Agenda and minutes

The Chair welcomed everyone to the October meeting of the Scrutiny Board (Resources and Council Services).

To identify items which have been admitted to the agenda by the Chair for consideration.

(The special circumstances shall be specified in the minutes.)

There were no late items

To disclose or draw attention to any disclosable pecuniary interests for the purposes of Section 31 of the Localism Act 2011 and paragraphs 13-18 of the Members’ Code of Conduct.  Also to declare any other significant interests which the Member wishes to declare in the public interest, in accordance with paragraphs 19-20 of the Members’ Code of Conduct.

In accordance with paragraphs 19-20 of the Members Code of Conduct, the following declaration was made by Councillor Ron Grahame in relation to Agenda item 8 as a Member of the GMB Union (minute 43 refers).

To receive any apologies for absence and notifications of substitutes.

Apologies for absence were received from Councillor Lowe and Councillor Wood.

To confirm as a correct record, the minutes of the previous meeting held on 3^rd September 2012

(Copy attached)

RESOLVED -That the minutes of the previous meeting held on 3^rd September 20102 be confirmed as a correct record.

To receive for information the minutes of the Executive Board held on 5^th September 2012

(Copy attached)

RESOLVED -That the minutes of the Executive Board held on 5^th September 2012 be noted.

To consider a report by the Chief Officer (HR) which provides an update on plans to reduce use and requirements for agency workers and overtime and to indicate what steps are being taken in services where there is greatest use of overtime and agency cover.

(Report attached)

The Chief Officer (HR) presented to the Board a report detailing plans to reduce use and requirements for agency workers and overtime and specifically to indicate steps being taken in those services where there is the greatest use of overtime and agency cover.

The following were in attendance:

Councillor Judith Blake - Executive Member Children’s Services

Councillor Mark Dobson – Executive Member Environment

Sandie Keene – Director of Adult Social Services

Steve Hume – Chief Officer, Resources and Strategy, Adult Social Care

Neil Evans – Director of Environment & Neighbourhoods

Steve Walker – Deputy Director – Safeguarding Specialist & Targeted Services, Children’s Services

Sal Tariq – Chief Officer, Children’s Social Work, Children’s Services

Alex Watson – Head of Human Resources

Ian Williams – Human Resources Manager

The Board noted the agreed recommendations made at its September meeting that would support:

a)  Finding ways to use our own potentially surplus staff instead of agency workers

b)  Bringing aspects of agency work in-house and reducing overtime with core staffing

c)  Setting out clearer guidelines and protocols on the use of overtime and agency staffing; including setting limits on how long agency workers ought to be hired before the option on putting them on our payroll could be considered

d)  Internal Audit to undertake a VFM review of agency worker contracting arrangements

In brief summary, the main issues of discussion were;

·  The draft guidelines for the use of agency workers and the key principles underpinning the guidance.

·  The creation of an internal ‘admin-pool’ as an alternative to agency workers and the role of staff within the talent pool

·  The fact that services will continue to rely on the flexibility of agency workers and overtime to deliver some of the most important front-line services

·  The economic advantage of employing agency staff

·  The acknowledgement that the three Directorates in discussion had managed agency staff and overtime within their staffing budget

·  The values of the City Council as an employer and the desire to move to a situation where there are no agency workers on long term placements and that agency workers and overtime were used on a ‘needs must basis’ within a well managed, balanced work force.

·  The use of other methods to deal with workforce peaks and troughs such as split shifts and shift swaps.

·  The acknowledgement of the particular recruitment and retention circumstances with Children’s Services which require the use of agency staff to undertake complex cases.

·  The circumstances in which agency staff are used in Adult Social Care, particularly during the current period of service change and realignment

·  The acknowledgement that since the Board’s September meeting the overall number of agency workers had reduced.

RESOLVED 

(i)  To note progress against the recommendations agreed at the September Board meeting

(ii)  To note the action taken to reduce the use of agency workers and overtime

(iii)  To endorse guidelines and protocols on the use of overtime and agency staffing

To consider a report by the Chief Commercial Services Officer which provides an update on the Authority’s fleet replacement programme, influences around alternative fuels and carbon reduction, community engagement, additional MOT testing facilities, the co-location of grounds maintenance workshops and the driver cpc qualification to date.

(Report attached)

The Chief Commercial Services Officer submitted a report updating Scrutiny Board on the Authority’s fleet replacement programme, influences around alternative fuels and carbon reduction, community engagement, additional MOT testing facilities, the co-location of grounds maintenance workshops and the driver certificate in Professional Competence qualification.  This followed recommendations made by Scrutiny Board in the 2011/12 municipal year.

The following were in attendance:

Sarah Martin – Chief Officer, Property & Fleet

Terry Pycroft – Head of Fleet Services

In brief summary, the main issues of discussion were;

·  The successful trial introduction of alternative fuel vehicles and the proposed further expansion of this fleet as part of the vehicle replacement programme.

·  The opportunities provided by the service for training young people through trade apprenticeships, work placements, back to work initiatives and local engagement through schools and colleges.

·  The expansion of the MOT testing facility and the additional income this brings to the Authority.

·  The ongoing option appraisal for the potential co-location of Fleet Services and Grounds Maintenance at the workshops at York Road.

·  The forward plan for CPC training with Directorates provided and monitored by Fleet Services

The Board congratulated the service for the progress made in the above areas.

RESOLVED – To note the further information regarding the operation of the Fleet Services Division of the Resources Directorate.

To consider a report by the Head of Scrutiny and Member Development which sets out the Board’s draft work schedule for the 2012-13 Municipal year

(Report attached)

The Head of Scrutiny and Member Development submitted a copy of the Board’s work schedule.  A discussion on potential work items ensued.

RESOLVED –

(i)  To add to the work schedule the following items;

Financial Strategy 2013 to 2017

Welfare reform

Customer Access

(ii)  To authorise the Chair and the Head of Scrutiny and Member Development to refine and schedule these items as appropriate. .

To note that the next meeting will take place on Monday 19^th November 2012 at 10.00am in the Civic Hall, Leeds (Pre – Meeting for Board Members at 9.30am)

RESOLVED – To note the date of the next meeting as Monday 19^th November 2012 at 10.00am

(All meetings to take place in the Civic Hall, Leeds, commencing at 10.00am)

(The meeting concluded at 12.30 pm)