Agenda and minutes

Members and officers must declare any pecuniary or personalinterest in any business on the agenda. They should also make declarations at any stage such an interest becomes apparent during the meeting. Consideration should be given to leaving the meeting if the nature of the interest warrants it. If in doubt please contact Democratic Services before the meeting.

12.1  Mr Smytherman declared a personal interest in relation to Our People Strategy as a Trustee of Coastal West Sussex MIND.

12.2  Mr Waight declared a personal interest in relation to the Forward Plan (Worthing Portland Road Public Realm Works - Adur and Worthing Growth Programme) as a Member of Worthing Borough Council.

12.3  Mr High declared a personal interest in relation to Forward Plan (Worthing Portland Road Public Realm Works - Adur and Worthing Growth Programme) as a Member of Worthing Borough Council.

The Committee is asked to agree the minutes of the meeting held on 22 May 2019 (cream paper).

13.1  Resolved – That the Minutes of the meeting held on 22 May 2019 be approved as a correct record and that they be signed by the Chairman.

Members to receive a response from the Cabinet Member for Finance and Resources regarding the Committee’s recommendations made at the 22 May 2019 meeting in relation to Property development arrangements – procurement of a property development enterprise to work in partnership with the County Council.

The Committee is asked to note the response.

14.1  The Committee received a response from the Cabinet Member for Finance and Resources regarding the Committee’s recommendations made at the 22 May 2019 meeting in relation to Property development arrangements – procurement of a property development enterprise to work in partnership with the County Council.

14.2  Resolved – That the Committee notes the response.

A report by the Director of Human Resources and Organisational Change.

The Committee will be asked to review the data, commentary and KPIs for 2018/19, comment on the priorities for 2019/20, and make any relevant recommendations for action to the Cabinet Member for Corporate Relations.

15.1  The Committee considered the Our People Strategy – Progress 2018/19 and Priorities for Overview 2019/20 report from the Director of Human Resources and Organisational Change (copy appended to the signed minutes).

15.2  The Cabinet Member for Corporate Relations introduced the report, highlighting that the report is a summary of the progress made, future ambitions, and links with the Whole Council Design and cultural change projects.

15.3  The Director of Human Resources and Organisational Change introduced the report and explained that it highlighted the key workforce performance indicators and supporting narrative for 2018/19 which will continue to inform the Council’s Workforce/People Strategy. Last year saw good performance on values, engagement, Pulse survey completion and staff conference attendance. Agency staff costs have reduced, more apprenticeships have been undertaken, and completion rates of the Induction course have increased. The number of grievances raised has fallen, as have rates of long term sickness. The Workforce/People Strategy will be informed by this analysis and aim to support staff to work more efficiently.

15.4  The Committee made comments in relation to the report including those that follow. It:

·         Commented that the report clearly shows progress is being made and welcomed this reassurance.

·         Queried how many line managers there are within the Council that carry out staff appraisals, and queried how many of these line managers had attended the Appraisal and Objective Setting training in order to help staff achieve good/outstanding performance. The Director of Human Resources and Organisational Change will provide this information to the Committee.

·         Expressed concern regarding the high number of staff experiencing non-RIDDOR incidences of violence at work and queried what this definition means. The Director of Human Resources and Organisational Change explained this figure encompasses both verbal and physical violence, and that more wellbeing KPIs are required in the report to measure plans and desired outcomes. Members requested this KPI be split into verbal and physical violence in future reports for clarity.

·         Commented on concerns specific to the Fire and Rescue Service (F&RS) staff following the recent HM Inspectorate Report, including whistleblowing, grievances, appraisal completion, and appraisals focusing more on pay than improving performance or development. A Member reported it has been suggested that team spirit has been affected by removing the Values specific to F&RS in favour of the Council’s corporate Values, and that the complimentary F&RS Values could be reinstated. The Director of Human Resources and Organisational Change explained that work has started and been welcomed by the F&RS in order to understand their concerns about aligning to the corporate values, with the aim that by adopting and living the corporate values the best workplace culture can be created and grievance concerns reduced. Work is being undertaken for employee wellbeing, including mental health awareness and training. Appraisal completion and objective setting is being addressed across the Council.

·         Welcomed mental health initiatives, for example within the F&RS, acknowledged that improvements and culture change will take time, and highlighted that commitment to mental health support needs  ...  view the full minutes text for item 15.

A report by the Director of Finance and Support Services.

The Committee is asked to review and comment on the Treasury Management Annual Report 2018/19.

16.1  The Committee considered the Treasury Management Annual Report 2018/19 from the Director of Finance and Support Services (copy appended to the signed minutes).

16.2  The Cabinet Member for Finance and Resources introduced the report and thanked the treasury team for their excellent work over the year.

16.3  The Financial Reporting Manager introduced the report, which details the Council’s position and compliance at end of 2018/19. No new external borrowing has been taken during 2018/19, and investments have achieved £300,000 above expectation during the year so this has been moved to the interest smoothing reserve.

16.4  The Committee made comments in relation to the treasury management annual report 2018/19 including those that follow. It:

·        Queried in relation to officers evaluating forward starting commercial loans as a funding source, when officers expect that the Council will no longer be able to internally borrow. The Financial Reporting Manager confirmed the Treasury Management Strategy states the tipping point for needing to externally borrow is in year 2020/21. The Director of Finance and Support Services informed the Committee that additional borrowing was taken with the Public Works Loan Board (PWLB) in the first quarter of this year.

16.5  Resolved - That the Committee noted the Treasury Management Annual Report 2018/19.

The report informs the Committee of the Business Planning Group meeting held on 17 June 2019, setting out the key issues discussed.

The Committee is asked to endorse the contents of this report, support the updates to the work programme as recommended by the Business Planning Group and reflected in Appendix A, and note the latest Task and Finish Group Rolling Programme attached as Appendix B and make comments accordingly.

17.1  The Committee considered a report by the Chairman of the Business Planning Group (BPG), (copy appended to the signed minutes).

17.2  The Senior Advisor introduced the report which provides an update from the latest BPG meeting held on 17 June 2019, setting out the key issues discussed and highlighting key information for the Committee. The Cabinet Member for Corporate Relations and Cabinet Member for Finance and Resources attended the BPG to outline their portfolio priorities for the coming year to feed into the Committee’s work programme. The Chief Information Officer attended regarding the IT Strategy and the BPG were satisfied this item does not need to come before the Committee. The Strategic Contracts and Supplier Relationship Management Lead attended to provide information on the strategic and business critical contracts relevant to the Committee’s remit; the BPG was satisfied with the information and welcomed this regular review. The amended Terms of Reference for reconvening of the Contracts Management TFG were agreed.

17.3  The Cabinet Member for Finance and Resources informed the Committee that the PropCo Joint Venture decision preview scheduled for the October meeting of the Committee may need to be delayed until the December meeting due to the volume of work required before a significant update on the project can be provided to Members. The Chairman noted this and commented that if the decision preview isn’t ready for the October meeting then a substantial update be brought to the Committee instead.

17.4  The Committee made comments in relation to the BPG report including those that follow. It:

·         Commented that the Environment, Communities and Fire Select Committee BPG felt the strategic and business critical contracts information sheets provided to them were difficult to read and unclear what should be done as a result of the information as there is no accompanying guidance. It was suggested a summary report be provided alongside the information sheets to highlight important information and recommend any actions. Concern was expressed that senior service managers were not aware that the information was being provided to the BPG The Director of Finance and Support Services will pass this feedback to the team for future reports.

17.5  Resolved:

1)   That the Committee endorses the content of the report and supports the update to the work programme as recommended by the BPG; and

2)   That the Committee notes the latest Task and Finish Group rolling programme.

Copy of the ForwardPlan dated 1 July 2019.

Anextract fromanyForwardPlan publishedbetween the date of despatchof the agenda and the date of the meetingwill be tabled at the meeting.

The Committee is asked to consider whetheritwishes to enquireinto any of the forthcoming decisions withinits portfolio.

18.1  The Committee considered the Forward Plan of Key Decisions plus updated extract (copy appended to the signed minutes).

18.2  Members queried the accuracy of the Worthing Portland Road Public Realm Works entry. At the County Local Committee (CLC) meeting on 8 July and recent Public Realm Board Members were informed the Portland Road scheme is continuing but the South Street element is on hold and will not follow after Portland Road as planned due to unresolved issues with bus services. Members requested the entry be updated to reflect the latest information and correct sequencing of works. The Senior Advisor will request this Forward Plan entry be updated.

18.3  Resolved – That the Forward Plan be noted.

The next meeting of the Committee will be held on 3 October 2019 at 10.30 am at County Hall, Chichester. Probable agenda items include:

·         Total Performance Monitor report – Quarter 1

·         Capital Programme Performance Monitor – Quarter 1

·         Horsham Enterprise Park (former Novartis site)

·         PropCo Joint Venture

·         Strategic Budget Decisions.

Any member wishing to place an item on the agenda for the meeting must notify the Director of Law and Assurance by 23 September 2019.

19.1  The Committee notes its next meeting will take place on 3 October 2019, commencing at 10.30am.