with learning disabilities.

·       One member asked whether the council offered any mental health courses to employees as part of the mindful employer programme. In response, officers confirmed that training was already offered to staff members in roles that were considered 'high stress', and there were also plans to offer mental health training to all employees. It was noted that within schools, mental health training would be offered to staff, would which include training on how to assist pupils with mental health issues.

·       In response to a question, it was reported that succession planning was proving highly successful in some departments, particularly in hard to recruit areas, but more work was needed in other areas. 

·       Members sought reassurance that the vacant senior leadership roles would be filled by capable officers. Officers felt confident that they would find the right candidates for the roles.

·       It was acknowledged that the two senior finance positions were more difficult to recruit for, but the Board was assured that they were working with a consultant to ensure the right candidate was appointed.

·      Officers agreed to submit a report regarding agency spending to a future meeting of the Board.

·      It was noted that challenges with the agresso system had meant that past data was unavailable, so it was not possible to make year to year comparisons at this stage. Members were assured that officers were working with the Chief Executive to improve the system. It was hoped that the changes would ensure that progress reports would be automatic and future reporting would be an easier process.

·       It was agreed that an update on workforce actions being taken as a result of HR management information should be included in the quarterly performance updates for the relevant scrutiny committees, and that the People Management and Workforce Plan progress report should be brought to the Board on a six monthly basis.

RESOLVED:

1.    That the report and comments made be noted.

2.    That the following information be circulated to members of the Board:

·       Further information on employees with disabilities and how they are supported

·       Further information on apprenticeship reforms

·       Further information on sickness data including detailed information surrounding sickness absences as a result of mental health, and the categorisation of these.

3.    That a report on agency spending be submitted to a further meeting of the      Board.

4.    That workforce action updates be included in the quarterly performance          reports presented to the relevant scrutiny committees.

5.    That the People Management and Workforce Plan progress report be reported to the Board on a six monthly basis.