Meeting documents
Venue: Council Chamber, King George V House, King George V Road, Amersham. View directions
Contact: Charlie Griffin 01494 732011; Email: cgriffin@chiltern.gov.uk
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Appointment of Co-Chairman To
elect co-Chairman of the Joint Staffing Committee for the remainder of the
Municipal Year 2017/18 Minutes: It was proposed by
Councillor D. Phillips, seconded by Councillor M. Stannard and RESOLVED that
Councillor I. Darby and Councillor R. Bagge be appointed Co-Chairmen of the
Committee for 2017/18. |
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Declarations of Interest Minutes: None. |
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Harmonised Equality Policy PDF 196 KB Minutes: A draft harmonised equality policy was presented to Members
for consideration. This was one of a number of harmonised policies that were
being developed as part of the joint working arrangements. As
with the other policies, these policies have been developed by taking the best
practice of both Councils and reflecting employment legislation, recognised
codes of practice and best practice in other public, voluntary and private
sector organisations. RESOLVED that 1.
the
implementation of the harmonised equality policy subject to staff consultation
be approved 2.
authority
be delegated to the Chief Executive to undertake any minor amendments following
the outcome of the staff consultation or future legislative changes. Note: Councillor C. Jones entered the
meeting at 6.15pm. |
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Minutes: The Committee received a report
providing an update on:
Staff turnover and sickness absence within the Councils Key HR projects The Committee, having noted the
increase in staff turnover in Quarter 4 compared to Quarter 3, were advised
that analysis had shown that leavers in Quarter 4 were spread across all
service areas and across all levels and there was no indication that this was a
trend or something affecting specific areas. The Committee were assured that
this would be monitored and potential risks would continue to be reported to
Management Team with appropriate options for mitigating those risks. The Committee noted that this was
the first time that an update report had shown sickness absence figures for
South Bucks District Council and Chiltern District Council combined. It was
requested that for the next Committee, figures also be provided on the average
number of working days lost due to sickness absence in the Councils once long
term sickness has not been included. The Committee welcomed the key
projects being carried out by HR, in particular the introduction of Mental
Health First Aiders. The need to keep all posters around
the Council buildings updated and remove out of date ones was noted. RESOLVED that the report be noted. Note: Councillor J. Read entered the
meeting at 6.26pm. |
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Local Government Pension Scheme Discretionary Policy Statement PDF 108 KB Minutes: The Committee
received a report which sought approval of the discretionary policies that can
be exercised by the Councils, as Employers within the Local Government Pension
Scheme (LGPS). The Committee were asked
to consider whether to recommend to the respective Full Councils, the Local
Government Pension Scheme Discretionary Policy Statement as set out in Appendix
1. The Committee
noted that due to the changes to the Local Government Pension Scheme in April
2014, it was necessary to update the Councils’ Discretionary Policy Statements
to reflect the current version of the Pension Scheme. The discretions proposed aim to minimise the
cost to the Councils by not adopting discretions that would result in
additional costs, and allow flexibility to Scheme members where this would be
at no cost. This was in line with the existing approach adopted by the
Councils, and thus this report essentially reaffirms the current discretions,
but with the new legislative references. The Committee
considered all of the proposals set out in the report and agreed with all of
them subject to the following changes; 1)
A
note be added to the Policy Statement explaining that
whilst each Authority was required to have its own Discretionary Policy
statement, Chiltern District Council and South Bucks District Council have
decided that these would be identical. 2)
That
wherever the wording “following consultation with the relevant Joint Staffing
Committee Co-Chairman†appears in the Policy Statement to replace it with
“following consultation with the Joint Staffing Co-Chairmenâ€. This is to reflect the fact that costs would
be shared between both Councils and therefore both Co-Chairmen should be
consulted with. 3)
The Transfers in to Fund - Regulation
100(6), page 3 of the Policy Statement - The Committee felt that to use the wording ‘exceptional or
extenuating circumstances’ was too vague and therefore agreed that the wording
should be changed to read as follows: “The
Council will decline any request to transfer in pension rights after the 12
month limit has been exceeded, unless: -
there is evidence that the process has
commenced prior to the 12 month limit, and -
the application
is made within 3 months of the transfer value being provided by the relevant pension
providerâ€. 4)
Aggregation
of Deferred Benefits - Regulation 22(7) & (8), page 3 of the Policy
Statement - The Committee felt that to use the wording ‘exceptional or
extenuating circumstances’ was too vague and therefore agreed that the wording
should be changed to read as follows: “The
Council will decline any request to extend the 12 month deadline for
non-aggregation of deferred pensions into a concurrent or new LGPS employment
unless: - there is evidence that the process has
commenced within the 12 month limit, and - the application is made within 3 months of
the employee being provided with the relevant pension information by the
relevant pension provider.†5)
Regulation 6 - Discretionary
Termination Payments, page 4 of the Policy Statement - The Committee felt that each case
should be subject to the consent of the Joint Staffing Committee rather than
the Head of Paid Service. The Committee
were advised that UNISON had been informally consulted,
however this policy confers no formal contractual rights to employees. Having
considered the Policy Statement set out in appendix 1, the Committee
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Exclusion of the Public To resolve that under Section 100(A)(4) of the Local Government Act 1972 the public be excluded from the meeting for the following item(s) of business on the grounds that it involves the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Act. Minutes: RESOLVED - Â That under section 100 (A) (4) of the Local Government Act 1972 (as
amended) the public be excluded from the meeting for the following item(s) of
business on the grounds that they involved the likely disclosure of exempt
information as defined in Part 1 of Schedule 12A of the Act. |
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Locally Determined Pay Mechanism Paragraph 4 - Information
relating to any consultations or negotiations, or contemplated consultations or
negotiations, in connection with any labour relations matter arising between
the authority or a Minister of the Crown and employees of, or office holders
under, the authority Minutes: The Committee received a report seeking approval of the proposed
arrangements for the introduction of locally determined pay for all staff below
the Heads of Service on harmonised terms and conditions of employment. Each year
Councils need to consider whether they wish to offer a pay increase to
staff. Local Government has a collective
bargaining system by which representatives of the employers meet with the trade
union representatives regularly to discuss pay and conditions of service. This arrangement was called the National
Joint Council (NJC) for Local Government Services. Under the terms of the Collective Agreement
between Chiltern and South Bucks District Councils and UNISON of 1st
July 2014 (which applied to all posts below Head of Service level) it was
agreed in July 2017 that the Councils would review the Councils’ pay
arrangement with a view to moving to locally determined pay. The Committee were advised that if approved by Full Council, the
next step was to put the proposed locally determined pay mechanism to UNISON. The Committee considered the proposed arrangements set out in the
report including an annual pay award timetable and accordingly
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Staffing Matters Minutes: The Committee received a report which sought authority for the
Chief Executive to progress termination of an employee’s contract of
employment. The background to this matter was set out in Appendix 1 and an
explanation of relevant legal documents and terms was set out at Appendix 2.
The options available, financial implications and recommended actions were
detailed in the report. Members were also asked to consider establishing a sub-committee to
deal with the appointment into any vacancy that would arise, and that the
membership of this sub-committee be delegated to the Chief Executive in
consultation with the respective Cabinet Leaders, having regard to Member
availability. Having considered the options set out in the report, the Committee RESOLVED that i)
the Chief
Executive be authorised to finalise the terms outlined in Option 3 of this
report to facilitate termination of the employee’s contract of employment. ii)
a sub-committee comprising of 8 members
- 6 from the Joint Staffing Committee (3 from each Council) and the 2 relevant
Portfolio Holders - be established to deal with the appointment into the
vacancy arising from recommendation i). |