Agenda and minutes

Councillor Simon Bosher had sent apologies for absence.

There were no declarations of Members' interests. For transparency Councillor Charlotte Gerada informed those present that she is a member of Unite and GMB union and just started working for the TTSA union; Councillor Cal Corkery declared that he is a member of Unison and Unite. 

RECOMMENDED that the minutes of the meeting held on 23 July 2024 be confirmed and signed by the Chair as a correct record.

RESOLVED that the minutes of the meeting held on 23 July 2024 be confirmed and signed by the Chair as a correct record.

The purpose of this report is to update the Employment Committee about the levels of sickness absence across the council and the actions being taken to manage absence and promote employee wellbeing.

RECOMMENDED that Members

·       Note the decrease in absence levels across the organisation.

·       Note the levels and causes of sickness absence across the Council and by directorate.

·       Note the activities and interventions undertaken to support attendance and improve health and wellbeing.

·       Note the information regarding Vivup.

Rochelle Wiliams, Assistant Director HR, introduced the report informing Members thatit provided an update on the levels and causes of sickness absence across the Council and more importantly the actions being taken to improve attendance and promote employee health and wellbeing. The report sets out the details relating to sickness absence and the picture remains relatively stable with the reasons also remaining stable. Due to system upgrades, in the longer term, future reports may have a slightly different format and the changes in reporting may impact some trend data.  In two very positive initiatives, a wellbeing co-ordinator has been appointed and 65% of employees are engaged with the new Viv-up employee benefits platform.  The next report will include feedback on a Wellbeing Workshop which was held in mid-November.

Members' Questions

In response to Members' questions, the Assistant Director HR provided the following points of clarification:

·       Regarding work related mental health, there are some 'hot spots' relating to specific job roles.  Once the new recording system goes live in February 2025, more detailed information will become available.  In the meantime, directors receive quarterly reports, training is in place and day one interventions where workplace mental health issues arise are strongly encouraged

·       The council offers flu jabs to employees but as the NHS offer has improved in recent years, the council has seen employee take up reduce.  Last year around 100 people took advantage of the offer.  The offer will continue to be monitored for viability.

·       Some muscular skeletal issues (job related) are related to specific job roles and more generally, to the aging demographic of the workforce.

·       Reporting by individuals indicates that psychological issues (personal) relate to general stresses such as the cost of living.  Data collection on this will be improved when the new system goes live.

·       Regarding fertility issues, such as IVF, the council takes a supportive approach to individuals, but they are not recorded as a separate reason for sickness absence currently.

·       The overall reduction of sickness absence was not attributable to one initiative but several activities which have had an overall effect.

Members' comments

Councillor Sanders welcomed the reduction in sickness absence overall.  As Cabinet Member for Housing and Tackling Homelessness, he noted that housing officers recorded high levels of absence for psychological reasons and asked for a more detailed briefing from officers.  This was agreed.

Councillor Sanders proposed amendments to recommendations a) and c) replacing the word 'note' with 'welcome' in each case.  Following discussion, it was agreed to make this amendment to recommendation c) only.

RESOLVED - to:

a)    Note the decrease in absence levels across the organisation.

b)    Note the levels and causes of sickness absence across the Council and by directorate.

c)    Welcome the activities and interventions undertaken to support attendance and improve health and wellbeing.

d)    Note the information regarding Vivup.

To update the Employment Committee on the Government’s intended employment law reforms.

Rochelle Wiliams, Assistant Director HR, introduced the report which provides an update on the Government’s intended employment law reforms including the Employment Rights Bill introduced to the House of Commons on 10 October 2024.  It is likely the reforms will take effect no earlier than 2026.  There are several broad thematic areas - family friendly rights, fair pay, flexibility, equality at work, enforcing rights at work and voice at work.

The Assistant Director HR also informed Members that other areas of legislation are also in the process of being introduced including the Worker Protection (Amendment of Equality Act 2010) Act 2023 which creates a duty to prevent sexual harassment (from October 2024) and Neonatal Care (Leave and Pay) Act 2023 (expected to come into force from April 2025), and that these will also have implications for the Council.

Members' Questions

Officers provided the following points of clarification following Members questions:

·       Regarding sick pay entitlement, the council already has a day one right to sick pay, rather than the statutory three days.

·       The council will respond to the governments targeted consultations where appropriate including where there are unintended consequences to the current wording.  Some current wording could limit agility across the workplace whilst a redraft could retain the protections sought without an unintended penalty to good employers.

·       The council is facing the potential for increased costs to third parties and suppliers being passed on and it does not have oversight of how partners deliver employment rights.

·       In relation to the new sexual harassment legislation however, the council does have some oversight.  This legislation will require a significant shift in approach, training needs to be specific to the working environment (office based, in the community, remote settings) and needs to be appropriate. Risk assessments will also be required.

Members' comments

The Chair noted that the Worker Protection Act 2023 will have implications for Member training and asked officers to keep Councillor Holder, Chair of the Governance & Audit & Standards Committee informed.  This was agreed.

There was a discussion about the potential for the changes being subject to a cost and benefit analysis, for example on fair pay, which councillors would find helpful before the council's budget setting process.  Officers noted that there is limited detail on the proposed reforms currently and that most will not take effect until 2026 at the earliest.  It was agreed however that officers could advise councillors about those aspects which will not apply to the council.  The Employment Committee will be updated at future meetings as further details emerge on the Bill's passage through the parliamentary process and more is known about implementation of the proposed measures.

Councillor Corkery noted that the proposed reforms could have gone further, and it will be interesting to see how it fits into existing social value policies including in suppliers.  The Director of Corporate Services commented that the council is very active, not only using procurement processes to effect change but also in working closely with suppliers and partners, for example by holding a workshop to encourage suppliers to employ people with learning difficulties. 

The Chair noted that a healthy business community is good for everyone in the city and that small businesses also need to be aware of the forthcoming reforms.  The Director of Corporate Services added that the table attached to the report (Appendix 2) is in the public domain and will be proactively shared with managers and partners. 

The Committee noted the report.

To present to the Committee the workforce profile for 2023 with a summary of key highlights.

Natasha Edmunds, Director of Corporate Services, introduced the report which was provided to the Committee for information.  She informed Members that it presented the workforce profile for 2023 with a summary of key highlights.  The Director of Corporate Services commented that it is important to collect information as it informs setting of equality objectives, decision making relating to employment policies and practices and monitoring enables assessment of the impact of decisions taken.  It was noted that the workforce profile does not reflect the city demographic in key areas such as race, age and gender, that the gender pay gap is closing, an increasing number of employees live in the city and an increasing number of people are working full time.  There is a small decrease in the number of leavers, but this is still higher than desirable. 

Members' Questions

In response to Members questions, the Director of Corporate Services, clarified that:

·       In relation to the closing of the gender pay gaps, this was attributable to more women working full time and more in senior roles.

·       Exit interviews are carried out when the employee wishes for an interview.  Common reasons for leaving are pay and lack of career progression opportunities. 

The Committee noted the report.