A MEETING OF THE PERSONNEL SUB-BOARD
WAS HELD ON 29 OCTOBER 2003
The Mayor (Councillor Mrs Binfield) (ex-officio), Chairman of the Policy and Organisation Board (Councillor Cully) (ex-officio) (P); Councillors Edwards (P), Gill (P), Hayward (P), Searle (P), Taylor (P) and Wright (P).
10. MINUTES
RESOLVED: That the Minutes of the meeting of the Sub-Board held on 10 September 2003 be approved and signed by the Chairman as a true and correct record.
PART II
11. DRAFT COMMUNICATIONS POLICY
Consideration was given to a report of the Corporate Services Manager (a copy of which is attached to the Minute Book as Appendix "A"), which dealt with a draft communications policy to cover staff and member usage of the internet, e-mail, telephone and fax.
It was reported that the Council had introduced a set of IT Security and Privacy Standards some years ago as a guideline for staff in the use of IT facilities. More recently an internet access agreement form had been introduced for staff. In view of the recent growth in the use of e-mail/internet and other communications facilities and the introduction of legislation affecting their use, it was considered that a policy covering all these areas should be introduced. This would give staff a much clearer picture of what was considered acceptable and unacceptable practice. It also set out the Council's policy regarding any monitoring activities that might be carried out.
A comprehensive communications policy had therefore been prepared and it was proposed that in future this would form part of the terms and conditions of employment for all staff, permanent, casual and temporary, and that it would also cover agency staff, contractors and volunteers. The policy, it was proposed, would also apply to councillors when using council-owned laptop computers or other equipment. The policy, if approved, would be effective throughout the Council and would apply to all staff regardless of position or seniority.
The Sub-Board's members considered the report and felt that they should be given the opportunity to consider separately the draft communications policy regarding member usage. It was recommended that the Members On-Line Working Group on 11 November 2003 should consider the policy with the final approval of the Policy and Organisation Board.
RESOLVED: That –
(i) the draft communications policy be approved for application to all staff of the Council; and
(ii) the Members On-Line Working Group be requested to consider the draft communications policy for member usage of council-owned laptop computers with the final approval of the Policy & Organisation Board.
12. WORK/LIFE BALANCE
Consideration was given to a report of the Corporate Services Manager (a copy of which is attached to the Minute Book as Appendix "B"), which dealt with work/life balance issues for the Council's staff.
It was reported that the Manager's report followed a staff consultation exercise on such issues. Arising from the exercise the following were sought:
"Where staff commence work before 9am and finish after 5pm, a full service must be provided, for example by using/answering the telephone, e-mail communication."
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include reference to special circumstances, to formalise the current informal arrangement whereby staff with unavoidable outside commitments are permitted the flexibility to be out during core time, eg to admit public utility staff to their home, to provide care for a relative or to pick up a child from school where normal arrangements have fallen through.
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since it was necessary to introduce a procedure for those entitled to request to work more flexibly, it was suggested that the same procedure be used for all, with of course clarification being provided in regard to the legal situation.
Members of the Sub-Board considered the report and recommended an increase in the number of hours which may be carried forward from one accounting period to the next to 16. The hours could be taken in half days or as two working days but not consecutively.
RESOLVED: That –
(i) approval be given to the change in the flexible working hours scheme from the current 8 hours to 16 hours with the conditions outlined above; and
(ii) the provision for all staff to request more flexible working hours as detailed in the report be formalised.
13. NEW DEAL – INTERMEDIATE LABOUR MARKET BID
Consideration was given to a joint report of the Director of Development and Environment and Corporate Services Manager (a copy of which is attached to the Minute Book as Appendix "C") regarding the above matter.
The Sub-Board was advised of the Central Government New Deal Programme aimed at getting long-term unemployed persons back into employment. Portsmouth City Council had a New Deal Unit based within its Environmental Health and Trading Standards Department. Bids had been invited by South East of England Development Agency (SEEDA) for Co-Financing bids from the European Social Fund. In general, bids were more successful if they were made by partnering agencies. On this basis, Portsmouth City Council had invited Fareham Borough Council, Havant Borough Council and Gosport Borough Council to join with them and make an ESF Co-Financing bid for the Intermediate Labour Market. The bids had to be sent to SEEDA by 30 September 2003.
The main aim of an Intermediate Labour Market was to give those who are most removed from the labour market a bridge back to the world of work by improving participants' general employability. The core feature was paid work on a temporary contract, together with training, personal development and job search activities. The total value of the Intermediate Labour Market bid for Portsmouth and South East Hampshire to the European Social Fund was £1,394,757 in order that the programme could operate from 1 January 2004 to 31 December 2006.
The Council's involvement would be for unemployed persons from Gosport to be included within the scheme. The persons from Gosport would become temporary employees of Gosport Borough Council for up to twenty six weeks whilst on the scheme. Personnel and Payroll resources would be supplied by the Council, with day to day management including health and safety training being overseen by Portsmouth City Council.
The outcome of the bid should be known by mid-December 2003 and it was intended to bring a more detailed report on the implications of this programme to the Council should it be successful.
RESOLVED: That –
(i) the European Social Fund (ESF) Co-Financing bid to develop an Intermediate Labour Market in South East Hampshire be endorsed; and
(ii) a more detailed report on the implications of a successful bid and consequent programme be brought back to a future meeting of the Council's Policy and Organisation Board.
CHAIRMAN
