Agenda pack
North Lanarkshire Council · 26 October 2022
Back to Joint Consultative Committee for Local Government Employees — 26 October 2022 and its agenda
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Our Ref: Your Ref: Contact: Tel: Fax: E-Mail: Date: Lesley Dysart dysartl@northlan.gov.uk 17 October 2022 Members of the Joint Consultative Committee for Local Government Employees Chief Executive’s Office Archie Aitken Head of Legal & Democratic Solutions Civic Centre, Windmillhill Street Motherwell ML1 1AB DX 571701, Motherwell 2 www.northlanarkshire.gov.uk Notice is given that a Meeting of the JOINT CONSULTATIVE COMMITTEE FOR LOCAL GOVERNMENT EMPLOYEES is to be held in Committee Room 1, Civic Centre, Motherwell on Wednesday, 26 October 2022 at 10a.m. which you are requested to attend. The agenda of business is attached. Head of Legal and Democratic Solutions Members : Councillors: M Boyd (Convener), A Ballinger, C Barclay, H Brannan-McVey, M Coyle, G Currie, K Duffy, L Jarvie, J Logue, F MacGregor, P McDade, and A Thomas. M Quigley, (Vice-Convener) Unison; D Whelan, H Smith, L Stewart, GMB; G Bryson, A Clark, J Hannigan, W Shearer, J Watson, A Whisker, Unison, and J Rooney, V Thompson, Unite (T&G) Page 1 of 19
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AGENDA (1) Declarations of Interest in terms of the Ethical Standards in Public Life Etc. (Scotland) Act 2000 (2) End of Year Absence Statistics 2021/22 (page 5 - 14) Submit report by the Head of People and Organisational Development providing details of the Council's end of year absence position for 2021/22 (excluding Covid 19 related absences which are reported separately) and Quarter 1 2022/23 (April to June) (copy herewith) (3) Cost of Living Crisis Verbal update report by the Head of People and Organisational Development (4) Employee Mental Health and Wellbeing Update (page 15 - 19) Submit report by the Head of People and Organisational Development (1) informing on proposals to further progress the Council's Mental Health Strategy, and (2) providing an up-to- date picture on activity being carried out around employee wellbeing (copy herewith) (5) Disciplinary, Grievance and Supporting Attendance Policies Verbal update by the Head of People and Organisational Development (6) iTrent Outage Verbal update by the Head of People and Organisational Development Page 3 of 19
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North Lanarkshire Council Report Joint Consultative Committee Does this report require to be approved? ☐ Yes ☒ No Ref FW/LC Date 04/10/22 End of Year Absence Statistics 2021/22 From Fiona Whittaker, Head of People and Organisational Development E-mail Whittakerf@northlan.gov.uk Telephone 07973 728628 Executive Summary This report provides details of the Council’s end of year absence position for 2021/22 (excluding Covid19 related absences which are reported separately) and Quarter 1 2022/23 (April to June). When compared with the previous year, the absence data for 2021/22 shows a deterioration in our end of year absence performance, however, it is important to note that last year’s figures must be taken in the context of a high level of covid related absence which went through periods of being recorded as sickness and/or special leave. The 2019/20 year-end figures are more reflective of the Council’s normal absence position, and these have been included to show that in comparison, there has been an improvement of 4.5% in our end of year figures for 2021/22. For Quarter 1 2022/23 the absence levels showed a slight deterioration compared to last year. However, COVID-19 related absences were much higher last year and the two combined together this year equates to a total of 2.52 FTE average days lost compared to 2.64 in 2021/22 (an improvement of 4.54%). Recommendations It is recommended that the Joint Consultative Committee: 1. Note the sickness absence information for the year 2021/22. 2. Note the sickness absence information for Quarter 1 2022/23. The Plan for North Lanarkshire Priority Improve North Lanarkshire's resource base Ambition statement (23) Build a workforce for the future capable of delivering on our priorities and shared ambition AGENDA ITEM 2 Page 5 of 19
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1. Background 1.1 The Council’s year-end outturn position (including teachers and local government employees) for 2021-22 is 10.08 FTE average days lost per employee, against a target of 9.86 FTE and compared to 10.55 FTE days lost in 2019-20. This means that the target has been slightly exceeded by 2.23 %, however it is still an improvement of 4.46% when compared to 2019-20 which is a more realistic comparison. 1.2 Covid related sickness absence for the year is 1.57 FTE average days lost per employee, compared to 2.06 FTE in 2020-21 (an improvement of 23.8%). 1.3 Overall, our patterns of absence remained the same, with high levels of long-term mental health related absence across all our services, and this reason continuing to be the top reason for all absences. This year, however, saw an improvement from the previous year of 4.4% in mental health related absences, with a continued downward trend in this area and work continues across the Council to improve this position further including a review of the Mental Health & Wellbeing Strategy and related HR policies to support a healthy working environment. 1.4 Long term absences continued to account for most FTE days lost across all services, however in line with the reduction in Mental Health related absences we are seeing a downward trend with a reduction of 5% compared to previous years. 1.5 The Council’s year-to-date position as at Quarter 1 2022/22 was 2.40 FTE average days lost per employee, compared to 2.31 FTE days in 2021/22. 1.6 The FTE average days lost per employee as June 2022/23 was 0.80 FTE compared to 0.94 FTE days in May and 0.79 FTE days in June 2021/22. 1.7 Absence remains on the agenda at all service senior leadership team meetings and Heads of Service are cascading the message down to all managers that absence and improving the health & wellbeing of the workforce remains a key priority in the year ahead. 2. Report 2.1 Summary of Information and Analysis Section Absence Data 2.2 Year-End Outturn Position – 2021/22 - Table 1 and 2 2.3 FTE Days Lost Monthly Performance and Year End – Table 3 2.4 Top Reasons for Absence during 2021/22 2.5 Covid19 Sickness Absence – Year end 2021/22 – Table 5 2.6 Year-to-date Absence as at Quarter 1 – Table 6 2.7 FTE absence days lost as at Quarter 1 – Table 7 2.8 Actions taken to reduce sickness absence and improve health & wellbeing Page 6 of 19
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2.2 Year End Outturn Position – 2021/22 Table 1 2.2.1 The Council year-end outturn position (teachers and local government employees) as shown at Table 1 above for 2021-22 is 10.08 FTE average days lost per employee. 2.2.2 This time last year the figure for the Council overall was 7.89 FTE average days lost per employee, therefore for 2021-22 there has been a deterioration of 2.19 FTE (27.7 %). However, it should be noted that whilst this looks like a significant deterioration, last year’s sickness absence reduced due to the impact of the ongoing COVID-19 pandemic and that the majority of COVID related absences were recorded as special leave not sickness absence. The sickness absence levels for March 2019-20 demonstrate not only a more comparable figure of 10.55 FTE average days lost per employee, but an improvement in this year’s outturn of 4.46%. 2.2.3 As shown at Table 2 below Quarter 3 had the highest FTE average days lost per employee at 2.94 FTE. This was the same position as last year. Further analysis on the trends across each Quarter is detailed at 2.3. Table 2 4.64 4.85 7.57 8.73 13.18 3.10 7.89 10.55 0.00 2.00 4.00 6.00 8.00 10.00 12.00 14.00 Year-end March 2021/22 FTE Lost Per Employee - 20/21 FTE Lost Per Employee - 19/20 0.00 1.00 2.00 3.00 4.00 5.00 Council Chief Executive's Office Education & Families (Teaching) Education & Families (Non Teaching) Enterprise & Communities Adult Health & Social Care FTE Average Days lost per Employee Quarter 1 to 4 - 2021-22 Quarter 1 Quarter 2 Quarter 3 Quarter 4 Page 7 of 19
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2.3 Monthly FTE Performance – Year-end 2021/22 FTE Average Days Lost per Employee Table 3 FTE Average Days Lost per Employee Service Apr May Jun Q1 July Aug Sept Q2 Oct Nov Dec Q3 Jan Feb Mar Q4 *Mthly Target Rolling Average Annual Target Year End Total Council 0.68 0.84 0.79 2.31 0.64 0.70 0.89 2.23 0.92 1.13 0.89 2.94 0.74 0.85 1.01 2.60 0.83 0.84 9.86 10.08 Chief Executive's Office 0.37 0.58 0.74 1.69 0.63 0.63 0.61 1.87 0.69 0.68 0.52 1.89 0.39 0.60 0.74 1.73 7.18 *Education & Families (Teaching) *Monthly Target is based on 11 mths not 12 mths 0.50 0.67 0.49 1.66 0.28 0.19 0.49 0.96 0.63 0.95 0.61 2.19 0.42 0.71 0.84 1.97 0.58 0.61 6.42 6.79 Education & Families (Non-Teaching) 0.71 0.88 0.80 2.39 0.59 0.69 0.96 2.24 0.97 1.30 1.00 3.27 0.76 0.89 1.06 2.71 10.60 Enterprise & Communities 0.73 0.82 0.89 2.44 0.75 0.87 0.97 2.59 0.93 1.12 0.92 2.97 0.82 0.83 1.06 2.70 10.70 Adult Health & Social Care 1.05 1.19 1.22 3.46 1.23 1.36 1.44 4.03 1.46 1.48 1.37 4.31 1.31 1.16 1.18 3.65 15.44 Culture NL 0.55 0.86 0.18 1.59 0.10 0.00 0.00 0.10 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.69 North Lanarkshire Leisure 0.84 1.07 0.97 2.88 0.94 0.00 0.00 0.94 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 3.82 2.3.1 Based on the FTE average days lost per employee for Quarter 4, the year-end outturn for the Council in 2021-22 was 10.08 FTE against a target of 9.86 FTE. Page 8 of 19
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2.4 Top reasons for Absence during 2021/22 2.4.1 Throughout the year, the top three reasons for absence have remained consistent across all areas of the Council with mental health remaining the top reason for absence, followed by Bone/Muscle/Joint and Abdominal/Gastric. The other main reasons across the year have varied but regularly include Heart, Cancer, Post Op Recovery and Respiratory (non-cold and flu). 2.4.2 It is anticipated that as we move towards the winter months, we will see an increase in mental health related absences as employees deal with the financial pressures of Christmas, seasonal depression, and the worry of the rising cost of living. However, there continues to be a wealth of support and resources made available to employees and managers regarding mental health and wellbeing (including financial support). 2.5 Covid19 Sickness Absence – Year End 2021/22 Table 4 2.5.1 As shown in Table 4 above the average FTE days lost per employee for the Council due to Covid-19 related sickness absence for March 21/22 is 1.57 FTE days, compared to 2.06 FTE days lost the previous year which is approximately a 23% reduction. 2.5.2 Across the year Enterprise & Communities lost the most FTE days per employee (2.26 FTE compared to 1.57 FTE across the Council). 0.00 0.50 1.00 1.50 2.00 2.50 3.00 3.50 Council Chief Executive's Office Education & Families (Teaching) Education & Families (non teaching) Enterprise & Communities Adult Health & Social Care FTE Average Days Lost per Employee 2021-2022 Average FTE Days Lost per employee 21/22 Average FTE Days Lost per employee 20/21 Page 9 of 19
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2.6 Year-to-date position as at Quarter 1 2022/23 Table 5 2.6.1 The Council year-to-date position as at Quarter 1 (teachers and single status) as shown at Table 1 above for 2022-23 is 2.40 FTE average days lost per employee. 2.6.2 This time last year the figure for the Council overall was 2.31 FTE average days lost per employee, therefore for 2022-23 there has been a slight deterioration of 0.09 FTE (3.9%). In June 2020-21 the FTE average days lost per employee was 2.13 FTE. 2.7 FTE Days Lost – Quarter 1 Table 6 2.7.1 The FTE days lost in Quarter 1 2022/23 were 1,774.74 higher than the same Quarter last year. However, the FTE days lost in June were only 502 days higher than last year, compared to 1,405 from May this year to last year. 1.38 1.63 2.56 2.92 2.40 1.69 1.66 2.39 2.44 2.31 2.13 0.00 0.50 1.00 1.50 2.00 2.50 3.00 3.50 CHIEF EXECUTIVES EDUCATION & FAMILIES (TEACHING) EDUCATION & FAMILIES (NON TEACHING) ENTERPRISE & COMMUNITES COUNCIL TOTAL: Year-to Date Absence as at Quarter 1 - 2022/23 FTE Lost Per Employee - 22/23 FTE Lost Per Employee - 21/22 FTE Lost Per Employee - 20/21 Apr May Jun Quarter 1 Council Total 2022/23 8632.95 12127.43 10693.68 31454.06 Council Total 2021/22 8766.88 10721.65 10190.79 29679.32 0.00 5000.00 10000.00 15000.00 20000.00 25000.00 30000.00 35000.00 FTE Days - Quarter 1 Council Total 2022/23 Council Total 2021/22 Page 10 of 19
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2.8 Top Five Reasons for Sickness Absence as at June 2022/23 Table 7 2.8.1 As at the end of Quarter 1 Mental Health Related Absences accounted for 35.78% of all absences across the Council, a slight increase on the previous month (0.58%) and slight increase from June last year (2.38%). 2.9 Actions taken to reduce sickness absence and improve health & wellbeing 2.9.1 In addition to the extensive work that was done throughout the year regarding COVID-19 and ensuring managers and employees always had the most-up-to-date information, there were several formal and informal actions carried in 2021-22 by the Employee Relations team and the wider POD team to assist in reducing absence levels and improving the overall health & wellbeing of our workforce across the Council, including but not limited to the following: Implementation of new Supporting Attendance Policy and Procedure including training on policy and sessions on work related stress and mental health awareness. Implementation of Breastfeeding Policy Ongoing development of Mental Health & Wellbeing Strategy Establishment of Mental Health and Wellbeing Sub-Group in Education & Families 2.9.2 Work continues to be undertaken to reduce sickness absence levels and improve the overall health and wellbeing of all employees. As part of the implementation of the Supporting Attendance Policy & Procedure it was agreed that a meeting would take place with the Trade Unions at the end of the first year to discuss any concerns regarding application of the policy. The review meetings have now taken place and work is underway to consider the issues raised and whether any amendments to the current processes are required. Any changes will be discussed further with the joint trade union representatives. 35.78 7.64 16.46 6.24 6.65 Top 5 Reasons for Sickness Absence Council Mental Health Abdominal & Gastric Bone/Muscle/Joint Cancer Heart etc Page 11 of 19
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3. Measures of success 3.1 Ongoing reduction of sickness absence levels will help to ensure maximised productivity and achievement of Council priorities. 4. Supporting documentation n/a Fiona Whittaker Head of People & Organisational Development Page 12 of 19
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5. Impacts ( http://connect/report-template-guidance ) 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website Yes ☐ No ☒ 5.2 Financial impact Does the report contain any financial impacts? Yes ☐ No ☒ If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☒ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Yes ☐ No ☒ 5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Page 13 of 19
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Yes ☐ No ☒ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.9 Risk impact Is there a risk impact? Yes ☒ No ☐ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed? There is a continued risk of difficulty in meeting service delivery standards if sickness absence levels were to continue to increase. Page 14 of 19
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North Lanarkshire Council Report Joint Consultative Committee Does this report require to be approved? ☐ Yes ☒ No Ref FW/FD Date 04/10/22 Employee Mental Health & Wellbeing Update From Fiona Whittaker, Head of People & Organisational Development E-mail duddyf@northlan.gov.uk Telephone 07534-288-124 1. Background 1.1 Mental Health A recent review of the mental health strategy was carried out recognising a lot of work that has been progressed since its inception. Input was given from the existing Council group looking at mental health but also proposals were discussed with trade union colleagues and the existing mental health group run by the health and social care partnership. This was an opportunity to consider the direction going forward to fit the needs of the Council, recognising some services have more focus and indeed funding than others. Executive Summary This report aims to inform on proposals to further progress the Councils mental health strategy and to also provide an up to date picture on activity being carried out around employee wellbeing. Both of these areas of work have had an ongoing focus by the council safety and wellbeing team and thought has been given to how best to continue to progress but with a more employee specific drive. Recommendations The JCC should note: The content of the report The intention to create Service based groups to lead on mental health The intention to create a Council based group to progress the Council plans for mental health. The Plan for North Lanarkshire Priority Improve North Lanarkshire's resource base Ambition statement (23) Build a workforce for the future capable of delivering on our priorities and shared ambition AGENDA ITEM 4 Page 15 of 19
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1.2 Wellbeing For a number of years the Council has participated in the Healthy Working Lives (HWL) award programme reaching Gold award status in 2007 as well as the Mental Health Commendation Award (these awards were then merged into one). The award has then required specific ‘maintenance’ work each year covering a variety of topic areas. Public Health Scotland have recently taken the decision to end the HWL programme and will no longer deliver this award. Instead, their new approach will be to support organisations in key areas that will make the biggest difference to their workforce health and wellbeing, aligned to the ambition of becoming a Fair Work Nation. It is intended that whilst the Council will no longer be able to participate in this award this will not affect the ongoing programme of wellbeing work carried out for employees. 2. Report 2.1 Mental Health Sound mental health is a wellbeing topic that the Council is keen to continue to support and enhance for employees. The strategy was reviewed with just some minor updates but one that is included is the proposal to create service based groups who will focus on the needs within each service allowing for more of a custom made approach than a one size fits all. This affords the chance to profile the service and identify what employees actually need/want support or information on. Service groups will create a 12 month programme of work specific to the requirements of the employee groups. The membership of these service based groups would include appropriate representation from the safety & wellbeing team, employee relations, trade unions etc. The proposals also suggest an overall council group where the service based groups will feed into/share planned programmes of work/share best practice/discuss any national campaigns etc Terms of reference documents for both groups were created with a varied membership including trade union colleagues and a requirement for group members to attend mental health training to equip them correctly for the groups. 2.2 Wellbeing With the decision made by Public Health to discontinue the HWL award this in fact gives the Council an opportunity to review the wellbeing offer and look to provide a more targeted approach opposed to being restricted by a set criteria which was a one size fits all. A full review of the existing wellbeing programme will be undertaken with a subsequent action plan created to match the needs of the workforce. This will be largely guided by the wellbeing survey planned to be carried out around September 2022. For the survey to identify an accurate picture of the types of activity our employees want a focus on the safety team will be proactive in gathering survey Page 16 of 19
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responses from frontline employees who historically are difficult to reach with standard routes ie. email. It is important that as we progress our wellbeing work that our trade union colleagues are consulted throughout and in particular with the survey process to assist in gathering as much information as possible. They provide an invaluable means of encouraging employees to participate and keeping them informed of this type of work. This will ensure we move wellbeing forward in a more focused manner with full employee engagement as they see activity take place around topics they have requested. 3. Measures of success 3.1 Improvement in employee absence statistics Overall improved wellbeing of Council employees Targeted campaigns relevant to occupation groups. 4. Supporting documentation N/A Fiona Duddy Occupational Safety & Wellbeing Manager Page 17 of 19
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5. Impacts ( http://connect/report-template-guidance ) 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer- scotland-duty-impact-assessments Yes ☐ No ☐ 5.2 Financial impact Does the report contain any financial impacts? Yes ☐ No ☒ If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☒ No ☐ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? There are legal impacts in respect to the Council meeting their statutory obligations in relation to the management of stress at work and health surveillance. 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Yes ☐ No ☐ Page 18 of 19
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5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☐ No ☐ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? For the ongoing programme of work for both mental health and wellbeing there will be a need for communications going out to all employees including targeted campaigns. 5.9 Risk impact Is there a risk impact? Yes ☒ No ☐ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed? There is a risk that if the health and wellbeing of employees is not managed correctly it could result in ill health, absence and potentially resource issues. This risk is covered within the corporate risk register for People and Organisational Development. Page 19 of 19