Agenda and draft minutes

Staffing and Remuneration Committee
Tuesday, 2nd February, 2021 7.00 pm

Venue: MS Teams

Contact: Emma Perry, Principal Committee Co-ordinator 

Note: Webcast: https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzY0YzZkZDUtZDAwMi00MzlmLWI0MWItZGVkOGFiNjRmNWJi%40thread.v2/0?context=%7b%22Tid%22%3a%226ddfa760-8cd5-44a8-8e48-d8ca487731c3%22%2c%22Oid%22%3a%22515ca3a4-dc98-4c16-9d83-85d643583e43%22%2c%22IsBroadcastMeeting%22%3atrue%7d 

Items
No. Item

1.

FILMING AT MEETINGS

Please note this meeting may be filmed or recorded by the Council for live or subsequent broadcast via the Council’s internet site or by anyone attending the meeting using any communication method.  Members of the public participating in the meeting (e.g. making deputations, asking questions, making oral protests) should be aware that they are likely to be filmed, recorded or reported on.  By entering the ‘meeting room’, you are consenting to being filmed and to the possible use of those images and sound recordings.

 

The Chair of the meeting has the discretion to terminate or suspend filming or recording, if in his or her opinion continuation of the filming, recording or reporting would disrupt or prejudice the proceedings, infringe the rights of any individual, or may lead to the breach of a legal obligation by the Council.

 

Minutes:

The Chair referred to the notice of filming at meetings and this information was noted.

2.

Apologies for absence and substitutions (if any)

To receive any apologies for absence.

Minutes:

Apologies for absence were received from Cllr Matt White.

3.

Urgent Business

The Chair will consider the admission of any late items of Urgent Business. (Late items of Urgent Business will be considered under the agenda item where they appear. New items of Urgent Business will be dealt with under agenda item 10 below. New items of exempt Urgent Business will be dealt with at agenda item 13 below).

Minutes:

There were no items of urgent business.

4.

Declarations of interest

A member with a disclosable pecuniary interest or a prejudicial interest in a matter who attends a meeting of the authority at which the matter is considered:

 

(i) must disclose the interest at the start of the meeting or when the interest becomes apparent, and

(ii) may not participate in any discussion or vote on the matter and must withdraw from the meeting room.

 

A member who discloses at a meeting a disclosable pecuniary interest which is not registered in the Register of Members’ Interests or the subject of a pending notification must notify the Monitoring Officer of the interest within 28 days of the disclosure.

 

Disclosable pecuniary interests, personal interests and prejudicial interests are defined at Paragraphs 5-7 and Appendix A of the Members’ Code of Conduct

Minutes:

There were no declarations of interest.

5.

Deputations / petitions / presentations / questions

To consider any requests received in accordance with Part 4, Section B, paragraph 29 of the Council’s constitution.

Minutes:

There were no deputations, petitions, presentations, or questions.

6.

Minutes pdf icon PDF 206 KB

To approve the minutes of the meeting held on 1 December 2020.

 

To approve the minutes of the Special Staffing and Remuneration Committees held on 9 November and 7 December 2020.

 

Additional documents:

Minutes:

RESOLVED

 

That the minutes of the Staffing and Remuneration Committee meeting held on 1 December 2020 and the minutes of the special Staffing and Remuneration Committee meetings held on 9 November 2020 and 7 December 2020 be confirmed and signed as a correct record.

7.

Pay Policy Statement 2021/22 pdf icon PDF 279 KB

The Council is required to produce an annual Pay Policy Statement to comply with the requirements of the Localism Act 2011. The Council approved its last Pay Policy Statement at Full Council on 16th March 2020.  

 

The attached Pay Policy Statement provides an update for publication in April 2021.

 

Additional documents:

Minutes:

Ian Morgan, Reward Strategy Manager, introduced the report which sought approval for the Pay Policy Statement 2021-22. It was explained that the Council was required to produce an annual Pay Policy Statement to comply with the requirements of the Localism Act 2011. It was explained that the statement set out various provisions, including those relating to the remuneration of the lowest paid employees, payments on termination, and the re-employment of employees. It was noted that, if agreed, the statement would be presented to Council for approval. It was added that the Council had a responsibility to update and publish the Pay Policy Statement as soon as possible.

 

The Committee noted that, under paragraphs 5.4 - 5.6 of the Pay Policy Statement, the Council employed Educational Psychologists and Education Advisers and Inspectors based on the pay scales recommended by the Soulbury Committee and employed teachers based on the national Teachers Pay and Conditions (TPAC); it was enquired whether this was done in practice and how many people were employed under each category. The Reward Strategy Manager explained that the Council had a number of positions that were based on Soulbury and TPAC but it was noted that some of these could be vacant at any given time and there were only a small number of people in each of the categories.

 

The Committee noted that the Council could make market allowance payments in certain circumstances, such as where it had proved difficult to fill a post or where there was a skills shortage; it was enquired how market allowance payments were monitored. The Reward Strategy Manager stated that this would be determined by the Reward Strategy Manager, Chief People Officer, and ultimately by the Chief Executive.

 

It was noted that the Pay Policy Statement included a commitment for the Council to work towards all workers in the supply chain being paid the London Living Wage (LLW) and it was asked how this was monitored. It was explained that the responsibility for ensuring that the Council paid its employees the LLW was overseen by the Reward Strategy Manager and the Payroll Manager and it was confirmed that all employees were paid the LLW. It was noted that ensuring the LLW was paid to workers in the supply chain was largely the responsibility of the Procurement Team, with the Commissioning Team leading on some items. The Chief People Officer explained that, as contracts were renewed, the Procurement Team sought to stipulate payment of the LLW in contracts. It was noted that any questions about this process could be directed to Barry Phelps, Head of Procurement.

 

RESOLVED

 

1.    To approve the draft Pay Policy Statement 2020/21, attached at Appendix A to the report.

 

2.    To authorise the Director for Customers, Transformation & Resources, after consultation with the Chair of the Committee, to make such amendments to the Pay Policy Statement as considered minor.

 

3.    To remit the Pay Policy Statement for endorsement by Full Council on 22nd 18th March 2021.

8.

Implementing Trans Equality Policy pdf icon PDF 314 KB

As part of the Council’s ongoing commitment to equality and diversity, it is recommended that we adopt a specific Trans Equality policy. Members are asked to consider the Trans Equality Policy (attached as Appendix 1) and Practice Notes (attached as Appendix 2). 

Additional documents:

Minutes:

The Chair introduced the item and highlighted that there was a slightly amended Appendix 2 which had been circulated to the Committee and published on the Council’s website. Dan Paul, Chief People Officer, introduced the report and noted that this was the second time that the Trans Equality Policy had been considered by the Committee, the first time being in December 2019. It was explained that the Council had a strong commitment to improve equality and diversity in the workforce and to create a workforce that was free from bullying, harassment, and discrimination. The Council had committed to being an inclusive employer and undertook Stonewall Workplace Equality Index benchmarking each year; through this, there had been a recurring recommendation to introduce a Trans Equality Policy which was considered best practice across local government.

 

It was noted that, after consideration by the Committee in 2019, the policy had been amended and a detailed Equalities Impact Assessment (EIA) had been undertaken. The EIA balanced the rights of various protected groups and concluded that the policy would positively impact on protected groups and enhance equality in Haringey. The Chief People Officer explained that the Trans Equality Policy, the practice notes, and the EIA had all been through the detailed policy design and approval process which included consultation with Trade Unions. It was stated that the adoption of the policy was strongly recommended by officers who considered that it would advance equality in the workplace.

 

Cllr Davies stated that the adoption of a Trans Equality Policy was overdue and that the current proposal was a significant improvement from the version that was presented to the Committee in December 2019. She commented that the operational parts of the policy should be approved, subject to minor amendments. However, Cllr Davies was not satisfied with the list of resources, as policies generally did not include this sort of information and a number of the organisations listed no longer existed, and the glossary, as it contained overly detailed and potentially controversial definitions. She suggested that the Committee should approve the Trans Equality Policy and practice notes, subject to minor amendment, and that officers should investigate whether the list of organisations and glossary needed to be included.

 

Cllr Say enquired why the Trans Equality Policy was not included within a general equalities policy and noted that she had concerns about some of the wording used in the policy. She stated that the glossary would require regular updates and that some of the organisations in the list of resources no longer existed and some might not be endorsed by the Council. Cllr Say also expressed concerns that the EIA had involved Trade Unions, London Councils Human Resources (HR) Policy Network, and the Legal Team but that it had not involved any women’s groups.

 

The Chief People Officer noted that there were not policies for each protected group but highlighted that Trans people faced unique challenges which merited protection through this specific policy. It was added that, in the past, there  ...  view the full minutes text for item 8.

9.

People Report - December 2020 pdf icon PDF 179 KB

The People Report is designed to give officers and members relevant workforce data in an easy to understand format in order to support informed strategic decision making.

 

Additional documents:

Minutes:

Ian Morgan, Reward Strategy Manager, introduced the report which provided a quarterly update on relevant workforce data in order to support informed, strategic decision making. It was explained that Appendix A to the report presented information relating to the number of staff, composition of the workforce, starters and leavers, and sickness. Appendix B presented a copy of the employment profile which showed some analysis of each directorate and activities relating to recruitment and retention and formal procedures.

 

It was noted that off payroll interims and consultants should be employed for a short time period and it was enquired whether it was possible to monitor the length of contracts for these individuals. The Reward Strategy Manager explained that no agency worker was engaged for more than three months and that any extensions to this time period were subject to a formal process with Director approval. It was noted that it was challenging to analyse the average length of employment as some workers could undertake multiple assignments or may have a break during an assignment. It was commented that these concerns were known and were taken into account for the insourcing of resourcing.

 

It was also noted that there had been a marked decrease in sickness rates between June 2020 and December 2020 and it was enquired whether there was a specific cause for this. The Reward Strategy Manager noted that there was likely an impact relating to Covid-19. It was explained that no worker directly or indirectly impacted by Covid-19 should suffer any detriment and some absences had now been categorised in a slightly different way as a Covid-19 related absence. It was added that this information was being tracked and that, if any trends emerged, these would be considered and discussed later in the year.

 

It was commented that the Committee had received a presentation on the impact of Covid-19 on the general health of employees in June 2020 and it was asked whether this subject had been reassessed. The Chief People Officer noted that continual improvements were being made for employees and this included a new process for ordering equipment for home working and a contract to supply desks for those who needed one. It was noted that a staff survey had not been conducted recently but there had been all staff discussions, including discussions about the future of the workplace after the Covid-19 pandemic. It was suggested that an update report could be brought to the Committee after March 2021.

 

It was noted that there would be changes to off payroll working rules (IR35) in April 2021 which would require organisations to determine whether there was a genuine case for people being self-employed; this would result in a change to the tax burdens for a number of interims and it was enquired whether the Council was prepared to ensure compliance. The Reward Strategy Manager stated that the Council was prepared for ensuring compliance in relation to IR35. It was noted that the responsibility for the tax bill in  ...  view the full minutes text for item 9.

10.

Performance Related Pay

Verbal update on Performance Related Pay.

Minutes:

Dan Paul, Chief People Officer, delivered a brief verbal update; it was explained that the Committee had previously approved the re-linking of senior management annual pay inflationary increases to the national terms and conditions and the national negotiations. It was noted that the current pay structure, which was set up in 2016, was intended to allow for contribution based pay increases for senior management but that this had not occurred. It was explained that the rest of the workforce had received annual increments across the pay structure but this had not happened for senior managers. It was noted that this position was currently under review and the main considerations were that the pay system needed to be fair as well as affordable. Although there was no formal update at present, the issue was being considered by the relevant people, including the Head of Paid Service and Section 151 Officer.

 

Following a question from the Committee, the Chief People Officer clarified that senior management had received no pay increases other than increases based on inflation. It was noted that there had been no progression through pay scales for senior managers as there had been for the rest of the workforce. It was currently being considered whether progression through senior management pay scales should be linked to performance or contribution.

 

It was noted that senior managers, such as the Head of Paid Service and Section 151 Officer, were considering how progression might work and it was enquired whether there would be any external or independent input on this policy. The Chief People Officer noted that these considerations were at an early stage and that independent input may be required; it was stated that there were known experts in this area and that it would be important to have advice from someone who was not impacted by the proposed system.

 

RESOLVED

 

To note the update.

11.

New items of urgent business

To consider any new items of urgent business admitted by the Chair under agenda item 3 above.

Minutes:

There were no new items of urgent business.

12.

EXCLUSION OF PRESS AND PUBLIC

Items 13-14 are likely to be subject to a motion to exclude the press and public from the meeting as they contain exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); paragraph 1.

 

Minutes:

RESOLVED

 

That the press and public be excluded from the meeting for consideration of items 13-14 as they contained exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); para 1; namely information relating to an individual.

13.

Exempt Minutes

To approve the exempt minutes of the meeting held on 1 December 2020.

 

To approve the exempt minutes of the Special Staffing and Remuneration Committees held on 9 November and 7 December 2020.

 

Minutes:

RESOLVED

 

That, subject to an amendment, the exempt minutes of the Staffing and Remuneration Committee meeting held on 1 December 2020 be confirmed and signed as a correct record and that the exempt minutes of the special Staffing and Remuneration Committee meetings held on 9 November 2020 and 7 December 2020 be confirmed and signed as a correct record.

14.

New items of exempt urgent business

To consider any new items of urgent business admitted by the Chair under agenda item 3 above.

 

Minutes:

There were no new items of exempt urgent business.