Agenda and minutes

An apology for absence was submitted on behalf ofCouncillor Danny Gee. 

Members are reminded of their responsibility to declare any personal interest in respect of matters contained in this agenda. If the interest arises only as result of your membership of another public body or one to which you have been appointed by the Council then you only need to declare it if you intend to speak.

If the personal interest is a prejudicial interest, you must withdraw from the meeting. Normally you should leave the room before the business starts to be discussed. You do, however, have the same right to speak as a member of the public and may remain in the room to enable you to exercise that right and then leave immediately. In either case you must not seek to improperly influence a decision on the matter.

There were no declarations of interest by Members relating to the items on the agenda.

To confirm as a correct record the minutes of the meeting of the Corporate and Customer Overview and Scrutiny Panel - Absence Management Sub-Group held on 3 October 2007 (enclosed).

RESOLVED – That the minutes of the meeting of the Corporate and Customer Overview and Scrutiny Panel – Absence Management Sub-Group held on 3 October 2007 be confirmed as a correct record and signed by the Chair.

Members of the public who have requested the opportunity to ask a question(s) on an item(s) on the agenda will be asked to put their question(s) to the Panel. Each member of the public will be allowed to ask one supplementary question within his/her allocated 3 minutes.  

No members of the public requested to speak at the meeting.

The Sub-Group are asked to consider the enclosed scoping document, project plan, information checklist and witness checklist.

The Sub-Group considered the enclosed scoping document, project plan, information checklist and witness checklist.

RESOLVED – That the Inquiry documentation be noted. 

The Sub-Group will consider information requested at the last meeting:

·                    South Ribble Absence Management Policy (No 6 in the inquiry box file),

·                    Updated statistics for Chorley Council up to the end of November for absences (5 days) and return to work interviews (87%), 

·                    Comparative information has been requested from other local authorities in the Audit Commission family group and will be presented at the meeting,  

·                    Chorley Council policies: Bereavement Leave and Special Leave, (No 7a and 7b in the inquiry box file),

·                    Reference form (No 8 in the inquiry box file),

·                    Discussion regarding other schemes carried out at the Council including, the Council’s Occupational Health contract, Chief Executives’ Awards and workplace listeners schemes.

The Sub-Group considered the information requested at the last meeting. 

The Corporate Director of Human Resources advised that the Council policies on bereavement leave and special leave had been developed in conjunction with the ‘staff matters’ group and the unions, before being adopted by the Executive Cabinet.  These policies have a positive impact on absence rates as, for example, staff might go off sick if they had been bereaved.  Other Local Authorites have special leave and bereavement policies.  The Chorley Council policies have been in place since April 2007.

Members considered and noted the South Ribble Borough Council Absence Management Policy.  It was felt that in the Chorley policy had more detail and practical advice for managers on how to manage sickness.

The Corporate Director of Human Resources advised that some policy development work was being undertaken with West Lancashire District Council and there were plans to do some joint working with South Ribble Borough Council in the future.

Members were advised that the absences statistics for Chorley Council from April 2007 to the end of December 2007 were 5.5 days and return to work interviews completed were 90%.  It was AGREED that figures were requested for the months of November and December alone.  Comparative figures for other Lancashire local authorities were reported as 6.98 days for the same period.  The annual target for the Council, to be reported in March, was 9.22 days.  The Members commented on the excellent figures on absences and completed return to work interviews.

The Corporate Director of Human Resources reported that a colleague from Human Resources and herself had spent a day at BNFL at a convention for workplace listeners.  In each department there was an informal buddy, this was a supporting, but not counselling, role.  The listeners were well organised and informed and got together on an annual basis to share experiences and receive training.  Chorley Council is planning to set up a workplace listener’s scheme on a smaller scale.

Members discussed the Chorley Absence Management policy and noted that the policy was now embedded after its implementation in summer 2006.  Managers were using the policy to manage sickness and were giving warnings where appropriate.  Human Resources monitor reasons for sickness and would get involved where there were issues.  As part of the ongoing efficiency inquiry all Directors were asked about the absences within their Directorate and positive responses were received on how the policy was being implemented.

The Sub-Group considered the reference form used when offering employment to a new member of staff.  One of the questions related to the absence record of the person. 

RESOLVED – That the information be noted and taken forward for the final report.

The Sub-Group will determine the next steps in the Inquiry.

The Members considered the objectives and desired outcomes for the inquiry and AGREED that the information and research undertaken by the Sub-Group met the requirements set down in the inquiry project outline.  Overview and Scrutiny members would monitor the recommendations made by the Sub-Group on a quarterly basis.  

The Corporate Director of Human Resources reported that from 1 April the Council would have a new Occupational Health contract with Chorley Hospital.  The new contract meant that staff would only have to travel to Chorley Hospital.  Work was being undertaken with Lancashire County Council on a well being strategy.  It was AGREED that new initiatives and feedback on the new Occupational Health contract be reported as part of the monitoring of inquiry recommendations.  Members were advised that the Council had recently been assessed for the Health Works Award. 

There is a page on the loop advising staff of the initiatives and facilities available, the ticker and e-news and views were used to highlight information.  Members discussed how the positive messages about absence management should be communicated to Chorley Council staff.  Suggestions were made including team brief and the Chief Executive’s Awards.  It was noted that there are prizes for individual and team attendances at Chief Executive’s Awards.  The Sub-Group AGREED to recommend that the profile and communication to staff on health and well-being should be maintained, and if possible increased. 

At the next meeting the Sub-Group would consider whether the target for absence should be changed for next year.

The next meeting would be held on Tuesday 19 February at 6.30pm.  Councillor Alan Cullens, Executive Member for Resources, would be invited to this meeting.