Top

Top

Agenda Item No 6

The Vale of Glamorgan Council

 

Scrutiny (Housing and Public Protection) Committee: 9th  March 2016

 

Report of the Director of Environment and Housing

 

Shared Regulatory Services - Staffing Matters

 

Purpose of the Report

  1. To provide an update on staffing assimilation issues relating to the Shared Regulatory Service since the transfer of employees on 1 May 2015.

Recommendation

  1. To note the issues set out in the report and the progress made since 1 May 2015.

Reason for the Recommendation

  1. To apprise Members of staffing issues relevant to this important new service.

Background

  1. Members will be aware of the work to set up the Shared Regulatory Service between the Vale of Glamorgan, Bridgend and Cardiff Council. The project was approved by Council on the 12th November 2014 and by the other two Councils on the 15th and 23rd October 2014 respectively.
  2. The Vale of Glamorgan Council is the host authority and the contractual employer for existing and transferring staff. As part of the arrangements some 170 staff transferred to this Council from Bridgend and Cardiff Councils on the 1st May 2015.
  3. The transfer was managed in accordance with the spirit of the Transfer of Undertaking (Protection of Employment) Regulations 2006 (as amended). As part of this the terms and conditions of all transferring staff were protected.
  4. Work continued over the summer period to refine the structure for the new service in accordance with the operating model as agreed in 2014 and to agree the assimilation proposals for moving all staff into the new structure.
  5. The assimilation and selection process for the new structure has almost now been completed with some 92% of posts being filled. It is anticipated that all posts in the new structure will be populated by the end of April 2016 i.e. within 12 months of the initial transfer date.
  6. This report provides an overview of the appointment issues within the new service since the 1st May 2015 as previously requested by Scrutiny Members.

Relevant Issues and Options

  1. On 20th April 2015, the Shared Regulatory Service Joint Committee received a report on the creation of the shared service and appointed a head of service to manage the new organisation. The appointment of the three Operational Managers in July 2015 provided additional leadership and capacity in ensuring the early and successful delivery of the new service.
  2. Thereafter, a process to populate the new structure was agreed with the recognised trades unions of all three Councils on the 19 September 2015 and was progressed on a tier by tier basis.
  3. The population of the new structure was carried out against some challenging timelines and involved a process of role matching and in some instances, competitive interviews.
  4. At the end of the process, a number of employees were "at risk". The implications and costs of this were anticipated as part of the business plan for the new service and managed sensitively as part of best practice change management principles.
  5. In accordance with the above, consideration has been given to applications for both voluntary redundancy and where necessary compulsory redundancy. By the end of February 2015, the Vale of Glamorgan's Early Retirement and Redundancy Committee had considered and approved 23 applications.
  6. Applications have only been supported where the applicant has not been successfully assimilated to the new structure and where no suitable alternative post is available.
  7. The costs of the majority of the above mentioned redundancies have been funded from the former employing local authority for each of the employees in accordance with the SRS Joint Working Agreement. The funding of any redundancies that are effective beyond the 30th April 2016 will be met by the new service.
  8. The creation of the Shared Service has seen a reduction in the number of people employed in the delivery of Regulatory services across the three Councils.
  9. On the 1st May 2015, there were 227 employees (209.21 headcount) who were part of the newly formulated joint service. This compared with 181 (FTE) posts prescribed in the new operating model.
  10. Since that point there has been a reduction in the number of employees as follows:

Authority

Voluntary Resignation

Voluntary Redundancy

Compulsory Redundancy

       
 

Headcount

FTE

Headcount

FTE

Headcount

FTE

             

Bridgend

  3

 

7

 

0

 

Cardiff

11

 

6

 

1

 

Vale

  3

 

8

 

1

 
             

TOTAL

17

 

21

 

2

 
             
  1. The number of officers who have left the service since Jan 2015 and the roles they performed is set out at Appendix A.
  2. Appendix A illustrates that the officers who have left the service since 1st May 2015 or are scheduled to do so, numbers 40. Appendix A also illustrates the originating authorities for those officers and indicates that of the 40 officers who have left the service, 10 were previously employed by Bridgend, 18 by Cardiff, and 12 by the Vale of Glamorgan.
  3. Appendix A also illustrates the time periods for those officers leaving the service; those who left before the population of the new structure and those who left following a decision by the ERR Committee.
  4. Of those employees who have been appointed to the new service some 138 (head count) have done so through matching applications and 28 (head count) have been appointed following subsequent competitive interview. There are currently vacancies within the service.
  5. Of those employees who have transferred from Bridgend and Cardiff 46 (headcount) have retained their substantive Terms and Conditions and therefore TUPE protection following their matching assimilation to post. A further 65 (headcount) of the officers transferring have opted to take the Vale of Glamorgan's terms and conditions. 27 (head count) officers were already employed at the Vale therefore retaining the Vales Terms and Conditions. The 28 appointments were made to the Vales Terms and Conditions (plus vacancies).
  6. 138 of the employees assimilated have retained the same or higher salary levels. Some 28 employees have been matched or appointed to posts with a lower salary level, however TUPE protection applies in 21 of those cases.

Resource Implications (Financial and Employment)

  1. There are no resource implications arising from this report.

Sustainability and Climate Change Implications

  1. There are no sustainability and climate change implications arising from this report.

Legal Implications (to Include Human Rights Implications)

  1. There are no legal implications arising from this report.

Crime and Disorder Implications

  1. There are no crime and disorder implications arising as a result of this report.

Equal Opportunities Implications (to include Welsh Language issues)

  1. There are no equal opportunity implications arising from this report.

Corporate/Service Objectives

  1. The report outlines the actions undertaken to implement the Shared Regulatory Service

Policy Framework and Budget

  1. This report is a matter for Executive decision.

Consultation (including Ward Member Consultation)

  1. None, this is a report for information only

Relevant Scrutiny Committee

  1. Housing and Public Protection.

Background Papers

Financial Appendices.

Contact Officer

Dave Holland, Head of Regulatory Services

Officers Consulted

Reuben Bergman - Head of Human Resources

Carolyn Michael - Operational Manager - Accountancy

Evelyn Morgan - Employment Lawyer

Responsible Officer:

Miles Punter, Director of Environment and Housing