Policy & Finance Cabinet Member – Minutes – 29 January 2016
41 (41) CCTV POLICY – The Director of Policy and Resources submitted a report seeking approval of a Closed Circuit Television (CCTV) Policy as an addition to the Information Governance Policy Framework.
The overall use of CCTV at various council locations was increasing. This heightened the need for a corporate policy to ensure that appropriate information governance and legally required data protection controls and safeguards were in place.
CCTV recording had been in operation for some years under the management of the CCTV Control Centre, within the Places directorate.
Over the years several additional small internal CCTV installations had become operational, such as at the Pods. During 2015 a larger external CCTV scheme was installed at Household Recycling Centres and on Refuse Collection Vehicles.
During the recent installation a working group undertook to amend the existing CCTV Control Centre Code of Practice. As part of this work an overarching corporate CCTV Policy had been produced in line with best practice. This provided a corporate approach to the use and installation of CCTV and how requests for images should be handled.
Resolved – That the corporate CCTV Policy, as an addition to the Information Governance Policy Framework, be approved.
42 (42) REDEPLOYMENT POLICY – The Director of Policy and Resources submitted a report seeking approval for revisions to the council’s Redeployment Policy.
The council’s Redeployment Policy was last updated in 2012. It had now been reviewed to improve the council’s performance in this area and support reduction in sickness absence. It would ensure health, safety and welfare of employees and maintain service efficiencies.
Finding suitable alternative employment for redeployees remained a priority for the council and the policy was integral to ensuring redeployment was successful and sustainable for the employee and the manager.
The current policy provided for a trial period for all employees redeployed into a post of a minimum of four weeks and a maximum of 12 weeks. This was to be increased to 12 weeks in all cases. The extended period would allow the employee and manager to thoroughly assess their suitability for the post and provide any additional training or support that may be required for the redeployment to be successful.
The revised policy would make explicit that where only one redeployee who met the essential criteria for a post was identified, they would have to attend an informal interview and no longer be ‘slotted in’. This would allow both parties to have the opportunity to discuss the role and clarify expectations.
There would also now be a requirement to obtain references from the previous manager in accordance with the council’s Recruitment and Selection policy. This was again to ensure suitability for the post.
Resolved – That the revised Redeployment Policy be approved and implemented.
43 (43) PROFESSIONAL SERVICES USAGE: QUARTER 3 2015/16 – The Director of Policy and Resources submitted a report informing the Cabinet Member of the use of professional services for Quarter 3 2015/16.
The protocol for managing professional services was introduced as part of a package of cost management measures in 2011. The protocol required services to report their use of professional services on a quarterly basis. This reporting requirement was formally adopted as part of the council’s updated contract procedure rules in May 2012.
It was widely recognised that the provision of specialist expert advice was essential for the successful delivery of major projects and effective management of potentially high cost risk exposure.
Expenditure on professional services to support the delivery of the highways programme had been added to the report as a new inclusion to reflect a change in the commissioning model for this requirement. Historically the highways programme was delivered through a strategic partnership – Highways Alliance. The alliance was replaced with modern frameworks for both construction and highways delivery and professional services. Specialist advice for highways schemes was now directly commissioned by the council via the framework and accordingly had been included for reporting purposes with effect from Quarter 1 of 2015/16.
The report set out a summary of professional services usage for Quarter 3 in 2015/16. A breakdown of these costs was found in Appendix A to the report.
Resolved – That the findings set out in the report be noted.
44 (44) DELIVERING DIFFERENTLY IN NEIGHBOURHOODS PROJECT – The Director of Policy and Resources submitted a report informing the Cabinet Member on the progress of the Delivering Differently in Neighbourhoods (DDiN) project.
The Department for Communities and Local Government was looking to transform the way councils delivered their services through a number of Delivering Differently programmes. The council was part of DDiN exploring how town and parish councils, residents and professionals could be involved in shaping the way services were delivered.
As part of the transformation agenda DDiN sought to develop digital methods to provide relevant information complimented by appropriate training to encourage social action in communities, helping people to better help themselves and those in need in their communities.
The report gave full details of progress on project.
Resolved – (a) That the report be noted, and (b) that further progress reports be submitted as appropriate.
The corresponding reports of the following items (Minutes 45 to 46 refer) contain exempt information as defined in Paragraphs 1, 2 and 3 of Part 1 of Schedule 12A of the Local Government Act 1972 (as amended).
45 (45) IT TECHNICAL VISION AND STANDARDS – The Director of Policy and Resources submitted a report seeking approval for the updated IT Technical Vision and Standards policy document.
The IT Technical Vision and Standards policy document set out the minimum IT specifications used across the council.
The standards provide the necessary technical platforms that underpinned the delivery of the IT and Digital Strategy. They were essential for providing a secure and agile infrastructure that was fit for purpose enabling the council to deliver its business priorities.
In line with good practice the document had been comprehensively reviewed as a full policy revision to reflect the complex and rapidly changing nature of the IT business environment. It responded to both local and national needs and drivers.
Resolved – That the updated IT Technical Vision and Standards policy document be approved.
46 (46) STRONGER COMMUNITIES TEAM REVIEW – The Director of Places submitted a report seeking approval of changes to the staffing establishment of the Safer Communities Team.
The report contained full details of proposals for the restructuring of the team, including financial implications.
Resolved – (a) That Option 1, as set out in paragraph 3.1 to the report, be approved, and (b) that implementation of the revised staffing structure from 1 April 2016, be approved.
47 (47) REVIEW OF THE ROLES, RESPONSIBILITIES AND GRADES OF STAFF SUPPORT IN THE POLITICAL GROUP OFFICES – The Director of Policy and Resources submitted a report seeking approval of a review of the roles, responsibilities and grades of staff support in the political group offices.
In September 2015 it was agreed that a review of the roles, responsibilities and grades of staff support in the two political group offices should be undertaken.
Terms of reference were prepared and agreed with staff and the trade unions for a one stage review to consider the roles, responsibilities and grades of posts in the political group offices.
Resolved – That the revised roles, responsibilities and grades of staff support in the political group offices as set out in paragraph 2.5 of the report, for implementation with effect from 1 January 2016, be approved.
Note: Where there is no report this is because it is exempt, as it contains information which is considered to be of a confidential nature, as detailed in the Local Government (Access to Information) Act.