Agenda and minutes

Apologies for absence were received from Councillors Fearn, Hamilton and Sands.

To approve the record of the meeting held on 30 January 2024 and to note the record of the meeting of the Joint Consultative Committee held on 30 January 2024.

The record of the meeting held on 30 January 2024 was agreed and signed by the Chairperson as correct and the Committee noted the record of the Joint Consultative Committee held on the same date.

The Chairperson will announce any late items which do not appear on the main agenda but which he/she has agreed should be considered by reason of special circumstances to be specified in the report.

There were none.

Members are invited to disclose any Disclosable Pecuniary Interests or Other Significant Interests in accordance with the Member Code of Conduct. Guidance on this is set out in agenda item 4.

Disclosable pecuniary interests

Councillor Hackwell disclosed that his wife is a casual employee of Medway Council.

Other significant interests (OSIs)

There were none.

Other interests

Councillor Cook disclosed that she was a member of the NAHT trade union.

Councillor Field disclosed that he was a member of the trade union TSSA and Unison.

Councillor Prenter disclosed that he was a member of the ASLEF trade union.

Councillor McDonald disclosed that he was a member of the CWU trade union.

This report sets out a refreshed Strategic Workforce Strategy 2024-2028. The Plan is intended to supplement the One Medway Council Plan and the Financial Improvement and Transformation Plan.

Discussion:

The Chief Organisational Culture Officer introduced the report. She highlighted the report was intended to support the One Medway Council Plan, Financial Improvement and Transformation Plan and the Medium-Term Financial Plan. The strategy was focused on three main priorities, the workforce 2028, enabling development and engaging, rewarding and wellbeing. 

The strategy would be developed and evolved in response to the ongoing staff survey and changing circumstances and needs of the Council. It was supported through a number of future strategies such as the Employment Engagement strategy, Learning and Development strategy and Recruitment strategy which would contain key actions with measurable data. She added the strategy was ambitious for Medway and successful delivery was dependent on the whole organisation rather than being reliant on the HR service.

The following issues were discussed:

Previous Workforce Strategy – it was questioned what had changed to enable the new workforce strategy to be successful and implemented fully where the previous strategy had not been put in place. The Chief Organisation Culture Officer informed the Committee that she believed there was an increased commitment from the senior leadership of the Council to implement the workforce strategy. This was shown by the investment in rightsizing HR to support the required additional activity, the recent pay award to staff and a commitment to increasing the learning and development budget for staff.

Age of workforce – it was commented that 40% of the Council workforce was 50 years old plus and the Council had struggled to recruit 16-24 year olds, with working from home being an issue for some. The Chief Organisational Culture Officer told the Committee she intended to bring forward a recruitment strategy to the Committee later in the year to support the workforce strategy and improve recruitment and retention, particularly amongst young people. The Council had a number of successful initiatives such as apprenticeships, graduate programmes and was working with schools to develop taster sessions for young people. She assured the Committee that the Council recognised young people learning a role may need to be in the office and despite the building restrictions anyone who wanted to work in Gun Wharf was able to do so.

Staff forums – in response to a question about the status of staff forums, the Chief Organisational Culture Officer acknowledged that staff forums had not been as active as hoped in the recent past. There had been some feedback from staff that this was in part a question of having time to take part in such forums. She added that senior officers were committed to encouraging forums and celebrating their success. The current staff survey encouraged staff to consider what other forums could be beneficial for staff and the results of the survey would inform the Council’s response.

Equality, diversity and inclusion – concern was expressed that the Joint Consultative Committee had been informed that staff were reluctant to declare their disabled status. The Chief Organisational Culture Officer acknowledged that some staff preferred not to declare a particular  ...  view the full minutes text for item 45.

This report details new reorganisations of services and transfers under the TUPE regulations for the period 1 October 2023 to 31 March 2024 and updates on on-going reviews that have previously been reported at Employment Matters Committee but not concluded.

 Discussion:

The Head of Council Planning and Programmes introduced the report, and highlighted there had been six re-organisations in the period 1 October 2023 - 31 March 2024. 75 of 78 staff were redeployed in a service wide restructure and three staff were made redundant.

The following issues were discussed:

Vacancy list – in response to a question whether restructure and redeployment had reduced the levels of vacancies in the Council, the Head of Council Planning and Programmes informed the Committee that the redeployment of staff from positions such as the Visitor Information Service had reduced the vacancy list.

Redeployment Pool – it was questioned whether staff were in the redeployment pool for a specified length of time. The Head of Planning and Programmes informed the Committee that the length of time staff would be in the redeployment pool was dependent on the notice period in their contract, so differed for staff. However, staff were provided early entry into the redeployment pool to maximise opportunities for staff at risk of redundancy.

Decision:

1.     The Committee noted the present position and the support arrangements for staff.

2.     The Committee noted the comments of the Joint Consultative Committee that despite positive redeployment, many staff remained worried and that information in future reports should take account of these concerns.

To present Members with a report of all decisions taken in relation to early retirements and severance payments for the period 1 October 2023 to 31 March 2024.

Discussion:

The Head of Council Planning & Programmes Officer introduced the report which informed the Committee of the decisions taken in relation to early retirements and severance payments in the period 1 October 23 – 31 March 2024. Three members of staff took early retirement in the period at a total cost of £29,000 to the Council.

Decision:

1.     The Committee noted the report.

2.     The Committee noted the comments of the Joint Consultative Committee that future reports should include information on flexible retirements.