Agenda and minutes

A UNISON Member clarified that the consultations referred to in section 7.1 of the report, page 64 of the agenda, were taking place shortly between Business Connections.  A Member from UNISON drew attention to the London Weighting dispute.  The Member queried why no funds had been set aside for when the London Weighting dispute was finally resolved and a settlement agreed upon.  The Interim Director of Finance noted that under provision of the Accountancy rules, any amount of money set aside must be a defined sum.  It was added that if and when the London Weighting dispute is resolved, any costs would come from the Reserves.

A Member from UNISON raised the issue of the print room.  The UNISON Member noted that he was pleased that a working party had been established to look at ways to resolve the problem for the benefit of everyone.

Resolved To RECOMMEND:  (To Cabinet)

That the concerns and comments raised by UNISON be noted.

(See also Minute 83).

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

RESOLVED:  To note the attendance at this meeting of the following duly appointed Reserve Members:-

Members heard that Mr B Shewry, Chairman of the Harrow UNISON branch, was stepping down and that this was to be his last appearance at an Employees’ Consultative Forum meeting.  The Chair joined Members in thanking Mr Shewry for his valuable contribution to the Forum and wished him well in his new position.  It was noted that UNISON would send a letter to the Interim Head of Personnel to confirm that Mr B Shewry is standing down as Chair of the Harrow branch of UNISON.

RESOLVED:  That the above be noted.

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 the following interests were declared:

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 21 October 2003, having been circulated, be taken as read and signed as a correct record.

RESOLVED:  That the minutes of the meeting held on 21 October 2003, having been circulated, be taken as read and signed as a correct record.

To note the matters arising from the last meeting of the Forum.

The Forum received a report from the Interim Head of Personnel, which updated Members on the following matters arising from the meeting held on 21 October 2003: -

(i)                   New Harrow Project - Protocol for Organisational Change: Minute 74 (iv):  The Interim Head of Personnel informed Members that agreement had been reached with UNISON.

(ii)                 Civic Centre Car Parking – Visitors Car Park: Minute 74 (v):  Members were informed that work had begun on a pilot scheme in the visitors’ short stay car park.  It was noted that this scheme only accounts for 45 of the 650 car parking spaces at the Civic Centre.  The objective of the scheme was to test how it would impact on the provision of parking at the Civic Centre.  It was accepted that wider and more in-depth discussions were required on this issue and Members were further advised that a number of open meetings had been arranged, providing an opportunity for the public, staff and UNISON to raise their concerns.  A Member of UNISON expressed disappointment that the work on the pilot scheme had begun before staff had had an opportunity to raise their concerns.  The Chair emphasised that this was a limited pilot scheme, the purpose of which was to determine the impact upon parking arrangements at the Civic Centre.  It was also noted that the pilot scheme was not an inevitable pre-cursor to an extended and permanent scheme.  The Chair reiterated that the aim of the scheme was to allow visitors the best possible access to the Civic Centre.

(iii)                Full Year Health & Safety Performance Report: Minute 76:  The Interim Head of Personnel noted that details of the Council’s agreed policy on stress will be made available in the next Employee Relations staff newsletter.

(iv)                Housing Void (Electrical Near Fatalities): Minute 79:  The Interim Head of Personnel advised the Forum that Harrow Council had engaged consultants to undertake a strategic review of the Council’s Health and Safety provision, with particular focus on the structure of the service and its role within the organisation.  The Forum was also informed that the Council is continuing to give its full co-operation to the ongoing HSE investigation.  Members from UNISON noted that they were pleased with both the progress of the Health and Safety review and the consultants that had been engaged.

RESOLVED:  That the matters arising from the meeting of the Forum held on 21 October 2003 be noted.

To receive public questions (if any) under the provisions of Advisory Panel and Consultative Forum Rule 15 (Part 4E of the Constitution).

RESOLVED:  To note that there were no public questions received at this meeting.

To receive petitions (if any) submitted by members of the public/Councillors under the provisions of Advisory Panel and Consultative Forum Procedure Rule 13 (Part 4E of the Constitution).

RESOLVED:  To note that there were no petitions received at this meeting.

To receive deputations (if any) under the provisions of Advisory Panel and Consultative Forum Procedure Rule 14 (Part 4E of the Constitution).

RESOLVED:  To note that there were no deputations received at this meeting.

Report of the Executive Director (Organisational Development).

The Forum received a report from the Executive Director (Organisational Development), which detailed the Council’s Equality Monitoring statistics from the period 1 April 2003 to 30 September 2003.  The Forum was reminded that the findings in the report were based on performance under the old Council structure.  The Principal Employee Relations Officer advised the Forum that 36% of all people appointed in the given period, were black and ethnic minority applicants.  It was noted that this figure compares unfavourably with last year’s performance and is below the Council’s target of 42.7%.  The Forum went on to hear that the success ratio of 0.4% for the period covered by the report was also lower than that achieved for the previous year and the Council’s own target of 0.7%.

The Principal Employee Relations Officer drew Members attention to the continuing discrepancy between the number of ethnic minority and particularly Asian applicants to those selected for short listing and appointment.  Members were referred to page 17 of the agenda, which outlined the work of the Asian Applicants Review Group, established by the Forum in January 2003.  The Review Group is due to submit a full report to the Employees’ Consultative Forum later in 2004.  It was added that the percentage of black and ethnic minority employees for the period covered in the report was 28.2% of the total workforce.  This figure represented an increase on the previous year’s figure and is marginally below the Council’s 2003/04 target of 30%.

Members attention was drawn to page 8 of the agenda, which outlined monitoring figures for disabled applicants.  It was noted that in the period covered by the report 3% of the total workforce declared a disability.  This confirmed that the Council had achieved its 2003/04 target of 3%.  The Forum was advised that the Council is continuing work in this area to ensure an increase in the number of disabled applicants.  It was reported that HAD had been contacted for this purpose.  Members also noted that the Council had performed consistently well in the gender category particularly at senior levels of staff.

Members also heard that a Beacon exhibition was held last July for Councillors from other Local Authorities, which received a positive response.  It was further noted that a framework had been developed for working through the RES in order to assist in the effective monitoring of the Council’s policies on race equality.

A Member of UNISON expressed disappointment at the findings of the Equality Monitoring Report, particularly the apparent drop in ethnic minority applicants at the short listing and appointment stages.  As an example attention was drawn to page 27 of the agenda, which highlighted a drop in success ratio in the former Social Services Department.  UNISON members enquired as to what factors could explain the disappointing findings of the report.  Whilst recognising that many appointments require specific qualifications, thus eliminating many applicants, it was suggested that the figures could be endemic of wider social trends.  It was added that professional bodies  ...  view the full minutes text for item 90.

Report of the Chief Executive and the Executive Director (Organisational Development).

The Forum was advised that the report outlined progress against Priority 9 (Human Resources Strategy) of the Working Draft Improvement Plan, which had been agreed by Cabinet.  Members were referred to page 35 of the agenda, which provided an update on the tasks that had been identified and the progress achieved.

Staff Survey

Members noted the Staff Survey, an Executive Summary of which had been tabled at the meeting.  The Forum discussed a number of the positive results that emerged from the Staff Survey.  Among the positive results that emerged from the survey was that the majority of staff are satisfied in their jobs.  Further pleasing results were noted, including the sense of good teamwork among Council employees and that employees received good information on what is expected of them.  The standard of line management was shown to be high across the authority.  It was also noted that nearly two-thirds of employees thought the Council had demonstrated that it was an effective Equal Opportunities employer and the Staff Development Scheme was seen to be well received.  The Interim Head of Personnel outlined areas for improvement identified from the survey.  It was noted that the survey was conducted towards the end of a period of considerable change within the organisation and that this was likely to cause concern among employees.  One area of concern alluded to in the Executive Summary was the problem staff had with bureaucracy within the authority and the management of the recent restructuring was reported as an area that could be improved upon.  Members also noted that senior managers were viewed less well than line managers.  The Interim Head of Personnel advised the Forum that the survey highlighted a need for greater communication.  It was added that at a recent CMT meeting three areas had been identified to focus upon.  These included more two-way communication, regular appraisals for all staff and a greater degree of shared ideas and teamwork.  The Interim Head of Personnel informed Members that the full survey would be available on the intranet and hard copies would also be available from 25 February.  It was further noted that the Harrow Update Newsletter would highlight the main areas and report on the outcome of the IDeA Review.

Members acknowledged that they had not had an opportunity to take a detailed look at the Staff Survey.  A Member from UNISON offered to post the survey on the UNISON website, which was welcomed by the Council side.  The Chair confirmed that this item would be on the agenda for a future meeting of the Forum for further consideration.  Members were delighted with the 52% response rate from the Staff Survey.  It was agreed that the high response rate added genuine validity to the conclusions of the survey.

Review of Employee Absence

Members were referred to the review of employee absence on page 41 of the agenda.  The Interim Head of Personnel informed Members that consultants had been engaged and produced a report on the Council’s employee absence.  ...  view the full minutes text for item 91.

Report of the Chief Executive and the Executive Director (Business Connections).

See Recommendation 1.

Report of the Executive Director (Organisational Development).

The Interim Head of Personnel read out a joint statement from the Council and UNISON.  The statement read as follows;  ‘The Council and UNISON are continuing to have positive discussions towards achieving a package of harmonised terms and conditions for former manual, APT&C and Contract Services staff.  The discussions are being held on a regular basis in order to ensure that all aspects are thoroughly considered.’  The Council side wished to express their gratitude to UNISON’s sympathetic and supportive approach to this issue.

RESOLVED:  That the joint statement by the Council and UNISON be noted.