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, 9th January 2025
10:00 AM
Thursday, 9th January 2025
10:00 AM
End:
Thursday, 9th January 2025
2:00 PM
Thursday, 9th January 2025
2:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
09 Jan 2025
09 Jan 2025
Location:
Council Chamber - Appletree Court, Beaulieu Road, Lyndhurst, SO43 7PA
Council Chamber - Appletree Court, Beaulieu Road, Lyndhurst, SO43 7PA
Meeting Attendees
Officer
Strategic Director of Corporate Resources & Transformation, Section 151 Officer
Alan Bethune
In attendance
Officer
Service Manager - Human Resources
Heleana Aylett
In attendance
Officer
Zoe Ormerod
In attendance
Officer
James Loring
In attendance
Officer
Payroll Manager
Jade Carter
In attendance
Officer
Kate Hardy
Organisational Development and Change Specialist - Elections and Business Improvement
In attendance
Officer
HR Advisor
Laura Stead
In attendance
Officer
Senior HR Advisor
Shannon Smith
In attendance
Officer
Democratic Services Officer
Andy Rogers
In attendance
Agenda
0
Apologies
Minutes
Apologies were received from Cllrs Mark Clark, Jeremy Heron and Joe Reilly.
1
Minutes
To confirm the minutes of the meeting held on 5 September 2024 as a correct record.
Minutes
The minutes of the meeting held on 5 September 2024 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 was no public participation.
Minutes
The Committee received an overview of the work undertaken within the HR Service over and above the re-active casework.
The report contained updates on:
· Staff Engagement Survey,
· Recruitment,
· Learning Management System and
· Learning and Development,
· Management Development,
· LGBT+ Employee Network.
· Amendment to Equality Act 2010.
The Committee was pleased to note that 18 employees were currently undertaking apprenticeships and 40 staff had completed the management development course.
Members also noted the arrangements for buying and selling leave and the contribution it would make to recruitment and being an Employer of Choice.
It was explained that the improved % response to the Employee Survey was mostly likely due to the survey being run by an external organisation and the greater assurance on confidentiality.
RESOLVED:
That the report be noted.
The report contained updates on:
· Staff Engagement Survey,
· Recruitment,
· Learning Management System and
· Learning and Development,
· Management Development,
· LGBT+ Employee Network.
· Amendment to Equality Act 2010.
The Committee was pleased to note that 18 employees were currently undertaking apprenticeships and 40 staff had completed the management development course.
Members also noted the arrangements for buying and selling leave and the contribution it would make to recruitment and being an Employer of Choice.
It was explained that the improved % response to the Employee Survey was mostly likely due to the survey being run by an external organisation and the greater assurance on confidentiality.
RESOLVED:
That the report be noted.
5
Pay Policy Statement
To consider the Pay Policy Statement.
Attachments:
- Document Pay Policy Statement 31 Dec 2024
- Document Apx 1 - Pay Policy Statement 2025-26 31 Dec 2024
- Document Apx 2 - April 2024 Payscales (implemented Nov 2024) 31 Dec 2024
Minutes
The Committee considered the proposed Pay Policy Statement for 2025/26.
RESOLVED:
That HR Committee support the Pay Policy Statement 2024/25 and recommend its approval by Council.
RESOLVED:
That HR Committee support the Pay Policy Statement 2024/25 and recommend its approval by Council.
6
Short and Long Term Sickness Policies
To consider revised short term and long term sickness policies updated to ensure compliance with best practice and legal considerations in relation to equality matters, including disability and pregnancy.
Attachments:
- Document 6. Short and Long Term Sickness Policies 31 Dec 2024
- Document Apx 1 - New Short term sickness policy 2024 31 Dec 2024
- Document Apx 2 - Short Term Sickness Process Flow chart Oct 24 31 Dec 2024
- Document Apx 3 - New Long term sickness policy October 24 31 Dec 2024
- Document Apx 4 - Long Term Sickness process flowchart - Oct 24 31 Dec 2024
Minutes
The Committee considered the revised short term and long term sickness policies which had been reviewed to ensure compliance with best practice and legal considerations in relation to all equality matters including disability and pregnancy.
RESOLVED:
That the attached policies be agreed and implemented with effect from 1st January 2025.
RESOLVED:
That the attached policies be agreed and implemented with effect from 1st January 2025.
7
Gender Pay Gap
To receive Gender Pay Gap data for the period ending 31 March 2024.
Attachments:
- Document 7. Gender Pay Gap 31 Dec 2024
- Document 7.1 Appendix 1 - GPG Methodology 31 Dec 2024
Minutes
The Committee noted Gender Pay Gap data for the period ending 31 March 2024.
The report gave comparative data with other authorities.
The report showed that that the Authority’s gender pay gap had decreased, and overall, women earned 98p per £1 earned by men. It was noted that this compared well against other authorities, though not all had an in house waste service and other authorities had education and social services functions.
RESOLVED:
That the report be noted.
The report gave comparative data with other authorities.
The report showed that that the Authority’s gender pay gap had decreased, and overall, women earned 98p per £1 earned by men. It was noted that this compared well against other authorities, though not all had an in house waste service and other authorities had education and social services functions.
RESOLVED:
That the report be noted.
8
Employee Workforce Report
To receive the Employee Workforce report, which provides an overview of key workforce data from 2023/24 including the relevant trends in the Councils workforce priorities and initiatives in place to support employees over the past 12 months.
Attachments:
- Document 8. Employee Workforce Report 31 Dec 2024
- Document 8.1 Apx 1 - Employee Workforce Report 23-24 31 Dec 2024
Minutes
The Committee received the Employee Workforce Report which reviewed data from April 2023 – March 2024 and aimed to give an overview of key workforce data and the relevant trends in the Council’s workforce priorities. The report also gave an overview of initiatives in place to support employees over the past 12 months.
It was noted that significant work had been undertaken to streamline the induction process and to ensure the right amount of knowledge was passed on at the right time. The Authority continued to invest in its employees through an increased corporate training budget by 8% for the 24/25 financial year.
Members were pleased to note the improvements to the recruitment portal, which now provided for uploading of videos, photos or documents to supplement applications.
Reference was made to the reported 28% of new starters who had left within the first 12 months of employment. It was noted that the HR team offered exit interviews and would review the induction process, and consider options to improve the induction experience. An update on these issues would be brought to a future meeting.
In reference to the section in the report that reported on the diversity of applicants continuing to increase and 17% being ethnically diverse in comparison to 13% the previous year, officers undertook to provide data to the member who had queried how these figures translated into successful applications in percentage terms.
RESOLVED:
That the Committee note the contents of the report and supports the priorities in ‘next steps’ section of the report.
It was noted that significant work had been undertaken to streamline the induction process and to ensure the right amount of knowledge was passed on at the right time. The Authority continued to invest in its employees through an increased corporate training budget by 8% for the 24/25 financial year.
Members were pleased to note the improvements to the recruitment portal, which now provided for uploading of videos, photos or documents to supplement applications.
Reference was made to the reported 28% of new starters who had left within the first 12 months of employment. It was noted that the HR team offered exit interviews and would review the induction process, and consider options to improve the induction experience. An update on these issues would be brought to a future meeting.
In reference to the section in the report that reported on the diversity of applicants continuing to increase and 17% being ethnically diverse in comparison to 13% the previous year, officers undertook to provide data to the member who had queried how these figures translated into successful applications in percentage terms.
RESOLVED:
That the Committee note the contents of the report and supports the priorities in ‘next steps’ section of the report.
9
People Strategy
To receive a presentation outlining the development of the People Strategy.
Attachments:
- Document People Strategy Presentation for HR Cttee 9 Jan 2025 31 Dec 2024
Minutes
The Committee received a presentation on progress with the development of a People Strategy. The material from the presentation is included in the agenda pack.
The Strategy was being developed through research (‘Discovery’), collecting evidence from internal and external sources. This led to the design stage and then identification of areas for improvement, and an action plan for delivery.
The Discovery exercise had revealed a number of positives, including good wellbeing support in the organisation, good cohesion within teams, and good line management support.
A number of areas had been identified to be addressed, including more diverse recruitment, learning and development and access to external funding, enhanced career paths to aid staff retention. Culture change, aspects of leadership and management were also highlighted, as well as consistent communications. The aim to become an Employer of Choice was also highlighted, together with the areas already in place and needing to be addressed for this.
The presentation set out various elements of the journey in fulfilling the Strategy including learning and development and competencies, reduction of silos and working in partnership externally and in the community. Digital skills improvements and customer focus were also key. The Health and Wellbeing offer was also being reviewed.
Members felt the ‘Sense of Belonging’ was a strong sentiment in the presentation and relevant to employees, elected members and to the local community.
RESOLVED:
That the report be noted, and the principles set out in the presentation be supported.
The Strategy was being developed through research (‘Discovery’), collecting evidence from internal and external sources. This led to the design stage and then identification of areas for improvement, and an action plan for delivery.
The Discovery exercise had revealed a number of positives, including good wellbeing support in the organisation, good cohesion within teams, and good line management support.
A number of areas had been identified to be addressed, including more diverse recruitment, learning and development and access to external funding, enhanced career paths to aid staff retention. Culture change, aspects of leadership and management were also highlighted, as well as consistent communications. The aim to become an Employer of Choice was also highlighted, together with the areas already in place and needing to be addressed for this.
The presentation set out various elements of the journey in fulfilling the Strategy including learning and development and competencies, reduction of silos and working in partnership externally and in the community. Digital skills improvements and customer focus were also key. The Health and Wellbeing offer was also being reviewed.
Members felt the ‘Sense of Belonging’ was a strong sentiment in the presentation and relevant to employees, elected members and to the local community.
RESOLVED:
That the report be noted, and the principles set out in the presentation be supported.
10
Quarterly Health and Safety Report
To receive the Quarterly Health and Safety report.
Attachments:
- Document 10. Quarterly Health and Safety Report 31 Dec 2024
- Document Appendix 1 - H&SP01-Corporate Health and Safety Policy 2024 31 Dec 2024
- Document Appendix 1A - High Risk Services 31 Dec 2024
- Document Appendix 2 - Keyhaven Health and Safety Inspection Report 31 Dec 2024
- Document Appendix 3 - Workshops H&S Management Audit Action Plan 2024-25 31 Dec 2024
- Document Appendix 4 - H&SP04 Accident-Incident Reporting & Investigation 31 Dec 2024
- Document Appendix 4A - AIIR3 Template 31 Dec 2024
- Document Appendix 4B - AIIR4 – Corporate Health and Safety Accident-Incident Investigation Report Template 31 Dec 2024
- Document Appendix 4C - Statement of Witness 31 Dec 2024
- Document Appendix 5 - Corporate accident incident Q2 report 2024-2025 31 Dec 2024
- Document Appendix 6 - LMS Q2 Training Report 2024 - 2025 31 Dec 2024
Minutes
The Committee received the Corporate Health and Safety Report and the significant work undertaken in the last quarter.
Highlights included:
· A review of the Health and Safety Policy and related actions
· Health and Safety audits requirements
· Training requirement for managers
· Accident and Incident Reporting Policy
· Incident Report
Notable incidents related to verbal abuse and manual handling incidents, and Waste and Recycling was the highest reporting team.
It was noted that IT Hubs were being developed at depots to increase learning participation.
RESOLVED:
(a) That the following be approved:
(i) The Draft Corporate Health and Safety Policy.
(ii) The Draft Accident/Incident Reporting and Investigation Policy.
(iii) The recommendations under Health Surveillance Review.
(b) That the following be noted:
(i) The recommendations under Keyhaven Report.
(ii) The findings of the Depot Inspection & Hampshire Fire and Rescue Service audit.
(iii) The findings identified from the service safety panels and working groups.
(iv) The findings identified from the accident/incident report Q2 2024 – 2025.
Highlights included:
· A review of the Health and Safety Policy and related actions
· Health and Safety audits requirements
· Training requirement for managers
· Accident and Incident Reporting Policy
· Incident Report
Notable incidents related to verbal abuse and manual handling incidents, and Waste and Recycling was the highest reporting team.
It was noted that IT Hubs were being developed at depots to increase learning participation.
RESOLVED:
(a) That the following be approved:
(i) The Draft Corporate Health and Safety Policy.
(ii) The Draft Accident/Incident Reporting and Investigation Policy.
(iii) The recommendations under Health Surveillance Review.
(b) That the following be noted:
(i) The recommendations under Keyhaven Report.
(ii) The findings of the Depot Inspection & Hampshire Fire and Rescue Service audit.
(iii) The findings identified from the service safety panels and working groups.
(iv) The findings identified from the accident/incident report Q2 2024 – 2025.
11
Work Programme
To note the Committee’s Work Programme.
Attachments:
- Document Work Programme - HR Committee_Final 31 Dec 2024
Minutes
The Committee reviewed its future Work Programme.
RESOLVED:
That the Work Programme be noted.
RESOLVED:
That the Work Programme be noted.
12
Any other items which the Chairman decides are urgent
Minutes
Join the Discussion
You need to be signed in to comment.
Sign in