SCRUTINY COMMITTEE (CORPORATE RESOURCES)

 

 

MINUTES of an extraordinary meeting held on 18th December, 2007.

 

Present:  Councillor H.J.W. James (Chairman); Councillors Mrs. S.M. Bagstaff, Ms. L. Burnett, Mrs. J.E. Charles, T.H. Jarvie, Mrs. M. Kelly Owen, B.I. Shaw, K.R. Stockdale and M.R. Wilson.

 

 

666     APOLOGIES FOR ABSENCE -

 

These were received from Councillors Mrs. C.V.L. Clay, M.R. Harvey, F.T. Johnson, Mrs. A. Moore and C.L. Osborne.

 

 

667     DECLARATIONS OF INTEREST -

 

There were no declarations received.

 

 

668     WALES AUDIT OFFICE REPORT: SICKNESS ABSENCE MANAGEMENT -

 

The Committee received Mrs. G. Lewis (the Council’s Relationship Manager) and Mr. J. Verity (project manager) of the Wales Audit Office.  Both had been invited by the Committee to present its findings on sickness absence management arrangements within the Council.

 

Mrs. Lewis gave a brief overview of the findings and recommendations relating to the work undertaken by the WAO in respect of the above subject.  It was noted that the WAO had concluded that the Council had improved some arrangements for the management of sickness absence but there was much to do to develop and translate its policy aspirations into practice to improve attendance across the organisation.  The report made three recommendations as detailed in the report and outlined below:

 

·                    To improve management information on which to measure, monitor, review and report progress by developing new HR systems, by refining reports to Corporate Management Team (CMT) and Members to ensure that key issues relating to attendance were clearly identified and summarised, by developing robust target setting processes and by comparing performance with other local authorities through benchmarking clubs and other technical groups.

·                    To undertake further action to develop an appropriate policy framework which would comprise co-ordinated and complementary policies to improve attendance by developing a suite of policies which encompassed the Council’s aspiration to create a positive attendance culture and by developing an action plan.

·                    Revise the current attendance management policy.

·                    Apply further roles and responsibilities of CMT, HR and the Management of Attendance Group to become more strategic.

·                    To ensure that the Council had appropriate and targeted Occupational Health support services.

 

The Head of Human Resources commented on the recommendations and indicated that he was broadly supportive of the above WAO recommendations and referred to specific initiatives, which were currently under consideration that would take those recommendations forward.

 

Subsequent discussion focused on the fact that the WAO report related to 2006 and had concluded that the sickness absence statistics for this Council were well above the Welsh average.  It was also noted from the data subject to a report to Cabinet on 28th November that from reports from the Oracle system for the period April to September 2007 revealed that the sickness absence figures had worsened in comparison to the same period for the previous two years.

 

The Chairman enquired as to what progress had been made by the Council to develop new policies in light of the WAO findings.  The Head of Human Resources indicated that the management of absence relied heavily on the accurate flow of information from managers responsible for managing sickness absence within their own service areas.  With regard to new sickness absence management arrangements, the Corporate Management Team had approved a draft policy and this was now subject to extensive consultation with the various stakeholders.  With regard to the content of the draft new policy, the Head of Human Resources alluded to a greater pro-active culture for the management of attendance, the role of the Cabinet, Corporate Management Team and the Management of Attendance Group.  The WAO had also been providing assistance in relation to the enhancement of the current Occupational Health service provided by the Council. 

 

The new draft policy would have greater emphasis on “case intervention” regarding the management of ill health.  As regards to the existing policy, this had resulted in a reduction in short term sickness absence, however the Head of Human Resources acknowledged that long-term sickness absence had risen to 73%.  There were a number of medical initiatives now in place to assist employees to return to work as soon as practicable.  Other areas of the draft new policy were also referred to, particularly the involvement of the Corporate Management Team in relation to the setting and challenging of both short-term / long-term targets.

 

In addition to the above reference was also made to the following matters:

 

·                    slippage in respect of the current action plan;

·                    current arrangements for the reporting of sickness absence and the management of sickness absence procedures;

·                    the need to ensure consistency in respect of the application of the new policy by managers;

·                    the Council’s current counselling service and proposals to enhance this service;

·                    the causation of sickness absence;

·                    correlation between level of sick pay and sick absence;

·                    a need to promote a supportive culture in respect of the management of sickness absence.

 

Having regard to the above and related issues it was

 

RECOMMENDED -

 

(1)       T H A T this Committee express its concern that the target completion dates attached to the Sickness Absence Management Action Plan had slipped significantly, particularly given the increase in sickness absence rates when compared to the previous two years.

 

(2)       T H A T the new / revised Sickness Absence Management Policy be submitted to this Scrutiny Committee for consideration.

 

(3)       T H A T the Corporate Management Team be requested to submit a revised Sickness Absence Management Action Plan to the Cabinet and this Scrutiny Committee by March 2008.

 

(4)       T H A T the Cabinet in liaison with the Corporate Management Team treat as a priority the consistently poor and deteriorating levels of sickness absence in the Council.

 

Reasons for recommendations

 

(1)       To make the Cabinet aware of the Scrutiny Committee’s views.

 

(2)       To ensure that this Scrutiny Committee is appropriately consulted.

 

(3&4)  To ensure adequate monitoring arrangements are in place for the management of sickness absence in the Council.

 

 

669     SICKNESS ABSENCE REPORTS FOR ORACLE - APRIL TO SEPTEMBER 2007 (REF) -

 

The Cabinet at its meeting on 28th November, 2007 had considered a report which provided an update on the progress of sickness reports from Oracle which covered the above period.

 

At that time, it had been reported to Cabinet that delays had been encountered in producing information from the Oracle HR system and significant work had been undertaken since its introduction in December 2006 to rectify such issues.

 

The report also referred to reports which detailed employee data which had been circulated to all Heads of Service for their review on 22nd August, 2007.  However, it be noted that some areas had yet to be forthcoming with responses.  As a consequence, the review of data was still ongoing.

 

Cabinet also be notified that as a consequence of recent organisational changes, i.e. Housing and Catering Services moving from Community Services had yet to be reflected in the database.  Cabinet had also at that time been provided with a sickness absence comparison report.  However, based on information in previous Cabinet reports, some high level comparison information was also provided.  The Head of Human Resources indicated that the comparative information excluded school based data which was sourced from a separate EMS system and once factored in, could have a positive effect by reducing the overall headline figure from the reported 10.2 average lost days/shifts per FTE to 6.3.

 

The Chairman in acknowledging this matter had also been discussed as part of the previous agenda item, expressed disappointment at the published figures.  He reiterated his previous comments with regard to the need for a new policy to be implemented as soon as possible which had been made when considering the previous item on the agenda.

 

RECOMMENDED - T H A T the contents of the report be noted with concern.

 

 

670     QUARTERLY PERFORMANCE MONITORING: 2ND QUARTER - 1ST JULY - 30TH SEPTEMBER, 2007 - CONTACT CENTRE (CX) -

 

Consideration was given to the information relating to the Action Plan monitoring and performance indicators contained in the above report in respect of the Contact Centre for the above period.

 

Given the absence of an officer to be questioned on the content of the report, the Committee expressed concern and also referred to the fact that Performance Indicator L468, L472 and L476 indicated that there was no information available.

 

Having regard to no officer being available to provide an explanation, it was

 

RECOMMENDED - T H A T the Chief Executive be requested to submit a further report to this Scrutiny Committee to its January 2008 meeting, providing an explanation with regard to Indicators L468, L472 and L476 addressing why no information was available in relation to Performance Indicator L468 and L476, an explanation as to why there was poor performance in respect of Indicator L472 and to what mitigation arrangements were in place to address these matters.

 

Reason for recommendation

 

To allow further scrutiny of performance in respect of the Customer Contact Centre.

 

671     QUARTERLY PERFORMANCE MONITORING: 2ND QUARTER - 1ST JULY - 30TH SEPTEMBER, 2007 - ICT (DFICTP) -

 

Consideration was given to the information relating to the Action Plan  monitoring and performance indicators contained in the Quarterly Performance Monitoring report in respect of ICT for the above period.

 

The Head of Service referred to progress in relation to Performance Indicators L549, L550 and L551.  He also clarified the costs associated with Indicator L382, which related to the cost of a standard PC and associated software.  The unit cost of a workstation had reduced as a consequence of the new contract recently entered into as part of the Value Wales Framework.  It was further noted that the ICT Strategy and Steering Group were investigating the feasibility of introducing a Corporate Refresh Policy, which would lead to a renewals programme for work stations every three or four years.

 

Discussion ensued regarding Performance indicator L554 particularly, the number of duplex printers that Elected Members were provided at home.  It was noted that in the main, Councillors currently utilised “ink jet” type printers.  The Head of ICT and Strategy also alluded to a Corporate Print Queue initiative that could be introduced during 2008 as part of a new printing strategy.  A joint procurement initiative was currently being investigated with officers at Caerphilly and Bridgend County Borough Councils with the view to deriving efficiency savings. The Committee were also informed that the Council’s wireless network had been upgraded at the Civic Offices and this was due to be “rolled out” at other Council establishments.

 

RECOMMENDED - T H A T the Quarter Performance Monitoring report for the period 1st July - 30th September, 2007 in respect of ICT be noted.

 

 

672     QUARTERLY PERFORMANCE MONITORING: 2ND QUARTER - 1ST JULY - 30TH SEPTEMBER, 2007 - HUMAN RESOURCES (DLD) -

 

Consideration was given to the information relating to the Action Plan monitoring and performance indicators contained in the Quarterly Performance Monitoring report in respect of Human Resources for the above period.

 

The Head of Service indicated that with regard to Indicator CHR1 that he was confident that this would not be exceeded by the year-end.  In addition, he also indicated that there were a number of existing Performance Indicators that needed to be revised for the next Service Plan to provide more relevant / accurate information for Members.

 

RECOMMENDED - T H A T the Quarterly Performance Monitoring report for the period 1st July - 30th September, 2007 in respect of Human Resources, be noted.

 

 

673     QUARTERLY PERFORMANCE MONITORING: 2ND QUARTER - 1ST JULY - 30TH SEPTEMBER, 2007 - LEGAL SERVICES (DLPPHS) -

 

Consideration was given to the information relating to the Action Plan monitoring and performance indicators contained in the Quarterly Performance Monitoring report in respect of Legal Services for the above period.

 

The Head of Service indicated that with regard to Indicator L445 that this had slipped by 0.5% and with regard to Indicator L664 that the related target would be achieved by the year-end.

 

RECOMMENDED - T H A T the Quarterly Performance Monitoring report for the period 1st July - 30th September, 2007 in respect of Legal Services be noted.

 

 

674     QUARTERLY PERFORMANCE MONITORING: 2ND QUARTER - 1ST JULY - 30TH SEPTEMBER, 2007 - DEMOCRATIC SERVICES (DLPPHS) -

 

Consideration was given to the information relating to the Action Plan monitoring and performance indicators contained in the above monitoring report for the period 1st July - 30th September 2007.

 

The Operational Manager referred to the credibility of information captured in relation to performance indicators L520 (b), L525 and L527 given the degree of control that could be exerted by officers to meet the indicated targets. The continued inclusion of such indicators would be reviewed as part of the process of preparing a new service plan for 2008/09. Robust decision tracking procedures had been implemented with a view to addressing data capture issues.

 

Officers within the Scrutiny and Committee Services section had developed a checklist criterion with the view to improving public participation in respect of the development of future scrutiny work programmes with regard to indicator L522. In conjunction with this, an article had been included in the recent publication of Vale Waves encouraging public participation through the submitting of possible work programme items for consideration.

 

With regard to indicator L673 it was anticipated to be on target by the end of the fourth quarter.

 

RECOMMENDED - T H A T the Quarterly Performance Monitoring report for the period 1st July - 30th September, 2007 in respect of Democratic Services be noted.