New Forest Borough Council
Councillors:
48
Wards:
27
Committees:
15
Meetings (2025):
72
Meetings (2024):
78
Meeting
HR Committee - New Forest
Meeting Times
Scheduled Time
Start:
Thursday, 8th June 2023
10:15 AM
Thursday, 8th June 2023
10:15 AM
End:
Thursday, 8th June 2023
2:15 PM
Thursday, 8th June 2023
2:15 PM
Actual Time
Started:
Thursday, 8th June 2023
12:00 AM
Thursday, 8th June 2023
12:00 AM
Finished:
Thursday, 8th June 2023
12:00 AM
Thursday, 8th June 2023
12:00 AM
Meeting Status
Status:
Confirmed
Confirmed
Date:
08 Jun 2023
08 Jun 2023
Location:
Council Chamber - Appletree Court, Beaulieu Road, Lyndhurst, SO43 7PA
Council Chamber - Appletree Court, Beaulieu Road, Lyndhurst, SO43 7PA
Meeting Attendees
Officer
Service Manager - Human Resources
Heleana Aylett
In attendance
Officer
Zoe Ormerod
In attendance
Officer
Democratic Services Officer
Andy Rogers
In attendance
Officer
Corporate Health and Safety Manager
Spencer Scott
In attendance
Officer
Sophie Taylor
In attendance
Officer
Strategic Director of Corporate Resources & Transformation, Section 151 Officer
Alan Bethune
In attendance
Agenda
1
Minutes
To confirm the minutes of the meetings held on 16 March and 22 May 2023 as correct records.
Minutes
The minutes of the meetings held on 16 March and 22 May were confirmed by the Chairman as correct record.
2
Declarations of Interest
To note any declarations of interest made by members in connection with an agenda item. The nature of the interest must also be specified.
Members are asked to discuss any possible interests with Democratic Services prior to the meeting.
Members are asked to discuss any possible interests with Democratic Services prior to the meeting.
Minutes
There were no Declarations of Interest.
3
Public Participation
To receive any public participation in accordance with the Council’s public participation scheme.
Minutes
There were no issues raised in the public participation period.
4
HR Update
To receive an update on HR matters since the last HR Committee meeting.
Attachments:
- Document 4 - HR Ctte Update June 23 12 May 2023
- Document 4 - Apx HR Cttee Update photos 12 May 2023
Minutes
The Committee received the HR Update report.
Topics covered included:
· Learning Management System
· Get Inspired – Southampton and New Forest
· Staff Army Training Day
· Local Government Apprentice of the Year
· Mental Health Awareness Week
· Wellbeing Walks
· Leadership Development Programme
In response to a question, it was explained that the aim was to produce a consistent, rolling Leadership Development Programme for senior managers, tailored to local circumstances. Mentoring would be part of the Programme. It was noted that a further Staff Army Training Day was planned for August.
In respect of Mental Health Awareness Week, it was explained that there were 25 staff who were Wellbeing Champions and all employees had access to the available resources and initiatives. Members supported the measures outlined in the report acknowledging the current prevalence of mental health concerns nationally.
RESOLVED:
That the report be noted.
Topics covered included:
· Learning Management System
· Get Inspired – Southampton and New Forest
· Staff Army Training Day
· Local Government Apprentice of the Year
· Mental Health Awareness Week
· Wellbeing Walks
· Leadership Development Programme
In response to a question, it was explained that the aim was to produce a consistent, rolling Leadership Development Programme for senior managers, tailored to local circumstances. Mentoring would be part of the Programme. It was noted that a further Staff Army Training Day was planned for August.
In respect of Mental Health Awareness Week, it was explained that there were 25 staff who were Wellbeing Champions and all employees had access to the available resources and initiatives. Members supported the measures outlined in the report acknowledging the current prevalence of mental health concerns nationally.
RESOLVED:
That the report be noted.
5
Recruitment Update - April 2023
To receive an update on recruitment for the year ended 31st March 2023, including progress made with recruitment tools and plans to improve branding.
Attachments:
- Document 5 - Recruitment Update May 23 - Copy 12 May 2023
Minutes
The Committee received the Recruitment Update for April 2023.
The report gave details of historical vacancy information, steps to improve recruitment campaigns, and staff resources.
It was confirmed that as well as LinkedIn, recruitment sites such as Total Jobs, and Indeed were used, as well as Facebook.
Members were especially pleased to note the 3-month work experience placement scheme in collaboration with Travis Perkins. NFDC was one of only two authorities leading the way on this initiative, with a similar arrangement running in Swindon which had proven very successful.
RESOLVED:
That the report be noted and the Committee support the proactive steps outlined in the report to improve recruitment campaigns.
The report gave details of historical vacancy information, steps to improve recruitment campaigns, and staff resources.
It was confirmed that as well as LinkedIn, recruitment sites such as Total Jobs, and Indeed were used, as well as Facebook.
Members were especially pleased to note the 3-month work experience placement scheme in collaboration with Travis Perkins. NFDC was one of only two authorities leading the way on this initiative, with a similar arrangement running in Swindon which had proven very successful.
RESOLVED:
That the report be noted and the Committee support the proactive steps outlined in the report to improve recruitment campaigns.
6
Attendance Management 2022/23
To receive attendance management data from 1st April 2022 – 31st March 2023, including trend data where it is applicable as well as Trend data from financial year 2018 onward.
Attachments:
- Document 6 - Attendance Management Apr 23 12 May 2023
Minutes
The Committee received attendance management data from 2022/23, including trend data from 2018 onwards.
The report included sickness absence trend data, as well as data on measures to address attendance issues.
The report also detailed a number of ongoing attendance management actions.
The Council continued to proactively manage attendance which was reflected in the reduced sickness absence over the last financial year.
Whilst it was acknowledged the Council could not arrange Covid jabs for staff, it was noted that the HR Advisory Team would be reviewing the way in which Flu jabs were provided to the workforce.
Members noted the injuries to staff caused by sharp objects left in waste sacks and queried the extent of messaging to residents on this issue. In reply, it was explained that this topic had been covered in press releases, and on Facebook and other platforms, but instances still occurred and one incident was detailed elsewhere on the agenda. It was anticipated that such occurrences would fall off with the introduction of wheelie bins, but in the meantime, staff were reminded to adhere to the prescribed manual handling techniques and provided with suitable protective clothing.
RESOLVED:
That the report be noted.
The report included sickness absence trend data, as well as data on measures to address attendance issues.
The report also detailed a number of ongoing attendance management actions.
The Council continued to proactively manage attendance which was reflected in the reduced sickness absence over the last financial year.
Whilst it was acknowledged the Council could not arrange Covid jabs for staff, it was noted that the HR Advisory Team would be reviewing the way in which Flu jabs were provided to the workforce.
Members noted the injuries to staff caused by sharp objects left in waste sacks and queried the extent of messaging to residents on this issue. In reply, it was explained that this topic had been covered in press releases, and on Facebook and other platforms, but instances still occurred and one incident was detailed elsewhere on the agenda. It was anticipated that such occurrences would fall off with the introduction of wheelie bins, but in the meantime, staff were reminded to adhere to the prescribed manual handling techniques and provided with suitable protective clothing.
RESOLVED:
That the report be noted.
7
Quarterly Health and Safety Report (Q4 2022-2023)
To receive the quarterly health and safety report, including accidents and incidents data, the merged action plan from the safety panels, progress and actions completed by the health and safety team, and projects completed across the Council over the last financial year.
Attachments:
- Document 7 - Health and Safety Report EMT Q4 2022 23 for ESLP 12 May 2023
- Document 7 Apx 1 - NFDC Q4 accident report Jan - March EMT 2023 v2 12 May 2023
- Document 7 Apx 2 - Merged Safety Panels Actions Table Q4 2022 23 v2_ 12 May 2023
Minutes
The Committee received the quarterly health and safety report, including detailed accidents and incidents data, a merged action plan from the safety panels, progress and actions completed by the health and safety team, and projects completed across the Council over the last financial year.
In respect of employee use of display screens, it was confirmed that staff were offered a paid for eye test every two years.
It was suggested that when sharp objects were found in waste sacks, the Council write to residents in that area, reminding them of the dangers and harm to staff, and giving appropriate advice to avoid future occurrences. This would be raised with the waste services management and the appropriate safety panel.
RESOLVED:
(a) That the contents of this quarterly report, the accidents and incidents recorded in Q4, and the merged action plan from the safety panels be noted.
(b) That HR Committee note the progress and actions completed by the health and safety team projects which have been a focus of resources across the Council for this financial year.
In respect of employee use of display screens, it was confirmed that staff were offered a paid for eye test every two years.
It was suggested that when sharp objects were found in waste sacks, the Council write to residents in that area, reminding them of the dangers and harm to staff, and giving appropriate advice to avoid future occurrences. This would be raised with the waste services management and the appropriate safety panel.
RESOLVED:
(a) That the contents of this quarterly report, the accidents and incidents recorded in Q4, and the merged action plan from the safety panels be noted.
(b) That HR Committee note the progress and actions completed by the health and safety team projects which have been a focus of resources across the Council for this financial year.
8
Change to Dismissal Appeal Process
To consider a proposal to change the internal Appeal process in relation to dismissals.
Attachments:
- Document 8 - Change to Appeal process June 23 - Copy 12 May 2023
Minutes
The Committee considered a proposal to change the internal Appeal process in relation to dismissals.
It was proposed that all dismissal appeals up to and including Band 11 employees would be heard by a Strategic Director or above. It was stipulated that the Strategic Director could not be responsible for the service area that the individual was employed within.
For Chief Executive, Strategic Directors and Assistant Directors it was proposed that an appeal panel would remain as it currently was now, with the appeal following the procedures as laid out in the councils standing orders.
It was explained that the Council had sought information on the approaches used in neighbouring authorities through South East Employers. As a result it was also noted that this Council was in the minority when it came to using members for its dismissal appeals.
It was noted in the report that the Council had a number of senior officers that were experienced in HR matters and would be able to provide an impartial view in an appeal situation.
It was also highlighted that the chair of any dismissal appeal may be required to provide evidence in an Employment Tribunal.
The Committee noted that the Employee Side had no issues or concerns with the changes proposed.
One Member spoke against the proposals, and suggested that excluding elected members from the process for staff in Band 11 or under, and instead involving strategic directors from another service to hear the case, would not result in the matter being heard by someone who was truly independent. The Member went on to suggest that the process be amended to require a Strategic Director to be accompanied by one or two Members of the Appeals Committee, to provide a more independent perspective.
Overall, members supported the proposal as set out in the report, and the point was made that it was difficult for elected members to be kept fully abreast of the constant changes in what was often complex employment law.
Furthermore, some members observed that the use of independent or external persons in such a process was not a common arrangement for many employers, especially in the private sector.
RESOLVED:
That HR Committee support the proposal to change the internal Appeal process in relation to dismissals as set out in the report.
Note - Cllr Craze requested that his abstention from the above resolution be recorded.
It was proposed that all dismissal appeals up to and including Band 11 employees would be heard by a Strategic Director or above. It was stipulated that the Strategic Director could not be responsible for the service area that the individual was employed within.
For Chief Executive, Strategic Directors and Assistant Directors it was proposed that an appeal panel would remain as it currently was now, with the appeal following the procedures as laid out in the councils standing orders.
It was explained that the Council had sought information on the approaches used in neighbouring authorities through South East Employers. As a result it was also noted that this Council was in the minority when it came to using members for its dismissal appeals.
It was noted in the report that the Council had a number of senior officers that were experienced in HR matters and would be able to provide an impartial view in an appeal situation.
It was also highlighted that the chair of any dismissal appeal may be required to provide evidence in an Employment Tribunal.
The Committee noted that the Employee Side had no issues or concerns with the changes proposed.
One Member spoke against the proposals, and suggested that excluding elected members from the process for staff in Band 11 or under, and instead involving strategic directors from another service to hear the case, would not result in the matter being heard by someone who was truly independent. The Member went on to suggest that the process be amended to require a Strategic Director to be accompanied by one or two Members of the Appeals Committee, to provide a more independent perspective.
Overall, members supported the proposal as set out in the report, and the point was made that it was difficult for elected members to be kept fully abreast of the constant changes in what was often complex employment law.
Furthermore, some members observed that the use of independent or external persons in such a process was not a common arrangement for many employers, especially in the private sector.
RESOLVED:
That HR Committee support the proposal to change the internal Appeal process in relation to dismissals as set out in the report.
Note - Cllr Craze requested that his abstention from the above resolution be recorded.
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