Basingstoke & Dean Borough Council
Councillors:
54
Wards:
18
Committees:
22
Meetings (2025):
67
Meetings (2024):
72
Meeting
Human Resources Committee - Basingstoke & Dean
Meeting Times
Scheduled Time
Start:
Monday, 7th October 2024
6:30 PM
Monday, 7th October 2024
6:30 PM
End:
Monday, 7th October 2024
9:30 PM
Monday, 7th October 2024
9:30 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
07 Oct 2024
07 Oct 2024
Location:
Committee Rooms 1 & 2 - Deanes
Committee Rooms 1 & 2 - Deanes
Webcast:
Available
Available
Meeting Attendees
Committee Member
Reserve
Leader of the Conservative Group
Committee Member
Deputy Leader of the Labour Group and Chair of the Environment and Infrastructure Committee
Guest
Leader
Chair
Chair of the Human Resources Committee
Council Staff
Head of Human Resources and Organisational Development
Sarah Cragg
Expected
Committee Member
Vice-Chair of Human Resources Committee
Reserve
Chair of the Audit and Accounts Committee
Agenda
1
Apologies for absence and substitutions
Minutes
Councillor Durrant sent his apologies.
Councillor Kotecha sent his apologies.
Councillor Kotecha sent his apologies.
2
Declarations of interest
Minutes
There were no declarations of interest.
3
Appointment of Vice-Chair
To appoint a Vice-Chair to the Human Resources Committee for the 2024/25 municipal year.
Minutes
Councillor Jenkin was appointed Vice-Chair but resigned during the meeting.
Councillor Durrant was appointed Vice-Chair for the 2024/25 municipal year.
Councillor Durrant was appointed Vice-Chair for the 2024/25 municipal year.
4
Urgent matters
To consider any items of business, other than those shown on this agenda and which, by reason of special circumstances to be stated at the meeting, in the opinion of the Chairman, should be considered at the meeting as a matter of urgency.
Minutes
There were no urgent items.
5
Minutes of the meeting held on the 26th February 2024
The Chair will move that the minutes of the meeting be signed as a correct record. The only part of the minutes that can be discussed is their accuracy.
Attachments:
- Document Minutes of the meeting held on the 26th February 2024 26 Sep 2024
Minutes
The Chair confirmed that the minutes of the meeting held on the 26th February 2024 were confirmed by the Committee as a correct record.
6
Appointment to the Joint Consultative Committee
The Human Resources Committee to appoint three councillors to attend the JCC, plus the Chairman and the Portfolio Holder will also attend.
Minutes
The Committee appointed Councillor Johnstone with the Chairman and the Portfolio Holder to the Joint Consultative Committee (JCC) for the municipal year 24/25.
Councillor Court and Councillor Jenkin asked for the details of the JCC be sent to them for their consideration and they would confirm whether they would like to be a member.
Councillor Court and Councillor Jenkin asked for the details of the JCC be sent to them for their consideration and they would confirm whether they would like to be a member.
7
Annual Review of Health and Safety for 2023/2024
This report provides an annual review of occupational safety and health for 2023/2024 and indicates the key proposed areas of focus for the annual health and safety action plan for 2024/2025.
Contact Officer: Sarah Cragg
Contact Officer: Sarah Cragg
Attachments:
- Document Annual Review of Health and Safety for 2023-2024 26 Sep 2024
Minutes
The Corporate Health and Safety Advisor introduced the report which provided an annual review of occupational safety and health for 2023/2024 and indicated the key proposed areas of focus for the annual health and safety action plan for 2024/2025.
The focus of the health and safety activity within the council was to maintain the positive safety and incident reporting culture across the organisation and to support managers to appropriately manage risk throughout the diverse range of work activities that staff perform.
The committee debated the report and it was highlighted that the majority of incidents related to the Parks and Streetscene Service (Operations Team) who reported 54 of the total of 76 incidents. It was queried which areas within the 2024/ 2025 action plan focused on the Operations Team.
The Officers advised that the team were provided with various training courses which included industry trainers and that the machinery used was of a high standard and operated correctly. To limit the risk further the use of technology was also considered such as remote-control mowers.
In addition, a Health and Safety Committee had been established that focused just on the Operations Team. They reviewed and discussed all accidents and incidents that occurred and what action had been taken afterwards.
The recent protection screens in reception were discussed and it was advised that although there was a security presence in reception throughout the day, there were still verbal and physical contact towards staff. It was therefore decided that an additional measure be put in place for their safety.
RESOLVED: That the committee notes the report.
The focus of the health and safety activity within the council was to maintain the positive safety and incident reporting culture across the organisation and to support managers to appropriately manage risk throughout the diverse range of work activities that staff perform.
The committee debated the report and it was highlighted that the majority of incidents related to the Parks and Streetscene Service (Operations Team) who reported 54 of the total of 76 incidents. It was queried which areas within the 2024/ 2025 action plan focused on the Operations Team.
The Officers advised that the team were provided with various training courses which included industry trainers and that the machinery used was of a high standard and operated correctly. To limit the risk further the use of technology was also considered such as remote-control mowers.
In addition, a Health and Safety Committee had been established that focused just on the Operations Team. They reviewed and discussed all accidents and incidents that occurred and what action had been taken afterwards.
The recent protection screens in reception were discussed and it was advised that although there was a security presence in reception throughout the day, there were still verbal and physical contact towards staff. It was therefore decided that an additional measure be put in place for their safety.
RESOLVED: That the committee notes the report.
8
Pay and Benefits Review Update
This report provides an update on the progress of the council’s pay and benefits review since the previous HR Committee on 26 February 2024 when the progress of the review was discussed.
Contact Officer: Sarah Cragg
Contact Officer: Sarah Cragg
Attachments:
- Document Pay and Benefits Review 26 Sep 2024
Minutes
The Human Resources Manager introduced the report which provided an update with regards to the implementation of phase two of the council’s pay and benefits review.
She confirmed that work was now progressing on phase two of the review under each of the component areas.
The outcome of phase two of the pay and benefits review would necessitate changes to the Pay Policy Statement.
Members requested that future reports include a link to the original plan for the review under the background papers within the report.
RESOLVED: That the Committee notes the report on the progress of phase two of the pay and benefits review.
She confirmed that work was now progressing on phase two of the review under each of the component areas.
The outcome of phase two of the pay and benefits review would necessitate changes to the Pay Policy Statement.
Members requested that future reports include a link to the original plan for the review under the background papers within the report.
RESOLVED: That the Committee notes the report on the progress of phase two of the pay and benefits review.
9
HR Operations and Workforce Information Update
This report sets out key people indicators and management information to the end of 2023/2024 as well as Q1 (Apr – Jun 2024) and makes comparisons with previous years’ performance where applicable.
Contact Officer: Sarah Cragg
Contact Officer: Sarah Cragg
Attachments:
- Document HR Operations and Workforce Information Update 26 Sep 2024
Minutes
The Head of Human Resources and Organisational Development introduced the report which set out key people indicators and management information to the end of 2023/2024 as well as Q1 (Apr – Jun 2024) and made comparisons with previous years’ performance where applicable. She advised the headcount and full time equivalent had increased slightly during the first quarter of 2024/2025 (Apr - Jun)
There had been some slight changes within a number of the workforce age profile categories. However overall, the profile had remained broadly similar with the highest proportions of our workforce within the 35-44, 45-54 and 55-64 age ranges.
The number of staff that had left the organisation in the first quarter of 2024/2025 (1.61%) had reduced by 2.3% compared to the same period last year Q1 Apr – Jun 2023/2024 (3.9%). The voluntary resignation rate also decreased by 1.3% compared to the same period in 2023/2024. Of the 65 leavers in 2023/2024, 30 completed an exit questionnaire.
The average days lost in 2023/2024 was 7.03 which was above the target of 6.5, however this had reduced by 0.78 from 2022/2023 and was a reduction of 1.63 from 2021/2022. The top two reasons cited for sickness absence during the first quarter of 2024/2025 were: Musculoskeletal Problems and Anxiety / Stress / Depression.
The Council promoted a variety of health based initiatives which was organised by the Wellbeing Group. This was made up of staff from across the Council and chaired by the HR team. The purpose of the Wellbeing Group was to assist in the delivery of the Council’s Wellbeing Strategy by promoting a safe and healthy work environment.
The council remained committed to improving skills and providing training, education, and work-based experience through apprenticeships. There were 10 apprentices in post.
RESOLVED: That the Committee notes the report.
There had been some slight changes within a number of the workforce age profile categories. However overall, the profile had remained broadly similar with the highest proportions of our workforce within the 35-44, 45-54 and 55-64 age ranges.
The number of staff that had left the organisation in the first quarter of 2024/2025 (1.61%) had reduced by 2.3% compared to the same period last year Q1 Apr – Jun 2023/2024 (3.9%). The voluntary resignation rate also decreased by 1.3% compared to the same period in 2023/2024. Of the 65 leavers in 2023/2024, 30 completed an exit questionnaire.
The average days lost in 2023/2024 was 7.03 which was above the target of 6.5, however this had reduced by 0.78 from 2022/2023 and was a reduction of 1.63 from 2021/2022. The top two reasons cited for sickness absence during the first quarter of 2024/2025 were: Musculoskeletal Problems and Anxiety / Stress / Depression.
The Council promoted a variety of health based initiatives which was organised by the Wellbeing Group. This was made up of staff from across the Council and chaired by the HR team. The purpose of the Wellbeing Group was to assist in the delivery of the Council’s Wellbeing Strategy by promoting a safe and healthy work environment.
The council remained committed to improving skills and providing training, education, and work-based experience through apprenticeships. There were 10 apprentices in post.
RESOLVED: That the Committee notes the report.
10
Employment Termination Costs 2023/2024
This annual statement provides information to the committee about the cost of redundancies, early retirements and settlement agreements (previously known as compromise agreements) that have been paid during the last complete financial year.
Contact Officer: Sarah Cragg
Contact Officer: Sarah Cragg
Attachments:
- Document Termination Costs Report 26 Sep 2024
Minutes
The Head of Human Resources and Organisational Development introduced the report which provided information to the committee about the cost of redundancies, early retirements and settlement agreements (previously known as compromise agreements) that had been paid during the last complete financial year.
The council paid termination costs totalling £101,537.71 in 2023/2024. This compared with a total of £278,804.13 in 2022/2023.
The total of £101,537.71 was comprised of £32,489.31 in redundancy costs, £26,914.50 related to PILON payments, £0 related to early retirement costs and £42,133.90 related to termination payments.
RESOLVED: That the Committeenotes the report.
The council paid termination costs totalling £101,537.71 in 2023/2024. This compared with a total of £278,804.13 in 2022/2023.
The total of £101,537.71 was comprised of £32,489.31 in redundancy costs, £26,914.50 related to PILON payments, £0 related to early retirement costs and £42,133.90 related to termination payments.
RESOLVED: That the Committeenotes the report.
11
Updated Human Resources Policies
The purpose of the report is to review and approve the updatedCapability Policy, Whistleblowing Policy, Redundancy Handling Policy
Contact Officer: Sarah Cragg
Contact Officer: Sarah Cragg
Attachments:
- Document Updated Human Resources Policies 26 Sep 2024
- Document Capability Policy and Procedure- 2024 Amendments 26 Sep 2024
- Document Whistleblowing Policy and Procedure - 2024 Amendments 26 Sep 2024
- Document Redundancy Handling Policy - 2024 Amendments 26 Sep 2024
Minutes
The Human Resources Manager introduced the report and advised that constitutionally, the HR Committee was responsible for the approval of a set of policies that had a significant impact on staff and/or on costs to the council.
The Capability Policy, the Whistleblowing Policy and the Redundancy Handling Policy were scheduled for review and minor revisions had been made to these policies which were outlined within the report.
The Committee discussed the policies and made the following comments which included:-
· Queried 5.5.10 of the Redundancy Handling Policy 5.5.10 and the reason as to why there was no shared parental leave consideration if the pregnancy was lost after 24 weeks. It was advised that the policy reflected the legislation on the specifics but the council would look at individual cases and retain staff wherever possible.
· The comparisons chart within the report was very useful and clearly showed the changes in the relevant policy.
RESOLVED: that the Committeeapprove the following updated policies:
· Capability Policy
· Whistleblowing Policy
· Redundancy Handling Policy
The Capability Policy, the Whistleblowing Policy and the Redundancy Handling Policy were scheduled for review and minor revisions had been made to these policies which were outlined within the report.
The Committee discussed the policies and made the following comments which included:-
· Queried 5.5.10 of the Redundancy Handling Policy 5.5.10 and the reason as to why there was no shared parental leave consideration if the pregnancy was lost after 24 weeks. It was advised that the policy reflected the legislation on the specifics but the council would look at individual cases and retain staff wherever possible.
· The comparisons chart within the report was very useful and clearly showed the changes in the relevant policy.
RESOLVED: that the Committeeapprove the following updated policies:
· Capability Policy
· Whistleblowing Policy
· Redundancy Handling Policy
12
Review of the Work Programme
The committee is asked to note and review its Work Programme.
Attachments:
- Document Work Programme 26 Sep 2024
Minutes
The Head of Human Resources (HR) Communications and Organisational Development confirmed the work programme which the Committee noted.
13
Exclusion of press and public
To consider whether, in view of the nature of the remaining items on the agenda, any of them are likely to involve the disclosure of exempt or confidential information within the terms of [] Schedule 12A of the Local Government Act 1972
14
Confidential/exempt items for information
Previous Meetings
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