Agenda item

To consider and comment on the Council’s Time Off For Volunteering, Expenses, allowances and Overtime and Recruitment and selection Policies.

By means of a report by the Strategic HR Manager (a copy of which is appended in the Minute Book) the Committee was acquainted with the terms of policies relating to Volunteering, Overtime and Expenses and Recruitment. The Volunteering Policy had been developed as a new initiative under the Workforce Strategy and supported the Council’s social responsibility objectives. Similar policies were already in place at some neighbouring authorities, so the introduction of the policy would help to ensure the Council remained a competitive employer while supporting employee engagement and opportunities for community involvement.

Following a question from Councillor Ascroft, the Committee was advised that requests for volunteering leave were subject to managerial approval and must take account of operational requirements and service delivery. The policy did not impose a restriction on employees with sickness absence records. Decisions would be made on a case-by-case basis. In some cases, volunteering might positively support an employee's wellbeing, particularly where absences related to mental health. Managers were required to seek HR advice where appropriate to ensure decisions were fair, reasonable and compliant with employment and equality obligations.

Councillor Henley wondered if the range of employee benefits, wellbeing initiatives and support measures was having the intended impact, noting that sickness absence levels had continued to rise despite progress in delivering Workforce Strategy actions. In response the Committee was advised that sickness absence was monitored through return-to-work interviews and underlying reasons for absence were analysed. The various wellbeing and support initiatives formed part of a coordinated, long-term approach to improving employee health and attendance. The benefits of many initiatives were unlikely to be immediate and might take time to influence sickness absence levels. Ongoing efforts in this respect focused on supporting employees and encouraging attendance at work. The Corporate Director also advised that all measures introduced through the Workforce Strategy were regularly reviewed to ensure they delivered positive outcomes. New initiatives, including the Volunteering Policy, would be monitored to assess participation, impact and value, enabling the Council to focus resources on activities that supported staff wellbeing and corporate objectives. Guidance would be provided to ensure volunteering activities aligned with the Policy’s aims.

Having commented on the importance of ensuring that monitoring arrangements were proportionate and not overly onerous, the Chair requested an update at the next meeting on the uptake of the Volunteering Policy

Councillor Dewey-Beckett expressed support for the proposed Volunteering Policy, welcoming both the opportunities it provided for staff to engage with their communities and the controls included within the framework. The Policy might help strengthen relationships between residents and the Council by increasing positive interaction with Council employees, thereby supporting the Council’s organisational culture and community engagement objectives.

Members then received an introduction to a new Expenses, Allowances and Overtime Policy. The Policy reflected existing working practices and contractual arrangements, while ensuring consistency with neighbouring authorities in preparation for LGR. The policy did not introduce significant changes to current arrangements but provided greater clarity for employees and managers regarding expenses, allowances and overtime claims. The policy would strengthen governance arrangements by establishing clear guidance and approval processes.

The Chair welcomed the Expenses, Allowances and Overtime Policy but expressed concern regarding the requirement for managers to maintain written records relating to vehicle use. She suggested that automated systems might be used and that the implementation of the Policy should be monitored to ensure record-keeping requirements were practical, accurate and not overly burdensome.

Members received an update on the Recruitment and Selection Policy. The proposed changes were minor and followed a recent audit, which identified that the Council’s existing practice regarding employment references was not fully reflected within the Policy. The amendments formalised current arrangements for obtaining references for new employees, including the types of references that might be accepted and the circumstances in which references might not be available. The changes aligned the Policy with existing practice.

The Chair raised an issue regarding the use of character references where standard employment references were unavailable, noting the importance of ensuring appropriate checks were in place before individuals were given access to Council systems, premises and information. Assurance was sought on the safeguards and processes used to manage any risks associated with such appointments. Officers advised that character references were only accepted as a last resort and managers were made aware when one had been provided. Given the increasing difficulty in obtaining detailed employment references, greater emphasis was placed on robust recruitment processes and the probationary period to assess and support new employees.

It was then

RESOLVED

that the Volunteering, Overtime and Expenses and Recruitment policies be endorsed.