To receive any apologies for absence and notification of any substitute members.

Apologies for absence were received from Councillors Ian Dalgarno, Paul Duckett and David Hopkins.

To approve as a correct record the minutes of the meeting of the Corporate Resources Overview and Scrutiny Committee held on 7 September 2009.

The minutes of the meeting held on 7 September 2009 were approved as a correct record and signed by the Chairman.

There were no declarations of interest.

To receive any announcements from the Chairman and any matters of communication.

The Chairman advised the Committee of changes to the Committee membership as follows:-

• Councillors Angela Barker and Christina Turner were no longer members of the Committee
• Councillors Ian Dalgarno and John Street were newly appointed members of the Committee.

To receive petitions in accordance with the scheme of public participation set out in Annex 2 in Part 4 of the Council’s constitution.

There were no petitions.

This is an opportunity for questions, statements and deputations from members of the public in accordance with the Public Participation Procedure set out in section A4 of the Council’s Constitution.

There were no public questions, statements or deputations.

To consider proposals, if any, to deal with any item likely to involve the disclosure of exempt information as defined in the relevant paragraph(s) of Part 1 of Schedule 12A of the Local Government Act prior to the exclusion of the press and public.

No matters containing exempt information were anticipated.

To consider any matter referred to the Committee in relation to the call-in of a decision.

There had been no matters of call-in.

To consider any items referred to the Committee at the request of a Member under Procedure Rule 3.1 of Part D2 of the Constitution.

There were no requested items.

The Committee will receive an overview presentation on how the Human Resources & Organisational Development Department operates within the Corporate Resources Directorate.  In view of the refresh of directorate strategies and plans, the presentation will take account of the key issues and challenges facing the Directorate in delivering the Council’s priorities.

The Committee received two presentations by the Acting Assistant Director, Human Resources and Organisational Development. The first was an overview of the HR/OD service covering the structure of the function, and the key issues and challenges facing HR/OD. The second addressed the harmonisation project in relation to bringing employees from the legacy authorities under one set of terms and conditions of employment. The slides are attached to these minutes at Appendix A and Appendix B.

The Committee considered the first presentation and asked a number of questions. It was noted that there had been an expectation that Human Resources would be able to deliver from Day 1 after the creation of Central Bedfordshire Council. In relation to developing the service, there were now clear objectives for improvement, with a long term goal of achieving excellence.

In relation to the recent Employee Survey, Members were aware that this was being run  by an external organisation - Ipsos Mori -  and that this guaranteed anonymity of individual responses. It was noted that the output of the consultation would enable benchmarking with other local authorities and also the identification of issues which needed to be addressed, in some instances through employee focus groups.

A discussion ensued on the role of Human Resources within the organisation. It was noted that delivering the complex services required of a local authority to a high level of performance required significant Human Resources support.

The Committee noted that Human Resources made use of external resources such as agency staff and recruitment. Suggestions were made that as time progressed further opportunities for sharing resources, for example with other local authorities in the region, should be explored. It was noted that regional networks were already being used and there would be opportunities to draw upon new partnerships.

Questions were asked as to the specific numbers of Human Resources staff and numbers of employees including those in schools. It was noted that during the transition to Central Bedfordshire Council, 105 posts across the broader Corporate Resources functions were deleted. As time went on it was anticipated that there would be further scope for rationalisation.

In response to questions it was noted that when managers were recruiting, they must do so through clear recruitment processes, with inbuilt controls. There were also clear controls in place relating to proposals for new posts to be added to the Council’s establishment. There were also controls in place relating to the provision and use of agency staff, whether they were covering vacant established posts or brought in for specific projects. A piece of work was ongoing to reconcile information regarding all agency and interim use across the Authority.

A request was made that information be provided at a future meeting on how many Human Resources staff dealt with quantified school and non-school employees.

A discussion ensued regarding the provision of Human Resources services for schools in the area together with HR services that were shared  with Bedford Borough Council. 

It was noted that sickness absence  ...  view the full minutes text for item 49.

At its meeting on 7 September, 2009 the Corporate Resources Overview & Scrutiny Committee considered the Budget Management Report for the period 30 June 2009. In view of its budgetary and resource responsibilities the Corporate Resources Overview & Scrutiny Committee is asked to consider an updated forecast and the accompanying plan to get back on budget.

The Committee received and considered a report setting out the budget position as at 31 July 2009. The Director of Corporate Resources reported  that the August figures would be submitted to the Executive at its forthcoming meeting (13 October) and the September figures were reaching completion.

In response to a question the Director advised that following some areas of concern having been addressed the budget was back on track. It was noted that employee costs represented a significant call on the Council’s budget but that it would not be possible to reduce outgoings in this area significantly this year due to the need for consultation to be undertaken before making redundancies, and also due to the costs of making posts redundant.

In response to a request the Director indicated that figures relating to spend on conferences and training would be brought to a future meeting.

The Committee noted that a recommendation set out in the report referred to paragraphs which were not in the report (recommendation 3 of the submitted report referring to paragraphs 4.2 – 4.10c). The Director indicated that these paragraphs referred to management actions and undertook to bring the consolidated action plans to the next meeting which would clarify the matter.

An explanatory comment was made by the Chairman that each Overview and Scrutiny Committee would be looking at their individual budget and this Committee would also take a wider view, including scrutinising the accuracy of accounting for example ensuring that matters were appropriately placed.

In response to a question the Director explained the current position regarding the allocation of the County Farms which had not yet been resolved.

RESOLVED:-

1.                  to note the contents of the report;

2.                  to note the latest budget projections for the year and the associated service implications;

3.                  to note the budget virements since the last report;

4.                  that the figures for spending in relation to training and conferences be brought to the next meeting;

5.                  that the consolidated action plans referred to by the Director be brought to the next meeting to enable the Committee to consider any proposed management actions and to determine whether any other changes to service provision needed to be made in the light of these;

6.                  that figures relating to spend on conferences and training would be brought to a future meeting.

The Committee will be advised on the proposals for the updated capital programme and the formal capital budget for the current financial year.

The Director of Corporate Resources provided an oral update in relation to the Capital Programme. He detailed the circumstances impacting on the Capital Programme, pointing out that the legacy authorities had pulled back on making commitments to capital projects in view of Local Government Reorganisation and that this was to be welcomed, as the Council had not inherited major commitments in this area.

Members welcomed a suggestion that the Chairman discuss with the Director an appropriate time to bring the Capital Programme as an item for discussion at a future meeting.

In response to a question regarding the availability of Section 106 monies the Director indicated that he would bring a report to a future meeting on the Section 106 funding available. He confirmed that Council policy prevented Council funds being “loaned” in advance of the Section 106 money becoming available for spending on a scheme.

RESOLVED:-

1.                  to note the Director’s oral report regarding the Capital Programme;

2.                  that the Chairman discuss with the Director and determine an appropriate time to bring the Capital Programme as an item for discussion at a future meeting;

3.                  that a report be brought to a future meeting on Section 106 funding, its availability and use.

The Committee will consider the revised programme of items for 2009/2010.

The Committee considered details of its revised Work Programme for 2009/2010.

The Chairman commented that he expected a report on the Capital Programme to be brought to the November or December meeting, depending on the outcome of his discussions with the Director of Corporate Resources (see minute 51above).

A suggestion was made that the Property Acquisitions and Disposals Quarterly Report scheduled for the December meeting might appropriately be brought to the November meeting. It was agreed that the Director would discuss this with the Assistant Director Property and Asset Management and advise the Chairman accordingly.

RESOLVED:-

to consider and approve the Work Programme as submitted, subject to possible amendments to be agreed by the Chairman after the meeting with regard to the timing of reports in relation to the Capital Programme and the Property Acquisitions and Disposals Quarterly Report.

The next meeting of the Committee will be held on 2 November 2009 in Room 15, Priory House, Shefford starting at 10.00am.

RESOLVED:-

1.                  to note that the next meeting would be held on 2 November 2009 in Committee Room 15 at Priory House, Shefford starting at 10.00am;

2.                  to note that the 30 November meeting had been changed at the Committee’s request and would be held on Thursday 10 December 2009 in the Council Chamber at Priory House, Shefford starting at 10.00am.