Agenda and minutes

The Chairman informed those present that there had been a late private addition to the agenda called ‘Development Update in the District’.

As a result, there was a change to the ‘Exclusion of the Public’ item, with paragraph 3 of schedule 12a of Section 100 (A)(4) of the Local Government Act 1972 being added to the list of reasons for exemption.

Up to 15 minutes are allowed for public participation.  Participants are restricted to 3 minutes each.

There was no public participation.

To confirm as a correct record the Minutes of the previous meeting.

The minutes of the Corporate Policy and Resources meeting held on 25 July 2019 were approved as a correct record.

The minutes of the Joint Staff Consultative Committee held on 5 September 2019 were noted.

Members may make declarations of Interest at this point or may make them at any point in the meeting.

Councillor Mandy Snee declared an interest in item 25 – Customer Hub Refurbishment.

She has a son that works for West Lindsey District Council.  This did not preclude her from speaking or voting on the item.

Setting out current position of previously agreed actions as at 11 September

The matters arising schedule was noted.

Members considered a report providing a benefits analysis and financial

business case for the refurbishment of the Customer Hub.

The Strategic Lead for Customer First introduced the report, and highlighted the following points:

·         The number of customers entering the ground floor over a number of years had remained stable but the type of customers being seen now were very different;

·         Other partners had now joined West Lindsey District Council (WLDC) in the Guildhall. This was alongside regular surgeries for the local MP and others;

·         Face to face interactions tended to be more complex; the number of customers were using the space for longer;

·         Digital interaction with customers was available, however further digital technology was required on the ground floor;

·         The ‘Customer First’ agenda would change the way visitors to the Guildhall received service.  WLDC had changed the way it operated to assure tenants they still had the same tenancy rights;

·         Large consultations on the ground floor could be a struggle because of the current space configuration;

·         There would be a drive to serve those customers with a easy to solve query quickly; the idea would be to operate a triage facility in the first instance;

·         Better management of the flow of customers would help WLDC from a health and safety point of view;

·         There was a constant struggle for confidential space, in particular, interview rooms.  With surgeries also taking place this had led to increased demand.  The plans tried to create an increased number of formal interview rooms, and an increase in quieter areas;

·         The service space on the ground floor currently had a range of PCs, however they were locked down for a specific purpose.  If a large number of people were using these PCs for job searches they automatically became unavailable.  In addition, these workstations were not private as they faced into the reception area;

·         A ‘quick transaction’ area had been created in the plans, along with a ‘sit-down’ space for longer engagements;

·         There were times where engagement sessions, such as jobs clubs took place; this had been addressed with the addition of a multi-use area.  These sessions also used space on the 1^st and 3^rd Floors when the ground floor was not available, which was not ideal.

Following this introduction, Members then provided comment, and asked questions on the report.  Further information was provided:

·         It was important to put the customer at the centre of everything WLDC do, including tenants and partners;

·         The tank room in the plans was for oil and water storage;

·         The Department for Works and Pensions (DWP) were spoken to about a level of change on the ground floor, and whether they would contribute financially to this.  Because of difficulty in speaking to the Secretary of State, the idea of financial contributions from the DWP was not progressed;

·         Paint will be refreshed in the DWP area of the ground floor. It would be preferable to create some space at the Spring Gardens end of the ground floor;

·         The waiting area  ...  view the full minutes text for item 25.

Members considered a report on new legal requirements governing how an organisation can process special category and criminal conviction data.

It was RESOLVED to:

(1)   Support the recommendations from Joint Staff Consultative Committee (JSCC) and approve the Appropriate Policy Document attached at Appendix 1 of the report for adoption and implementation across the Authority;

(2)   Agree that delegated authority be granted to the Executive Director of Resources to make minor housekeeping amendments to the policy in future, in consultation with the Chairman of the Corporate Policy and Resources committee and the Chairman of the Joint Staff Consultative committee.

Members considered a report introducing an updated CCTV Code of Practice.

RESOLVED to:

(1)   Approve the updated CCTV Code of Practice;

(2)   Grant delegated authority to the Executive Director of Resources to make minor housekeeping amendments to the policy in future, in consultation with the Chairman of the Corporate Policy and Resources committee and the Chairman of the Joint Staff Consultative committee.

Members considered a report on a modern slavery statement across all working practices of the Authority.

The Home Choices Team Manager introduced the report by informing Members that organisations with a turnover of around £36 million must have this Modern Slavery Statement - WLDC does not fall into this category.  However, this paper had been seen by the Joint Staff Consultative Committee and Prosperous Communities Committee due to the important nature of this issue.

Further points were highlighted:

·         The Modern Slavery statement would be most effective if it was embedded throughout all aspects of the organisation;

·         The trauma of slavery would remain with those involved, and it was right as a Council to be aware of such issues occurring within the District.

An addition was made to the recommendations which related to Member training.  This new sets of recommendations was moved and seconded, and therefore it was:

RESOLVED:

(1)  That Members of the Corporate Policy and Resources committee support the Modern Slavery Statement and proceed to formal adoption across all operators of West Lindsey District Council;

(2)  That delegated authority be granted to the Executive Director of Resources to make minor housekeeping amendments to the policy in future, in consultation with the Chairman of the Corporate Policy and Resources Committee and the Chairman of the Joint Staff Consultative Committee (JSCC);

(3)  That the issue of Modern Slavery training be included on the workplan for Governance and Audit Committee.

The committee workplan for the remainder of 2019/20 was noted.

To resolve that under Section 100 (A)(4) of the Local Government Act 1972, the public and press be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraphs 1, 2 and 3 of Part 1 of Schedule 12A of the Act.

RESOLVED that under Section 100 (A)(4) of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the grounds that they involved the likely disclosure of exempt information as defined in paragraphs 1,2 and 3 of Part 1 of Schedule 12A of the Act.

Note:  The meeting adjourned at 8:03pm

Note:   The meeting reconvened at 8:08pm.

Members considered a report on Surestaff and West Lindsey Staffing Services.

The following points were highlighted:

·         20% of overall turnover in WLDC staffing can be categorised under ‘other business.’  A level of business within Surestaff can fall under WLDC staffing; therefore there was a move to reduce staff within Surestaff;

·         Running Surestaff had been a first for WLDC; it was right to ensure no overall losses were generated.  WLDC will be close to breaking even; the remaining company was expected to be profitable;

·         Surestaff/WLDC Staffing Services supplied staff to WLDC.

RESOLVED to:

(1)  Agree that Surestaff Limited will cease trading; the exact timing of this is to be delegated to the Executive Director of Resources;

(2)  Agree to write off and settle any outstanding liabilities of the company;

(3)  Support the continued operation of WLDC Staffing Services Limited;

(4)  Appoint Adrian Selby, Assistant Director of Operations as Director of Surestaff Lincs Ltd and WLDC Staffing Services Limited;

Members received a verbal update from the Executive Director of Resources on a development within the District.

This was noted by Members; there were no recommendations to consider.