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, 14th September 2023
10:00 AM
Thursday, 14th September 2023
10:00 AM
End:
Thursday, 14th September 2023
2:00 PM
Thursday, 14th September 2023
2:00 PM
Actual Time
Started:
Thursday, 14th September 2023
12:00 AM
Thursday, 14th September 2023
12:00 AM
Finished:
Thursday, 14th September 2023
12:00 AM
Thursday, 14th September 2023
12:00 AM
Meeting Status
Status:
Confirmed
Confirmed
Date:
14 Sep 2023
14 Sep 2023
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
In attendance
Officer
Sophie Taylor
In attendance
Officer
Karen Warner
In attendance
Officer
Service Manager - Human Resources
Heleana Aylett
In attendance
Officer
James Loring
In attendance
Officer
Democratic Services Officer
Andy Rogers
In attendance
Agenda
0
Apologies
Minutes
Apologies were received from the Chairman, Cllr J Cleary.
(Vice – Chairman, Cllr S Davies in the Chair)
(Vice – Chairman, Cllr S Davies in the Chair)
1
Minutes
To confirm the minutes of the meeting held on 8 June 2023 as a correct record.
Minutes
The minutes of the meeting held on 8 June 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 Report
To receive the HR Update Report.
Attachments:
- Document 4 - HR Ctte Update September 23 - FINAL 06 Sep 2023
Minutes
The Committee received the HR Update report.
The update covered the following areas:
· Learning Management System
· Recruitment
· Additional Voluntary Contributions
· MyLifestyle Benefits
· New Staff Engagement Groups
· Leadership Development Programme
The above issues were in addition to the reactive caseload which included job evaluations, restructuring advice, grievances, disciplinaries and sickness absence matters. The team also continued to provide Payroll and HR Advisory services to the National Park Authority.
In response to a query on the Leadership Development Programme, it was explained that the intention was to combine elements of existing programmes into a common and consistent programme for Band 10 to Assistant Director - level managers across the Authority. This would use a modular framework, which would commence in January 2024 with 360 appraisals using the SOLACE model, taking place in October / November, with feedback sessions being held in November / December.
RESOLVED:
That the report be noted.
The update covered the following areas:
· Learning Management System
· Recruitment
· Additional Voluntary Contributions
· MyLifestyle Benefits
· New Staff Engagement Groups
· Leadership Development Programme
The above issues were in addition to the reactive caseload which included job evaluations, restructuring advice, grievances, disciplinaries and sickness absence matters. The team also continued to provide Payroll and HR Advisory services to the National Park Authority.
In response to a query on the Leadership Development Programme, it was explained that the intention was to combine elements of existing programmes into a common and consistent programme for Band 10 to Assistant Director - level managers across the Authority. This would use a modular framework, which would commence in January 2024 with 360 appraisals using the SOLACE model, taking place in October / November, with feedback sessions being held in November / December.
RESOLVED:
That the report be noted.
5
Employee Workforce Report 2022-2023
To note key workforce data and an overview of initiatives in place to support employees in the past year.
Attachments:
- Document 5 - Employee Workforce Covering Report 06 Sep 2023
- Document 5 Apx 1 - Workforce Report 2023 06 Sep 2023
Minutes
The Committee received the Employee Workforce Report for 2022/23.
The report included employee statistics on age, grade, diversity, gender, disability, pregnancy and maternity, employee benefits, recruitment and retention, development, performance, conduct, reward, and apprenticeships.
The report also included an overview of initiatives in the last year to support employees. It was reported that the Council’s workforce was representative of the New Forest community and the diversity of applicants had increased in the last year.
Work had been ongoing with how the Council engaged with new starters, including induction. The Council continued to invest in corporate, apprenticeship, and role - specific training. External turnover had reduced in the last 12 months.
Equality, diversity and inclusion issues were being worked on through the EDI group, and the organisation continued to look at health and well-being measures across the workforce. Reference was also made to the learning management system and how that would continue for employee development as well as the Leadership Development Programme.
Members referred to the aim to be an Employer of Choice (EoC) and queried how this message was being put over in recruitment and retention. In reply, it was emphasised that the employee benefits package would continue to be reviewed, and would in part be informed by the staff survey group.
Consideration was also being given to benchmarking other organisations to measure progress on EoC. Members further noted that the HR team would be working within a broader corporate team, looking at undergoing a Peer Review in collaboration with the LGA including consideration of EoC.
The Committee noted queries raised by Employee Side, to which answers were being given, and noted the conclusions of the report and the next steps and actions.
RESOLVED:
That the content of the report be noted.
The report included employee statistics on age, grade, diversity, gender, disability, pregnancy and maternity, employee benefits, recruitment and retention, development, performance, conduct, reward, and apprenticeships.
The report also included an overview of initiatives in the last year to support employees. It was reported that the Council’s workforce was representative of the New Forest community and the diversity of applicants had increased in the last year.
Work had been ongoing with how the Council engaged with new starters, including induction. The Council continued to invest in corporate, apprenticeship, and role - specific training. External turnover had reduced in the last 12 months.
Equality, diversity and inclusion issues were being worked on through the EDI group, and the organisation continued to look at health and well-being measures across the workforce. Reference was also made to the learning management system and how that would continue for employee development as well as the Leadership Development Programme.
Members referred to the aim to be an Employer of Choice (EoC) and queried how this message was being put over in recruitment and retention. In reply, it was emphasised that the employee benefits package would continue to be reviewed, and would in part be informed by the staff survey group.
Consideration was also being given to benchmarking other organisations to measure progress on EoC. Members further noted that the HR team would be working within a broader corporate team, looking at undergoing a Peer Review in collaboration with the LGA including consideration of EoC.
The Committee noted queries raised by Employee Side, to which answers were being given, and noted the conclusions of the report and the next steps and actions.
RESOLVED:
That the content of the report be noted.
6
Update on Leavers' Questionaire
To receive a report on how information will be gathered from employees who are leaving NFDC employment including a new Leavers Questionnaire.
Attachments:
- Document 6 - Leavers Questionnaire HR Committee Sept 2023 06 Sep 2023
- Document 6 Apx 1 - Leavers Questionnaire July 23 06 Sep 2023
Minutes
The Committee received a report outlining the use of information gathered from employees leaving NFDC employment, including a new updated Leavers’ Questionnaire launched in June 2023.
The information gathered included reasons for leaving, NFDC rated as an employer, rating feeling valued by the employer, and comparative data. The data gathered will be used to identify trends and improvements, which would be submitted to EMT twice a year.
Members queried whether more could be done to help operational staff engage, and it was explained that ICT staff were assisting employees in depots with this.
It was noted that there was a range of reasons why people left the Authority, and the Questionnaire had been redesigned to elicit more specific and informative responses.
RESOLVED:
That the report be noted.
The information gathered included reasons for leaving, NFDC rated as an employer, rating feeling valued by the employer, and comparative data. The data gathered will be used to identify trends and improvements, which would be submitted to EMT twice a year.
Members queried whether more could be done to help operational staff engage, and it was explained that ICT staff were assisting employees in depots with this.
It was noted that there was a range of reasons why people left the Authority, and the Questionnaire had been redesigned to elicit more specific and informative responses.
RESOLVED:
That the report be noted.
7
Quarterly Health and Safety Report (Q1 2022-23)
To receive the latest Quarterly Health and Safety Report.
Attachments:
- Document 7 - HR Committee Health and Safety Report Q1 2022 23 06 Sep 2023
- Document 7 Apx 1 - NFDC Q1 accident incident stats report Apr - Jun 2023 06 Sep 2023
- Document 7 Apx 2 - Merged Safety Panels Actions Table Q1 2023 24 06 Sep 2023
- Document 7 Apx 3 - Corporate ORR Grey Fleet Policy 2023 06 Sep 2023
Minutes
The Committee received the Quarterly Health and Safety Report covering the period April to June 2023.
The report included detailed accidents and incidents data, a merged action plan from the safety panels, progress and actions completed by the health and safety team, and the occupational road risk grey fleet policy. The Committee also noted related actions identified going forward.
The report was summarised and a number of points were highlighted. Details of RIDDOR incidents were outlined, as well as lessons learned, and it was noted that risk assessments had been reviewed in each case.
In respect of the Grey Fleet Occupational Road Risk Policy, it was noted that 20 essential and casual user staff would be spot checked annually for vehicle tax, insurance and driving licence.
It was noted that meetings were being held concerning risk assessments at Keyhaven, and members were keen to see how this progressed.
RESOLVED:
That the report, together with the Occupational Road Risk (Grey Fleet) Policy, be noted.
The report included detailed accidents and incidents data, a merged action plan from the safety panels, progress and actions completed by the health and safety team, and the occupational road risk grey fleet policy. The Committee also noted related actions identified going forward.
The report was summarised and a number of points were highlighted. Details of RIDDOR incidents were outlined, as well as lessons learned, and it was noted that risk assessments had been reviewed in each case.
In respect of the Grey Fleet Occupational Road Risk Policy, it was noted that 20 essential and casual user staff would be spot checked annually for vehicle tax, insurance and driving licence.
It was noted that meetings were being held concerning risk assessments at Keyhaven, and members were keen to see how this progressed.
RESOLVED:
That the report, together with the Occupational Road Risk (Grey Fleet) Policy, be noted.
8
Dates of Future Meetings
To agree the following dates for meetings of the HR Committee in 2024/25:
(Thursdays at 10am)
13 June 2024
5 September 2024
9 January 2025
13 March 2025
(Thursdays at 10am)
13 June 2024
5 September 2024
9 January 2025
13 March 2025
Minutes
RESOLVED:
That the following dates be agreed for meetings of the HR Committee in 2024/25:
(Thursdays at 10am)
13 June 2024
5 September 2024
9 January 2025
13 March 2025
That the following dates be agreed for meetings of the HR Committee in 2024/25:
(Thursdays at 10am)
13 June 2024
5 September 2024
9 January 2025
13 March 2025
9
Any other items which the Chairman decides are urgent
Minutes
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