Agenda and minutes

Venue: Norfolk Room, The Conference Suite, Elizabeth House, Dereham

Contact: Committee Services  Tel: 01362 656870

Items
No. Item

41.

Minutes (Agenda Item 1) pdf icon PDF 72 KB

To confirm the minutes of the meeting held on 27 July 2011.

Minutes:

The Minutes of the meeting held on 27 July 2011 were confirmed as a correct record and signed by the Chairman.

42.

Apologies (Agenda Item 2)

To receive apologies for absence. 

Minutes:

Apologies for absence were received from Mr B Borrett.

43.

Declaration of Interest (Agenda Item 3)

Members are asked at this stage to declare any interests they may have in any of the following items on the agenda.

 

The Members’ Code of Conduct requires that declarations include the nature of the interest and whether it is a personal or prejudicial interest.

Minutes:

No declarations were made under this item.  However, during discussions under Agenda Item 10 Mr Williams declared a personal interest by virtue of being a shareholder of a Housing Association.

44.

Urgent Business (Agenda Item 4)

To note whether the Chairman proposes to accept any item as urgent business, pursuant to Section 100(B)(4)(b) of the Local Government Act 1972.

Minutes:

None.

45.

Lease Car Scheme (Agenda Item 7) pdf icon PDF 91 KB

Report of the Assistant Director for Commissioning.

 

Members are asked to note the comments made by the Local Joint Consultative Committee at its meeting on 8 September 2011.

Additional documents:

Minutes:

With the Chairman’s agreement, this item was brought forward in the agenda at the request of the presenting Officer.

 

The Strategic Property Manager advised Members that the Lease Car Scheme had been reviewed to bring the policy into alignment with operational practice and to make it easier to manage.

 

Consultations had taken place with Unison and the policy had been considered at the Local Joint Consultative Committee (LJCC) meeting held on 8 September.

 

Most amendments were minor however there were two major changes.  The first was the inclusion of ex-South Holland employees now in shared posts and the other was the procurement of Accident Management services.

 

In response to questions the following points were clarified:

 

  • criteria for staff to join the scheme were set out on page 22 of the agenda.  Essential users were split into two categories: Job Based and Work Based.  
  • essential users without lease cars could claim mileage allowance
  • the Council’s insurance covered family members driving leased cars
  • there was an adequate process in place for checking driving licences
  • checks would also be carried out with regard to medical restrictions (following a request from the LJCC)
  • Planning and Building Control staff were no longer in the lease car scheme but this reduction in users had not affected costs; terms and discounts remained the same
  • approximate mileage was not required for the new Shared Management scheme members as they qualified under the Job Based criteria

 

The Chairman noted that the LJCC had recommended approval of the recommendation.

 

RESOLVED to approve the amendments to the Lease Car Scheme Policy, incorporating the inclusion of all shared posts in the scheme eligibility and the procurement of Accident Management services from the current provider.

46.

Local Joint Consultative Committee : 8 September 2011 (Agenda Item 5)

To adopt the unconfirmed minutes of the Local Joint Consultative Committee held on 8 September 2011.

Minutes:

Copies of the Minutes were distributed at the meeting.

 

(a)       Corporate Health & Safety – Joint Consultative Group Minutes: 30 June 2011 (Minute No 34/11(b))

 

The Chairman of the LJCC advised that Mr Kybird had visited the site and determined that further investigation was needed.  A report would be presented to the next LJCC and General Purposes Committee.

 

(b)       CRB Policy & Procedure (Minute No 36/11)

 

The Recommendation was noted for Agenda Item 6.

 

(c)        Lease Car Scheme (Minute No 37/11)

 

The Recommendation had been noted at Agenda Item 7.

 

(d)       Adoption

 

RESOLVED that the unconfirmed Minutes of the LJCC held on 8 September 2011 be adopted.

47.

CRB Policy & Procedure (Agenda Item 6) pdf icon PDF 56 KB

Report on behalf of the Assistant Director of Commissioning.

 

Members are asked to note the comments made by the Local Joint  Consultative Committee at its meeting on 8 September 2011.

Additional documents:

Minutes:

The Senior HR Consultant presented the report which sought approval to implement the CRB Policy to provide a fair system for applicants and staff and to meet the Council’s duties as a registered body.

 

The proposed Policy would be reviewed when the Protection of Freedoms Bill became law in early 2012.

 

The Policy would ensure a consistent approach and additional documents had been produced including a CRB risk assessment chart to help assess if a post needed a CRB disclosure.

 

Members discussed the disposal of disclosure certificates and suggested that disposals should be witnessed and that there should be a written record with date and signature to safeguard HR staff.  

 

RESOLVED that subject to the requirement for a signature from a witness to safeguard the employee disposing of a record, the implementation of the CRB Policy be approved.

48.

Next Meeting (Agenda Item 8)

To note that the next meeting of the General Purposes Committee will be held on 16 November 2011 at 10.00 a.m in the Norfolk Room.

Minutes:

The arrangements for the next meeting, on 16 November 2011 at 10.00am in the Norfolk Room, were noted.

49.

Exclusion of Press and Public (Agenda Item 9)

To consider passing the following resolution :

 

“That under Section 100(A)(4) of the local Government Act 1972, the press and the public be excluded for the meeting for the following item of business on the grounds that it involves the disclosure of exempt information as defined in paragraphs 1 to 4 of Schedule 12A to the Act”.

 

PART B

ITEMS FROM WHICH THE PRESS AND THE PUBLIC ARE EXCLUDED

Minutes:

RESOLVED that under Section 100(A)(4) of the local Government Act 1972, the press and the public be excluded for the meeting for the following item of business on the grounds that it involves the disclosure of exempt information as defined in paragraphs 1 to 4 of Schedule 12A to the Act.

50.

Change in Service Delivery Within the Strategic Housing Team (Agenda Item 10)

Report of the Director of Commissioning.

Minutes:

The Principal Housing Officer (Strategy and Enabling) presented the report and explained that, due to the details it contained it had come direct to the General Purposes Committee and not through the LJCC.

 

Both the Chairman of the General Purposes Committee and the Chairman of the LJCC were concerned at that change from usual procedure.  They felt that there should have been a way to report the matter to LJCC first.  After further debate the Assistant Director for Commissioning suggested that he should talk through the future review process with the Chairman of the LJCC to ensure that a satisfactory process could be agreed.

 

The Chairman of General Purposes asked Members if they were happy to deal with the matter and the Chairman of the LJCC said that he did not want to delay the process and that as long as his concerns were noted he was happy for the report to proceed and other Members agreed.

 

The Assistant Director of Commissioning clarified that there were a number of reviews to be undertaken and a dialogue was taking place with local and regional Unison officers to seek advice on how best to engage with staff.  Regular contact would be maintained with the Unison Regional Office.

 

The Principal Housing Officer (Strategy and Enabling) then explained the proposals set out in the report and the reasons behind them.

 

Members agreed that media coverage of any changes needed to be carefully managed to reassure the public that the Council’s services, particularly for vulnerable people, would be maintained and that the Council’s main objective of delivering a high standard of service remained the same.

 

It was confirmed that the changes would not affect the Council’s relationship with its partners and it was during that discussion that Mr Williams declared a personal interest.

 

RESOLVED to:

 

(1)               Approve the commencement of the consultation with staff on the proposed new structure for the serve and resultant redundancies; and

(2)               Delegate authority to the Corporate Management Team to consider any proposals from the consultation period and implement any appropriate proposals.

 

It was noted that if there were any major changes to the terms of reference following the consultation period the report would return to the Committee for further consideration.