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, 11th January 2024
10:00 AM
Thursday, 11th January 2024
10:00 AM
End:
Thursday, 11th January 2024
2:00 PM
Thursday, 11th January 2024
2:00 PM
Actual Time
Started:
Thursday, 11th January 2024
12:00 AM
Thursday, 11th January 2024
12:00 AM
Finished:
Thursday, 11th January 2024
12:00 AM
Thursday, 11th January 2024
12:00 AM
Meeting Status
Status:
Confirmed
Confirmed
Date:
11 Jan 2024
11 Jan 2024
Location:
Council Chamber - Appletree Court, Beaulieu Road, Lyndhurst, SO43 7PA
Council Chamber - Appletree Court, Beaulieu Road, Lyndhurst, SO43 7PA
Meeting Attendees
Officer
Chief Executive
Kate Ryan
Apologies
Officer
Strategic Director of Corporate Resources & Transformation, Section 151 Officer
Alan Bethune
In attendance
Officer
Service Manager - Human Resources
Heleana Aylett
In attendance
Officer
James Loring
In attendance
Officer
Sophie Taylor
In attendance
Officer
Karen Wardle
In attendance
Agenda
0
Apologies
Minutes
Apologies were received from Cllrs Cullen and M Clark.
1
Minutes
To confirm the minutes of the meeting held on 14 September 2023 as a correct record.
Minutes
RESOLVED:
The minutes of the meeting held on 14 September 2023 be agreed as a correct record and signed by the Chairman.
The minutes of the meeting held on 14 September 2023 be agreed as a correct record and signed by the Chairman.
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 was no public participation.
4
HR Update Report
To receive an update on the activities of the HR service since the last HR Committee meeting, including the reactive caseload, and issues relating to job evaluations, restructuring advice, grievances, disciplinaries and sickness absence matters.
Attachments:
- Document HR Update Report 03 Jan 2024
Minutes
The Committee received an update on the activities of the HR service since the last HR Committee meeting, including the reactive caseload, and issues relating to job evaluations, restructuring advice, grievances, disciplinaries and sickness absence matters.
The report also covered:
· The Learning Management system
· Recruitment Update
· HR Peer Review
· Leadership Development Programme
· Wellbeing Update
It was highlighted that since April 2023, 7 visits had been made to local schools to raise awareness of NFDC as an employer, and there was evidence that this had already translated to applications.
Following feedback, improvements had been made to the Council’s job application system to simplify the process, and a candidate pack was being developed.
The HR peer review had now been completed, and a report back would be made in response to points raised, which would shape the HR service for the future.
RESOLVED:
That the report be noted.
The report also covered:
· The Learning Management system
· Recruitment Update
· HR Peer Review
· Leadership Development Programme
· Wellbeing Update
It was highlighted that since April 2023, 7 visits had been made to local schools to raise awareness of NFDC as an employer, and there was evidence that this had already translated to applications.
Following feedback, improvements had been made to the Council’s job application system to simplify the process, and a candidate pack was being developed.
The HR peer review had now been completed, and a report back would be made in response to points raised, which would shape the HR service for the future.
RESOLVED:
That the report be noted.
5
Pay Policy Statement 2024/25
To consider a proposed Pay Policy Statement for 2024/25.
Attachments:
- Document Pay Policy Statement 2024-2025 03 Jan 2024
- Document Apx 1 - Pay Policy Statement 2024-25 03 Jan 2024
- Document Apx 2 Payscales April2023 03 Jan 2024
Minutes
The Committee considered the proposed Pay Policy Statement for 2024/25.
The Pay Policy Statement was required by the Localism Act 2011.
The document set out the Authority’s policies for the financial year, relating to the remuneration of its officers, and the relationship between various pay bands, with the related reasons. It also reflected any organisational changes and the consequences of the national annual pay settlement.
In response to a question, it was explained that job evaluations only tended to be undertaken where jobs had changed.
RESOLVED:
That it be a recommendation to the Council that the proposed Pay Policy Statement for 2024/25 be agreed.
The Pay Policy Statement was required by the Localism Act 2011.
The document set out the Authority’s policies for the financial year, relating to the remuneration of its officers, and the relationship between various pay bands, with the related reasons. It also reflected any organisational changes and the consequences of the national annual pay settlement.
In response to a question, it was explained that job evaluations only tended to be undertaken where jobs had changed.
RESOLVED:
That it be a recommendation to the Council that the proposed Pay Policy Statement for 2024/25 be agreed.
6
Gender Pay Gap Report
To receive the Gender Pay Gap Update.
Attachments:
- Document Gender Pay Gap Report 03 Jan 2024
Minutes
The Committee received the Council’s Gender Pay Gap report for the period ending 31 March 2023.
Comparison data had been provided in relation to figures for March 2022. The available data for that point in time showed that the Median and Mean percentages of the Council’s pay gap were lower than the comparators. Additionally, the percentage of males in the lower quartile was higher than those of the comparators, which could be due to not all comparators delivering an in house refuse service.
It was explained that direct comparisons with other authorities was not always timely, as organisations had a year to report their data and so this was not always available at the same time as NFDC reported theirs.
The Council would continue to keep under review its position in relation to gender pay.
RESOLVED:
That the report be noted.
Comparison data had been provided in relation to figures for March 2022. The available data for that point in time showed that the Median and Mean percentages of the Council’s pay gap were lower than the comparators. Additionally, the percentage of males in the lower quartile was higher than those of the comparators, which could be due to not all comparators delivering an in house refuse service.
It was explained that direct comparisons with other authorities was not always timely, as organisations had a year to report their data and so this was not always available at the same time as NFDC reported theirs.
The Council would continue to keep under review its position in relation to gender pay.
RESOLVED:
That the report be noted.
7
Bullying and Harassment Policy
To consider a proposed Bullying and Harassment Policy.
Attachments:
- Document Bullying & Harassment Policy_Sept 23 03 Jan 2024
- Document Appendix 1_Bullying & Harassment Policy_ Nov 2023 03 Jan 2024
Minutes
The Committee considered a proposed Bullying and Harassment Policy.
The Policy had historically been contained within the Council’s grievance procedure, and the aim of the updated policy was to improve clarity on the Council’s continued support, prevention, and procedure for managing these issues.
The Committee noted employee comments on the policy, together with related HR Team responses. Mandatory training on Dignity and Respect would be required to be undertaken every two years.
The policy would be reviewed by the HR Team every two years, including outcomes of formal and informal complaints, to ensure they were dealt with effectively and consistently.
Members were pleased to support the policy as submitted and felt it was very clearly written and presented.
RESOLVED:
That the Bullying and Harassment Policy be supported.
The Policy had historically been contained within the Council’s grievance procedure, and the aim of the updated policy was to improve clarity on the Council’s continued support, prevention, and procedure for managing these issues.
The Committee noted employee comments on the policy, together with related HR Team responses. Mandatory training on Dignity and Respect would be required to be undertaken every two years.
The policy would be reviewed by the HR Team every two years, including outcomes of formal and informal complaints, to ensure they were dealt with effectively and consistently.
Members were pleased to support the policy as submitted and felt it was very clearly written and presented.
RESOLVED:
That the Bullying and Harassment Policy be supported.
8
Quarterly Health and Safety Report
To receive the Quarterly Health and Safety Report.
Attachments:
- Document Quarterly Health and Safety Report (Q2 2023-2024) 03 Jan 2024
- Document Appendix 1 - HR Committee draft Corporate Manual Handling Policy_ 03 Jan 2024
- Document Appendix 2 - Corporate Accident Incident Quarter 2 Report 2023 - 2024 03 Jan 2024
Minutes
The Committee received the Quarterly Health and Safety Report.
Members noted the significant work undertaken by the Corporate Health and Safety team, throughout the Council, from 1 July 2023 – 30 September 2023 (Q2).
Feedback was noted from the Safety Panels and Corporate Working Groups, together with the quarterly accident/incident report and details of all significant incidents. Members also noted the updated manual handling policy.
68 accident reports had been received in the last year with 144 days lost this financial year due to accident-related incidents, all from the operational side.
Two RIDDOR incidents had occurred in 2023, and related actions and learning had been implemented and training given in response.
The Committee were pleased to note the EMT responses to the report and actions arising.
RESOLVED:
(i) That the reviewed Corporate Manual Handling Policy be supported as updated; and
(ii) That the contents of the report, including the accidents and incidents recorded in quarter 2, be noted.
Members noted the significant work undertaken by the Corporate Health and Safety team, throughout the Council, from 1 July 2023 – 30 September 2023 (Q2).
Feedback was noted from the Safety Panels and Corporate Working Groups, together with the quarterly accident/incident report and details of all significant incidents. Members also noted the updated manual handling policy.
68 accident reports had been received in the last year with 144 days lost this financial year due to accident-related incidents, all from the operational side.
Two RIDDOR incidents had occurred in 2023, and related actions and learning had been implemented and training given in response.
The Committee were pleased to note the EMT responses to the report and actions arising.
RESOLVED:
(i) That the reviewed Corporate Manual Handling Policy be supported as updated; and
(ii) That the contents of the report, including the accidents and incidents recorded in quarter 2, be noted.
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