Hart Borough Council
Councillors:
33
Wards:
11
Committees:
14
Meetings (2025):
60
Meetings (2024):
60
Meeting
Staffing and Appeals Committee - Hart
Meeting Times
Scheduled Time
Start:
Thursday, 27th February 2025
7:00 PM
Thursday, 27th February 2025
7:00 PM
End:
Thursday, 27th February 2025
11:00 PM
Thursday, 27th February 2025
11:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
27 Feb 2025
27 Feb 2025
Location:
Council Chamber
Council Chamber
Meeting Attendees
Committee Member
Deputy Leader and Portfolio Holder - Finance
Officer
Chief Executive
Daryl Phillips
In attendance
Officer
People & OD Manager
Brijesh Mehta
In attendance
Officer
Committee and Member Services Manager
Sharon Black
Democratic Services
In attendance
Committee Member
Portfolio Holder - Community Services
Officer
Executive Director - Place
Mark Jaggard
In attendance
Officer
Digital, Customer & Change Manager
Steven Bennett
In attendance
Agenda
1
Minutes of Previous Meeting
The Minutes of the meeting held on 24 September 2024 are attached to be confirmed and signed as a correct record.
Attachments:
- Document Minutes of Previous Meeting 19 Feb 2025
Minutes
The Minutes of the meeting held on 24 September 2024, were agreed as a correct record and duly signed by the Chair.
Proposed by: Cllr Farmer; Seconded by: Cllr Radley; Unanimously agreed
Proposed by: Cllr Farmer; Seconded by: Cllr Radley; Unanimously agreed
2
Apologies for Absence
To receive any apologies for absence from Members*.
*Note: Members are asked to email Committee Services in advance of the meeting as soon as they become aware they will be absent.
*Note: Members are asked to email Committee Services in advance of the meeting as soon as they become aware they will be absent.
Minutes
There were no apologies for absence.
Apologies for lateness were received from Cllrs Bailey, Neighbour and Thomas.
Apologies for lateness were received from Cllrs Bailey, Neighbour and Thomas.
3
Declarations of Interest
To declare disclosable pecuniary, and any other interests*.
*Note: Members are asked to email Committee Services in advance of the meeting as soon as they become aware they may have an interest to declare.
*Note: Members are asked to email Committee Services in advance of the meeting as soon as they become aware they may have an interest to declare.
Minutes
The Chief Executive declared an interest in Agenda Item 12 and would therefore leave the meeting after answering any questions that members of the Committee may have.
4
Chairman's Announcements
Minutes
The Chair had no announcements.
5
Pay Policy 2025/26
To recommend to Council the adoption of the Pay Policy for 2025/26
Attachments:
- Document Staffing Committee Report - Feb 25 draft 19 Feb 2025
- Document Pay Policy Statement 19 Feb 2025
Minutes
The Council must consider and approve a pay policy statement for the financial year. This report seeks approval from Staffing Committee for a statement covering 2025/26 to be recommended to Council.
Members heard the only changes this year were to update the salary figures and dates. A minor typographical error would be amended before publication.
There were no questions.
Proposed by: Cllr Farmer; Seconded by: Cllr Smith; Unanimously agreed
Decision
The Pay Policy 2025/2026 was recommended to Council for approval
Members heard the only changes this year were to update the salary figures and dates. A minor typographical error would be amended before publication.
There were no questions.
Proposed by: Cllr Farmer; Seconded by: Cllr Smith; Unanimously agreed
Decision
The Pay Policy 2025/2026 was recommended to Council for approval
6
Grievance Policy
To adopt the redrafted Staff Grievance Policy
Attachments:
- Document 25 02 17 Draft Grievance Policy and Procedure (February 2025) 19 Feb 2025
- Document Draft Grievance Policy Feb 25 v2 19 Feb 2025
Minutes
Cllrs Neighbour, Bailey and Thomas arrived during this item, but as they had not been in attendance for the whole discussion, did not participate in the vote.
Members heard:
· The Policy had originally been presented to the September 2024 meeting
· It had been rewritten after that meeting
· It was a balanced policy that supported the right to pursue a complaint but gave a smoother and clearer process for dealing with complaints
Members discussed:
· That in section 11 it was not clear what would happen if the grievance was against the person who would usually hear grievances. It was agreed that such circumstances would be dealt with on a case by case basis, with the option available in appropriate circumstances to seek external support.
· That the formal process timeframe did not make it clear that there could be a sequence of events preceding the grievance and that this may on occasion, when assessed on a case by case basis, qualify as “exceptional circumstances” meaning that it would be exempt from being bound by the 3 month reporting deadline from the (first) event.
(Cllr Neighbour arrived at 7.09pm)
It was agreed that the People & OD Manager and Chair of the Committee would make small amendments to the Policy to cover the above situations.
(Cllr Bailey arrived at 7:10pm)
Proposed by: Cllr Radley; Seconded by: Cllr Smith; Unanimously agreed by those who were in the room for the debate.
(Cllr Thomas arrived at 7:12pm)
Decision
The updated Staff Grievance Policy was adopted
Members heard:
· The Policy had originally been presented to the September 2024 meeting
· It had been rewritten after that meeting
· It was a balanced policy that supported the right to pursue a complaint but gave a smoother and clearer process for dealing with complaints
Members discussed:
· That in section 11 it was not clear what would happen if the grievance was against the person who would usually hear grievances. It was agreed that such circumstances would be dealt with on a case by case basis, with the option available in appropriate circumstances to seek external support.
· That the formal process timeframe did not make it clear that there could be a sequence of events preceding the grievance and that this may on occasion, when assessed on a case by case basis, qualify as “exceptional circumstances” meaning that it would be exempt from being bound by the 3 month reporting deadline from the (first) event.
(Cllr Neighbour arrived at 7.09pm)
It was agreed that the People & OD Manager and Chair of the Committee would make small amendments to the Policy to cover the above situations.
(Cllr Bailey arrived at 7:10pm)
Proposed by: Cllr Radley; Seconded by: Cllr Smith; Unanimously agreed by those who were in the room for the debate.
(Cllr Thomas arrived at 7:12pm)
Decision
The updated Staff Grievance Policy was adopted
7
Chief Executive's Annual Objectives 2025/26
To consider the performance objectives for the Chief Executive for the coming year, 2025/26. The objectives are used as a basis of the evaluation of the Chief Executive’s performance
Attachments:
- Document 25 02 27 Chief Executive's Objectives Paper 19 Feb 2025
- Document 23 04 04 Chief Executive Performance and Objectives 2025-2026 Appendix 1 19 Feb 2025
- Document Appendix 2 2024-25 Chief Executive Performance and Objectives with Outcomes 19 Feb 2025
Minutes
To consider the performance objectives for the Chief Executive for the coming year, 2025/26. The objectives were used as a basis of evaluation of the Chief Executive’s performance.
Members heard:
· The objectives for 2024/25 had been reviewed by the Group Leaders
· The proposed objectives for 2025/26 had been developed in consultation with the Chief Executive and Group Leaders
· The 2025/26 objectives reflected the challenges being faced by the Council
A vote was taken to defer further discussion so that it could be considered alongside the later agenda item, Item 12: Alterations to Working Pattern.
Proposed by: Cllr Radley; Seconded by: Cllr Crampton; Unanimously agreed
Following a further full discussion alongside Item 12: Alterations to Working Pattern, a vote was taken on the proposed objectives, unamended:
Proposed by: Cllr Neighbour; Seconded by: Cllr Crampton; Unanimously agreed
Decision
The 2025/26 objectives for the Chief Executive were confirmed.
Members heard:
· The objectives for 2024/25 had been reviewed by the Group Leaders
· The proposed objectives for 2025/26 had been developed in consultation with the Chief Executive and Group Leaders
· The 2025/26 objectives reflected the challenges being faced by the Council
A vote was taken to defer further discussion so that it could be considered alongside the later agenda item, Item 12: Alterations to Working Pattern.
Proposed by: Cllr Radley; Seconded by: Cllr Crampton; Unanimously agreed
Following a further full discussion alongside Item 12: Alterations to Working Pattern, a vote was taken on the proposed objectives, unamended:
Proposed by: Cllr Neighbour; Seconded by: Cllr Crampton; Unanimously agreed
Decision
The 2025/26 objectives for the Chief Executive were confirmed.
8
Exclusion of the Public
Members to consider and agree that, in accordance with Section 100A(4) of the Local Government Act 1972, the public be excluded during the discussion of the matters referred to, on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1, 2 and 3 of Part 1 of Schedule 12A of the Act, and the public interest in maintaining the exemption outweighs the public interest in disclosing the information.
Minutes
The Committee agreed that, in accordance with Section 100A(4) of the Local Government Act 1972, the public be excluded during the discussion of the matters referred to, on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1, 2 and 3 of Part 1 of Schedule 12A of the Act, and the public interest in maintaining the exemption outweighed the public interest in disclosing the information
9
Update on the Senior Management Structure 2022 Review
To provide an update to the Staffing Committee.
Attachments:
- Document Place Update for Staffing Committee Feb 2025 19 Feb 2025
Minutes
Members heard about the actions taken to address the issues around capacity, and that the situation had now stabilised.
A final update on progress on implementation would be brought to the September meeting of the Committee.
Decision
Staffing Committee noted the actions that have been taken and agreed that a final closure report outlining the practical impact of the changes implemented be brought to September's Staffing Committee.?
A final update on progress on implementation would be brought to the September meeting of the Committee.
Decision
Staffing Committee noted the actions that have been taken and agreed that a final closure report outlining the practical impact of the changes implemented be brought to September's Staffing Committee.?
10
Staff Survey 2024
To receive a presentation from the Change and Digital Manager updating the Committee with the outcome of the Staff Survey held in November 2024.
Attachments:
- Document Staffing committee Feb 25 19 Feb 2025
Minutes
Members received a presentation on the results of the 2024 Staff Survey.
Members noted that the survey had been conducted in October/November 2024 and there had been an 86% return rate which was considered excellent.
Members discussed:
Whether all questions had been the same as the previous year
The results of the core questions broken down by service area
The relative sizes of the three service areas
What was meant by some of the organisational themes highlighted
That the service area averages were across a 5 year span
Concerns around some of the results and the issues highlighted by members of staff
How staff would be supported, particularly through the forthcoming Devolution and Local Government Reorganisation process
The mean scores from the questions would be circulated to the Committee for information.
A request was made for a regular monitoring report to be produced for future Committee meetings. This report should indicate when notices of resignation were handed in, the time taken to request the advertisement of vacant posts, and the timeliness of filling these vacancies. Additionally, the report should include information on any roles that are readvertised to provide a comprehensive overview.
The results of the 2024 Staff Survey were noted and it was also noted that a Place service specific action plan would be prepared. Feedback on this action plan would be reported to September's meeting.
Members noted that the survey had been conducted in October/November 2024 and there had been an 86% return rate which was considered excellent.
Members discussed:
Whether all questions had been the same as the previous year
The results of the core questions broken down by service area
The relative sizes of the three service areas
What was meant by some of the organisational themes highlighted
That the service area averages were across a 5 year span
Concerns around some of the results and the issues highlighted by members of staff
How staff would be supported, particularly through the forthcoming Devolution and Local Government Reorganisation process
The mean scores from the questions would be circulated to the Committee for information.
A request was made for a regular monitoring report to be produced for future Committee meetings. This report should indicate when notices of resignation were handed in, the time taken to request the advertisement of vacant posts, and the timeliness of filling these vacancies. Additionally, the report should include information on any roles that are readvertised to provide a comprehensive overview.
The results of the 2024 Staff Survey were noted and it was also noted that a Place service specific action plan would be prepared. Feedback on this action plan would be reported to September's meeting.
11
Exit Interview and Recruitment Information
To note the following staffing statistical information:
i. Exit Interviews
ii. Recruitment Information for the period April 2024 to February 2025
i. Exit Interviews
ii. Recruitment Information for the period April 2024 to February 2025
Attachments:
- Document Exit Interview data July 2024 to December 2024 (1) 19 Feb 2025
- Document Recruitment April 2024 to Feb 2025 19 Feb 2025
Minutes
Members noted that some of the themes from the Staff Survey were reflected in the exit interview data from April 2024-February 2025, but that it should be remembered that any feedback was anecdotal depending on the person giving it.
The Exit interview and recruitment information was noted albeit Members were disappointed to note the comments received about delays in filling vacant posts and the subsequent effect on workloads.
The Exit interview and recruitment information was noted albeit Members were disappointed to note the comments received about delays in filling vacant posts and the subsequent effect on workloads.
12
Alterations to Working Pattern
Staffing Committee to consider a request to amend working pattern
Attachments:
- Document Alterations to Working Pattern V1 19 Feb 2025
Minutes
Discussion on the Chief Executive’s objectives was also rolled into this item.
The Leader of the Council submitted a report for the Committee to consider an application for flexible retirement from the Chief Executive.
The report reminded the Committee of the eligibility criteria under the Local Government Pension Scheme and detailed the Council’s Early Retirement Policy.
The Chief Executive answered questions from the Committee and then left the meeting.
After a long and thorough discussion, the Committee supported the flexible retirement request.
Proposed by: Cllr Neighbour; Seconded by: Cllr Crampton; Unanimously agreed.
Decision
Staffing Committee approved the Chief Executive's flexible retirement request effective from 1 April 2025.
The Leader of the Council submitted a report for the Committee to consider an application for flexible retirement from the Chief Executive.
The report reminded the Committee of the eligibility criteria under the Local Government Pension Scheme and detailed the Council’s Early Retirement Policy.
The Chief Executive answered questions from the Committee and then left the meeting.
After a long and thorough discussion, the Committee supported the flexible retirement request.
Proposed by: Cllr Neighbour; Seconded by: Cllr Crampton; Unanimously agreed.
Decision
Staffing Committee approved the Chief Executive's flexible retirement request effective from 1 April 2025.
Previous Meetings
Join the Discussion
You need to be signed in to comment.
Sign in