Local democracy during coronavirus

During coronavirus, we've made some changes to how we're running council meetings. See our coronavirus updates for more information on meetings and decisions.

Agenda and minutes

Venue: The Thornton Room - Ground Floor, West Offices (G039). View directions

Webcast: Watch or listen to the meeting online

Items
No. Item

1.

Declarations of Interest

At this point in the meeting, Members are asked to declare any disclosable pecuniary interest or other registerable interest they might have in respect of business on this agenda, if they have not already done so in advance on the Register of Interests.

Minutes:

At this point in the meeting, Members were asked to declare if

they had any personal interests not included on the Register of

Interests or any prejudicial or disclosable pecuniary interests

that they might have had in the business on the agenda. None were declared.

2.

Exclusion of Press and Public

To consider the exclusion of the press and public from the meeting during consideration of the following:

 

Items 9 and 10 and annex A to item 11on the grounds that they contain information relating to individuals and the financial affairs of particular persons. This information is classed as exempt under paragraphs 1, 2 and 3 of Schedule 12A to Section 100A of the Local Government Act 1972 (as revised by The Local Government (Access to Information) (Variation) Order 2006).

Minutes:

Resolved: That the press and public be excluded from the

meeting during the consideration of agenda items 9, 10, and 11 on the grounds that they contained information relating to individuals and the financial affairs of particular persons. This information is classed as exempt under Paragraphs 1, 2 and 3 of Schedule 12A to Section 100A of the Local Government Act 1972 (as revised by the Local Government (Access to Information) (Variation) Order 2006).

3.

Minutes pdf icon PDF 118 KB

To approve and sign the minutes of the meeting of the Staffing Matters & Urgency Committee held on 25 April 2022.

Minutes:

Resolved: That the minutes of the Staffing Matters and Urgency Committee held on 25 April 2022 be approved and then signed by the Chair as a correct record.

4.

Public Participation

At this point in the meeting members of the public who have

registered to speak can do so. Please note that our registration

deadlines have changed to 2 working days before the meeting, in

order to facilitate the management of public participation at our

meetings. The deadline for registering is 5.00pm on Wednesday

16 June 2022 Members of the public can speak on agenda items

or matters within the remit of the committee.

 

To register to speak please visit

www.york.gov.uk/AttendCouncilMeetings to fill out an online

registration form. If you have any questions about the registration

form or the meeting please contact the Democracy Officer for the

meeting whose details can be found at the foot of the agenda.

Webcasting of Public Meetings Please note that, subject to

available resources, this public meeting will be webcast including

any registered public speakers who have given their permission.

 

The public meeting can be viewed on demand at

www.york.gov.uk/webcasts. During coronavirus, we've made

some changes to how we're running council meetings. See our

coronavirus updates (www.york.gov.uk/COVIDDemocracy) for

more information on meetings and decisions.

 

Written representations in respect of items on this agenda should

be submitted to Democratic Services by 5.00pm on 16 June

2022.

 

Minutes:

It was reported that there had been no registration to speak at

the meeting under the Council’s Public Participation Scheme.

5.

Changes to Membership of Committees, Joint Committees administered by other Councils, Regional Local Authority Bodies and Other Bodies pdf icon PDF 153 KB

At the Annual Council meeting on 26 May 2022, appointments were made to Committees, Sub-Committees and Outside Bodies for the 2022/23 municipal year.  A further change is required to the membership.

 

Additional documents:

Minutes:

Officers outlined the proposed changes to the membership of committees and outside bodies as outlined in the agenda and the two agenda supplements which had been published. The Committee agreed to approve to the amendments to the appointments made at the Annual Council meeting on 26 May 2022.

 

Resolved:

 

                      i.         Approved the change to committee and outside body appointments outlined below:

a.   To appoint Cllr Melly to the West Yorkshire Combined Authority – Corporate Overview and Scrutiny as a substitute;

b.   To appoint Cllr D Taylor Economy and Place Policy and Scrutiny Committee;

c.   To appoint Cllr Looker in place of Cllr Myers to the Corporate Appeals Committee;

d.   To appoint Cllr Myers in place of Cllr Heaton to the Climate Emergency Policy and Scrutiny Committee.

 

Reason:     In order to make appropriate Council appointments to

Committees and Outside Bodies for the remainder of the current municipal year.

6.

CYC Workforce Profile Report pdf icon PDF 129 KB

This report provides the Staffing Matters and Urgency Committee with the workforce profile, as at the end of quarter 4 of 2021/2022.

Additional documents:

Minutes:

Officers introduced the years end report on the Councils workforce profile, they noted that there were sector wide challenges in employment and that Work with York appointments had increased to fill roles. It was confirmed that sickness absence had returned to similar levels pre-pandemic. The increase for 2021-22 of staff identifying as having a protected characteristic officers noted was likely due to the promotion of staff to update council profiles.

 

The rise in sickness absence was discussed with about a third of those on absent being due to long term sickness. Officers reassured the Committee that managers were supporting those on long term sickness towards the best outcome for the employee and the Council.

 

The Committee also discussed how the Council was attempting to recruit and retain staff. It was confirmed that the Council aimed prove itself to be a brand employer, one which encouraged applicants to apply and current employers wish to continue with the Council. Officers also noted that they were attempting different practices to increase its chance of recruiting such as rolling adverts.

 

Resolved:

 

                   i.        Noted the workforce profile provided;

 

Reason:     In order to provide an overview of the workforce profile.

7.

Work Plan pdf icon PDF 146 KB

To consider the Committee’s draft work plan for the municipal year 2022-23.

Minutes:

The Committee considered their current work plan and requested an update be added to the 15 August 2022 meeting on how the Council is currently using Work with York to fill vacancies.

 

Resolved:

 

                      i.         Item on how the Council is currently using Work with York to fill vacancies to be added to the 15 August 2022.

 

Reason:     To ensure the Committee maintains a program of work.

8.

Death in Service

This report notifies the Committee of recent deaths in service. The Committee are respectfully requested to take a moment to  consider the valuable service that these employees have given to the Council and their sad passing.

Minutes:

The Committee acknowledged the service of those who had passed away while employed by the Council.

 

Resolved:

 

                      i.         Noted the sad news associated with the passing of the employees who have died in service.

                     ii.         For future colleagues who die in service, a request that a letter of condolence be sent from the Lord Mayor to the families of those who had passed.

 

Reason:     To ensure the Committee is aware of those that pass away while employed by the Council.

 

Note: the above item was considered in private session, in accordance with the decision in Minute 2.

9.

Senior Recruitment Campaigns Review

This report informs the Committee of the activity relating to senior recruitment searches / campaigns undertaken by North Yorkshire County Council (NYCC) Resourcing Team between May 2021 and April 2022. This paper also provides a review of the service received, the associated costs and a comparison of costs from similar executive recruitment search agencies.

 

The Committee is also invited to approve the continue engagement of NYCC Resourcing for future campaigns subject to appropriate governance, procurement protocols and evaluation of recruitment campaigns.

Minutes:

The Committee discussed the activity relating to senior

recruitment searches / campaigns undertaken by North Yorkshire

County Council Resourcing Team on behalf of the City of York Council. After considering alternative senior recruitment agencies the Council agreed to the continued use of the North Yorkshire County Council Resourcing Team.

 

Resolved:

 

                      i.         Noted the research and quotations for senior recruitment campaigns as outlined in the report;

                     ii.         Noted that HR capacity to undertake senior recruitment exercises is not available in the current structure and therefore, to undertake such exercises an external option when required;

                    iii.        Endorsed the approach of using NYCC Resourcing as outlined in report including governance arrangements (Head of HR evaluation and monitoring arrangements of campaigns and annual quotation exercises to align with procurement guidance).

 

Reason:     To ensure that the Council continue to undertake effective recruitment campaigns to attract quality candidates as swiftly as possible to then deliver the key aspects of the Council Plan, associated strategies and activities.

 

Note: the above item was considered in private session, in accordance with the decision in Minute 2.

 

10.

Redundancy, Pension or Exit Discretion pdf icon PDF 125 KB

This report advises the Staffing Matters and Urgency Committee of the expenditure associated with redundancy, pension or exit discretions paid in accordance with council policy to employees below Chief Officer.

Additional documents:

Minutes:

Members considered a report which advised them of expenditure

associated with redundancy, pension or exit discretion. An overview of expenditure was provided in the table at paragraph 5 of the report. There were no costs to the council. Full details were set out in exempt Annexes A to the report.

 

Resolved:

 

                   i.        Noted the expenditure associated with each proposal as detailed in the annexes.

 

Reason:     In order to provide an overview of expenditure.

 

Note: the above item was considered in private session, in accordance with the decision in Minute 2.

 

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