Agenda and minutes

To note the attendance at this meeting of any duly appointed Reserve Members.

RESOLVED:  (1) To note the attendance at this meeting of the following duly appointed Reserve Member: -

(2)  That UNISON notify the Committee Administrator of the new appointee to the post of UNISON Equalities Officer as soon as the election for this post has been conducted.

To receive declarations of interest (if any) from Members of the Forum arising from business to be transacted at this meeting.

RESOLVED:  To note that there were no declarations of interests made by Members in relation to the business transacted at this meeting.

To consider whether any of the items listed on the agenda should be considered with the press and public excluded on the grounds that it is thought likely, in view of the nature of the business to be transacted, that there would be disclosure of confidential information in breach of an obligation of confidence or of exempt information as defined in the Local Government (Access to Information) Act 1985.

RESOLVED:  That all items be considered with the press and public present.

That the minutes of the meeting held on 8 July 2003, having been circulated, be taken as read and signed as a correct record.

RESOLVED:  That the minutes of the meeting held on 8 July 2003, having been circulated, be taken as read and signed as a correct record subject to the following amendments: -

(i)         Annual Equality Monitoring Report: Minute 62: That the last sentence of the second paragraph be amended to read: “The appointment rates of Asian applicants was particularly disproportionately low compared with the numbers securing interviews and even more so with those applying for posts”. Also, that the second sentence of the third paragraph be amended to read: “It was also asked whether the majority of successful black appointments had been women to lower-paid jobs within the Social Services Department”.

(ii)         Civic Centre Car Parking – Visitors’ Car Park: Minute 66: That the last sentence of the third paragraph be amended to read: “The needs of the disabled were also a concern to be taken into account, as were those needs of employees visiting from outside the Civic Centre”.

(iii)        Arms Length Management Organisation (ALMO) Proposal: Minute 67: That the first sentence of the sixth paragraph be amended to read: “UNISON made representations on behalf of employees who were likely to be affected by transfer to the ALMO, primarily the Building Works Section (Contract Services) and some staff in Environmental Services …”.

To note the matters arising from the meeting of the Forum on 8 July 2003.

The Forum received the report of the Interim Head of Personnel which updated Members on the following matters arising from the meeting held on 8 July 2003: -

(i)         West Lodge Schools: Minute 59 (i): The Interim Head of Personnel advised the Forum that this was the subject of agenda Item 8, which had been placed on the agenda by the Employees’ Side.

(ii)         Housing Department Incident and Accident Reporting Procedures: Minute 59 (ii): The Interim Head of Personnel advised the Forum that this was the subject of agenda Item 10, which had been placed on the agenda by the Employees’ Side.

(iii)        Annual Equality Monitoring Report - 1 April 2002 to 31 March 2003: Minute 62: The Interim Head of Personnel reported that the first meeting of the review group to consider the disproportionate adverse impact on Asian applicants had been held on 11 September 2003.

Members were informed that the objective of the Group is to consider the disproportionate adverse impact on Asian applicants in the recruitment process and to consider what additional monitoring information or further research may be required and what positive action may be taken to improve the success ratio for Asian applicants.  Members were asked to note that the Group had agreed that:

(i)                  a workshop for unsuccessful applicants (following interview), in particular Asian applicants since January 2003 be held to find out about their experiences during the recruitment and selection process (excluding schools).

(ii)                 further analysis be carried out on applicant monitoring information for the previous six months of appointments to include age as a monitoring category and enable more detailed statistical analysis of all the equality categories.

(iii)               The current applicant monitoring system be enhanced from 1 October 2003 to include monitoring by age.

Members were informed that the Interim Head of Personnel and UNISON Branch Chairman had met to discuss specific cases involving management support for employees with mental health and long term illness problems.

(iv)        New Harrow Project – Protocol for Organisational Change: Minute 64: The Interim Head of Personnel advised that it was not possible to reach agreement with UNISON on the outstanding issue of protection of pay by the deadline of 31 August 2003 previously agreed by the Forum.  Accordingly a report has been prepared for Cabinet recommending implementation without further agreement. However, although UNISON remain implacably opposed to changing the current protection arrangements they have indicated a willingness to continue discussions and there remains a possibility that agreement may be reached.

(v)         Civic Centre Car Parking – Visitors’ Car Park: Minute 66: The Interim Head of Personnel advised Members that visitor car parking arrangements were currently being reviewed and further trade union consultation would take place as proposals are developed.

(vi)        Arms Length Management Organisation (ALMO) Proposal: Minute 67: The Interim Head of Personnel reported that consultation with staff in all relevant areas had been on going and the indicative date for ALMO to go live was now 1 April 2004.

(vii)            Approved Social Workers (ASW)  ...  view the full minutes text for item 74.

To receive questions, petitions and/or deputations (if any) under the provisions of the Advisory Panel and Consultative Forum Procedure Rules 15, 13 and 14 (Part 4E of the Constitution).

RESOLVED: That no public questions, petitions or deputations had been received at this meeting.

Report of the Executive Director, Organisational Development.

The Forum received the report of the Executive Director (Organisational Development) which provided Members with an update on health and safety performance for the period 1 April 2002 to 31 March 2003. The report utilised information held in records collated centrally by Health and Safety, Fire and Occupational Health Services and records held by departments.

The Personnel Manager reported that Corporate Safety Group Representatives had met to discuss both the draft and final versions of the report and from these meetings two suggestions had arisen; that future reports would highlight hazard notices issued and that non-employee accident statistics would identify contractors’ staff. The Personnel Manager advised Members that although the health and safety of contractors’ staff was the responsibility of the contractors, it was important for the Council to be assisting effective health and safety practices.

Members were informed that there were three enclosures to the report: the departmental records, the Occupational Health Service statistics and the accident/incident pie charts; each of which would be discussed in turn at the meeting. The Personnel Manager advised Members that the report was a highly summarised account of all of the information that had been collected in relation to health and safety matters, and that the reason for producing the report in this format was in order to allow all the groups with responsibility for health and safety within the Council to analyse the information and take necessary action.

The Forum was advised that all staff were strongly encouraged to report accidents and incidents to prevent under-reporting. The Personnel Manager reported that the overall health and safety performance for 1 April 2002 to 31 March 2003 was slightly better than the previous reporting year. Members were referred to page 18 of the agenda, which outlined this year’s performance compared against last year’s and national comparisons. The Forum was asked to note that the Council had achieved its target of a 10% decrease in all accidents / incidents involving employees: 826 in 2001/02 to 713 in 2002/03. However, the Council had not managed to achieve its targets of a 10% decrease in RIDDOR accidents / incidents, which are serious accidents and require reports to the Health and Safety Executive (HSE): 60 in 2001/02 to 70 in 2002/03.

The Personnel Manager informed Members that there had been a slight reduction in the number of working days lost due to accidents / incidents; 23 in 2001/02 to 21 in 2002/03; however, these figures were difficult to track and the reliability of the data was not high. The Forum was advised that other options for tracking this data would be explored in the future.

The Health and Safety Manager gave a presentation on the different categories of accidents / incidents using pie charts. Members were referred to page 53 of the agenda, which illustrated reported employee accidents / incidents by department. Members were asked to note that Social Services and Education Services had the highest number of accidents / incidents at 46% and 27% respectively. The Health  ...  view the full minutes text for item 76.

Verbal update from the UNISON Health and Safety Officer.

The Forum received a verbal update from the UNISON Health and Safety Officer in relation to the West Lodge Schools situation. Members were informed that following agreement at the last meeting of the Forum to hold a meeting, which had yet to place. The Personnel Manager advised the Forum that a meeting has now been scheduled to take place after the school half term.

The UNISON Health and Safety Officer stated that she was disappointed that the matter had not been resolved and that if the matter was not resolved following the meeting scheduled for after the school half term, it might be referred to the Health and Safety Executive (HSE) to resolve. A Member of the Forum wished to note her disappointment in the length of time it has taken to resolve the matter and that she would be unhappy if the matter were to be referred to the HSE.

A Member of UNISON commented that he was surprised that there was no-one present at the meeting of the Forum to represent the West Lodge Schools. The Chair advised that as this was meant to be an update item, it was understandable that the schools were not represented, as their attendance was not necessary.

RESOLVED: That the verbal update from the UNISON Health and Safety Officer be noted.

Verbal update from the UNISON Health and Safety Officer.

The Forum received a verbal update from the UNISON Health and Safety Officer in relation to the Approved Social Workers (ASW) Mental Health Team’s health and safety hazard issues. Members were informed that a meeting had taken place between UNISON and officers within the new People First Directorate. The UNISON Health and Safety Officer commented that the meeting had a very positive outcome and that she had been impressed with officers in People First and was hopeful that the matter could be promptly resolved.

The Chair seconded this statement and commented that he wished for the matter to be closed at the next meeting of the Forum.

RESOLVED: That the verbal update from the UNISON Health and Safety Officer be noted.

Report of the UNISON Health and Safety Officer.

The Forum received the report of the UNISON Health and Safety Officer which discussed the final housing void report received from an independent officer at Reading Borough Council. Members were informed that the final report had been unsuccessful in answering all of UNISON’s concerns.

The UNISON Health and Safety Officer advised that it was important to install mechanisms in place to prevent the reoccurrence of the health and safety accidents and incidents detailed in the report. The Forum was advised that it was imperative that risk assessment mechanisms were in place and that these were adhered to. The Area Director (Urban Living) informed Members that the risk assessment process was currently the method being utilised for identifying health and safety risks and that in all future cases hazards such as electricity would be identified and removed prior to the commencement of work on site.

In response to a question from a Member, the Area Director (Urban Living) advised that the same practice would be applied if the hazard was gas and not electricity; the officer would need to vent the initial insulation and would then be working safe as the hazard (gas) would have been removed. The UNISON Health and Safety Officer recommended that the risk assessment process described by the Area Director (Urban Living) be applied and adhered to throughout the Borough. The Chair seconded this proposal.

The Forum was also asked to consider a number of recommendations relating to the structure and resourcing of health and safety, occupational health services and the monitoring of contractors. The Chair responded that it was appropriate for the structure to be considered as part of the current restructuring and that the Council was considering a growth bid in relation to the resourcing of health and safety, particularly training initiatives, as part of the budgetary process. Members were additionally informed that the Council was developing its risk assessment and risk awareness approach.

A Member of the Council commented that the action plan contained within the Annual Health and Safety report accommodates many of the outcomes identified in the report and that the Council was considering a growth bid in terms of funding for health and safety initiatives. The Member wished to clarify that the growth bid could not be looked at in isolation, however, and that it would be considered in conjunction with the whole budgetary process.

In response to a question from a Member, the Interim Head of Personnel reported that approximately 1,800 staff and about two thirds of teachers belonged to unions. A Member of UNISON advised that UNISON represented all employees regardless of whether they were members of UNISON and that all staff would benefit from an effective approach to health and safety issues.

RESOLVED: That the report of the UNISON Health and Safety Officer be noted.

Report of the Interim Head of Personnel.

The Forum received the summary report of the Interim Head of Personnel which provided Members with an update on ongoing health and safety matters and action to resolve them. In particular, Members were informed that the Health and Safety Executive (HSE) was investigating the fatality of the electrical contractor and that the Forum would be informed of the outcome of the investigation and reviews including progress on any actions arising.

RESOLVED: That the report of the Interim Head of Personnel be noted.