Agenda and minutes

To confirm the minutes of the meeting held on 19 June 2025 as a correct record.

The minutes of the meeting held on 19 June 2025 were confirmed by the Chairman as correct record.

To note any declarations of interest made by members in connection with an agenda item. The nature of the interest must also be specified.

Members are asked to discuss any possible interests with Democratic Services prior to the meeting.

There were no Declarations of Interest.

To receive any public participation in accordance with the Council’s public participation scheme.

There was no public participation.

To receive an update on the progress of the HR Service.

The Service Manager – Human Resources provided an overview of the work undertaken within the HR Service and announced that a recruitment campaign was being undertaken with Hythe Job Centre for vacancies at the Hardley Depot and it was hoped to attract those who lived local to the depot to apply.

A member of the Committee raised a question on how many waste staff had been recruited recently.  It was confirmed that eighteen staff had been employed and recruited via a mixture of agencies and advertisements.

In response to a concern regarding the retention of staff, it was recognised this was becoming increasingly difficult due to the uncertainly over  local government reorganisation, making staff nervous and that it had increased  the  turnover of staff.

A suggestion was made by a member that the exit interview process should be revised.  It was confirmed that the process was being revamped to make it shorter and to encourage managers to complete, as the Council needed to capture additional data on why staff had left the authority.

RESOLVED:

That members noted the ongoing work within the HR Service.

To approve the Growth and Goals Conversation report.

A video presentation was provided by the Senior HR Advisor on Growth and Goals Conversations.

A member felt that the proposed growth and goals conversation process would provide more flexibility alongside monthly or quarterly catch ups with all staff.

RESOLVED:

That the HR Committee approved the new process and form.  

To review the Neonatal Polices report.

The HR Advisor provided an overview of the neonatal policies that supported the statutory right for employees to have time off for neonatal care.

A member stated that they were pleased to see the policy presented to the HR Committee as it would provide additional support to employees, at a difficult time. 

A member asked if an employee contract reserved the right for the Council to contact them.  In response, it was confirmed that with any absence an employer would wish to maintain contact to see how an employee was, whether there were any questions that needed to be answered, etc and therefore, the Council would reserve the right for a manager or HR Advisor to contact an employee.  When an employee returned to work, support measures would be put in place which would cover matters such as workload, hours of working along with the suggested contact with a wellbeing champion and the employee support line.

The Chairman confirmed that the Council cared about its employee’s wellbeing and was sensitive to all situations.

RESOLVED:

The HR Committee noted the contents of the policies for neonatal leave.

To receive an overview of key workforce data and the relevant trends in the Council’s workforce priorities, as well as initiatives in place support employees over the past 12 months.    

The Senior HR Advisor provided an overview on the Employee Workforce Report 2024 – 2025.

It was confirmed that the growth in full time equivalent staff was due to the rollout of the new waste collection service.

The Senior HR Advisor also confirmed that the number of employment applications received had increased.  This was partly due to initiatives to raise the profile of the Council in the employment market and in maintaining the authority as an employer of choice.  It was also confirmed that the total cost of pay had risen and this was due to staffing levels having increased.

RESOLVED:

The HR Committee noted the contents of the report and supported the priorities in the ‘Next Steps’ - Page 38 of the Employee Workforce Report (Appendix 1).

To review the Review of Market Supplement Payments report.

The HR Service Manager provided an explanation of market supplements, alongside a review of market supplement payments.

A member noted that the market supplement had been eroded by pay awards and what provision needed to be made to ensure this did not happen again.

It was confirmed that the waste rollout was not the driver for change, although local government reorganisation would be, and it was critical for the Council to retain skills.

RESOLVED:

That the HR Committee supported the revised Market Supplement Payments Policy and recommend its approval to Council. 

To receive the Corporate Health and Safety Quarter 2 Report.

The Corporate Health and Safety Manager provided an overview on the Corporate Health and Safety Quarter 2 Report.

A member stated that they had been approached by several waste operative employees due to the pressure they were under to achieve targets by the end of the week, along with time not being reallocated from rest periods which had been missed.  It was requested that additional help be provided, as some of those employees had considered leaving the Council’s employment due to this.  In response, it was confirmed that there was now closer working with the depots and the Council understood that employees were under pressure with the waste collection rollout.  It was therefore important to hear from employees and it was acknowledged that it was a challenging position for the Council.

Other members felt that the waste operatives had been performing well and that the Council needed to look after its employees. 

RESOLVED:

That the HR Committee:

1.           Reviewed and approved the draft Corporate Infectious Disease Policy

2.           Reviewed and approved the draft Noise at Work Policy

3.           Ensured that the Corporate Health and Safety team were consulted on all potential changes and upgrades to Council depots

To agree the following dates for meetings in 2026/27 (Thursdays at 10am):

2026

11 June

10  September

2027

14 January

11 March

RESOLVED:

That the following dates for future meetings of the Committee in the 2026/27 municipal year be agreed:

(Thursdays at 10.00am)

2026

11 June

10 September

2027

14 January

11 March

To note the Committee’s Work Programme.

RESOLVED:

That the Work Programme be approved.