Agenda Document Pack - Joint Consultative Board (Non-Teaching) - 30/08/2023
Renfrewshire Council · 30 August 2023
Back to Joint Consultative Board (Non-Teaching) — 30 August 2023 and its agenda
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22/08/2023 Notice of Meeting and Agenda Joint Consultative Board (Non-Teaching) Date Time Venue Wednesday, 30 August 2023 15:00 Via Teams Platform, Membership Councillor Audrey Doig (Convener): Councillor Fiona Airlie-Nicolson (Depute Convener): Councillor Chris Gilmour: Councillor Lisa-Marie Hughes: Councillor Sam Mullin: Representing APT&C Staff M Ferguson (and 5 APT&C Staff). Representing Manual Workers Manual Spokesperson (and 4 Representatives of Manual Trade Unions). Recording of Meeting This meeting will be recorded for subsequent broadcast via the Council internet site. If you have any queries regarding this please contact Democratic Services - democratic services@renfrewshire.gov.uk. To find the recording please follow the link which will be attached to this agenda once the meeting has concluded. MARK CONAGHAN Head of Corporate Governance Page 1 of 22
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22/08/2023 Further Information A copy of the agenda and reports for this meeting will be available for inspection prior to the meeting at the Customer Service Centre, Renfrewshire House, Cotton Street, Paisley and online at http://renfrewshire.cmis.uk.com/renfrewshire/CouncilandBoards.aspx For further information, please email democratic-services@renfrewshire.gov.uk Page 2 of 22
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22/08/2023 Items of business Appointment of Chairperson Apologies Apologies from members. Declarations of Interest and Transparency Statements Members are asked to declare an interest or make a transparency statement in any item(s) on the agenda and to provide a brief explanation of the nature of the interest or the transparency statement. 1 Developments in Health, Safety and Wellbeing Report by Director of Finance & Resources. 5 - 10 2 Details of Grievances Report by Director of Finance & Resources. 11 - 12 3 Agency Workers Report by Director of Finance & Resources. 13 - 14 4 Absence Statistics - Annual report 22/23 and Quarter 1 of 23/24 Report by Director of Finance & Resources. 15 - 22 5 Departmental Reviews across Renfrewshire Verbal Report by UNISON. 6 Home Care Worker Facilities Verbal report by UNISON. 7 Date of Next Meeting The next meeting of the JCB Non-Teaching is scheduled to be held on 8 November 2023 at 3:00 pm. Page 3 of 22
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2 ___________________________________________________________________ To: Joint Consultative Board: Non-Teaching On: 30 August 2023 ___________________________________________________________________ Report by Director of Finance and Resources ______________________________________________________________ Heading: Developments in Health, Safety and Wellbeing _______________________________________________________________ 1. Summary This report outlines the developments which have taken place since the last meeting of the Joint Consultative Board: Non-Teaching in May. __________________________________________________________________ 2. Recommendations 2.1 This report is for information only and to note that this is a retrospective record of health, safety and well being activities undertaken by Finance and Resources, HR, Health and Safety section and other council services. ________________________________________________________ 3. Background The report below focusses on the actions and activities to continue to support the council’s new ways of working plans. We continue to work closely with the communications team to ensure key messages to managers and employees are issued timeously to remind them of the requirements to keep safe. 3.1 A risk-based review of all our policies and guidance documents is under way and we continue to review the documents in line with statutory compliance as well as business needs. As part of this process, we collaborate with the Trade Unions and service representatives. The topics that are currently being progressed include: Item 1 JCB308023 Page 5 of 22
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3 • Manual handling guidance • Alcohol and substance use • Violence and aggression in the workplace guidance • Risk assessment guidance • Control of Smoking at work • Lone working guidance • Control of Substances Hazardous to Health 3.2 The Health and Safety team continue to evaluate contractor’s and supplier’s health and safety documentation when they apply for contracts with Renfrewshire Council. Since the last meeting we have assessed 17 high risk contracts and 10 low risk contracts. 3.3 There have been three meetings with Scottish Fire and Rescue (SFR) since the last JCB with two of the meetings being held as a result of SFR attending call outs to our premises. The third meeting was to discuss the revised Dargavel School fire arrangements. We discuss, where needed, improvements to the fire safety arrangements. 3.4 The team continue to progress the arrangements with the Corporate Working Group for the change to the SFR Unwanted Fire Alarm Signal arrangements that became effective from 1 July 2023. 3.5 The Health and Safety team continue to carry out a review of our blood borne virus documentation, and this has been supported by a further face-to-face training courses in the Housing team. Health and Safety have risk assessed some of the priority groups in the council who need Hepatitis B vaccinations. The programme has already commenced in selected schools and the building services programme is also well advanced. For the latter, Hepatitis A vaccinations are also required for some higher risk staff. This vaccination programme is managed with our Occupational Health provider. Separately, risk assessments for other biohazards such as Lyme disease (caused by ticks) has been produced. 3.6 The Health and Safety team continue to support the new ways of working arrangements being developed across the council. The ventilation impact review has been completed and we are currently concentrating on the Renfrewshire House activities. 3.7 The Health and Safety team continue to support the Council’s construction activities though scheduled monthly meetings with the property services team. Since the last JCB meeting the team continue to be involved in meetings/site visits for the Paisley Town Hall project, the Paisley Arts Centre project, Dargavel School, Paisley Grammar project, Park Mains School, City Deal activities as well as other smaller projects such as the weathervane removal at the church in the town centre. 3.8 The Health and Safety team continue to support the Underwood Road Depot and household waste recycling centre upgrades. 3.9 The Councils health surveillance programme continues to be delivered though our OH supplier. The Building Services teams have been completed and we have now Page 6 of 22
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4 moved onto the garage workshops. School Crossing Patroller’s health checks are in the process of being arranged. 4.0 Since the last JCB, across the council 2044 employees have completed the courses offered: Course Completions Waste Recycling in Schools & Nurseries 15 Promoting Positive Behaviour Legislation and Guidance 17 Display Screen Awareness DSE 351 Ladder Safety Awareness 63 Using the Lifepak Defibrillator 24 Remote Health and Safety Module 13 Manual Handling Module 40 Fire Module 76 Supporting Employees Experiencing Domestic Abuse 22 Accident & Incident Reporting (RIDDOR) 31 Guidance on Food and Drink in Schools (Scotland) Regulations 2020 15 Evacuation Process Renfrewshire House 536 Promoting Positive Behaviour in the Workplace (module 1) - Risk; Rights & Responsibilities 54 Violence and aggression at work 147 Fire Warden Training 134 Fire Alarm Investigation (new) 506 4.1 The Health and Safety Team are regularly requested to respond to FOIs on behalf of the council in relation to health and safety issues with 19 having been processed in this period. 4.2 Since the introduction of the updated incident reporting system the Health and Safety team monitor all incidents recorded. Since 1 April 2023, there have been 671 incidents recorded on Businessworld. 4.3 The Health and Safety team supported the Events team at the recent Sma Shot day celebrations, Renfrew gala day, Barshaw gala day and the Renfrew pipe band competition. All the events were planned and delivered safely and effectively. 4.4 The Health and Safety team continue to innovate and are utilising Survey123 as an online App allowing the recording of inspection/visits live onsite. Further development is ongoing. 4.5 The Health and Safety team have visited the Early Learning and Childcare centres to review the flight risk assessments. ____________________________________________________________ Implications of the Report Page 7 of 22
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5 1. Financial - Continuing to improve health and safety performance will reduce accidents/occupational ill health, claims and the costs associated with this. 2. HR & Organisational Development - This report supports the Councils commitment to the health, safety and well being of Renfrewshire Council employees. 3. Community Planning – Community Care, Health & Well-being - We will improve the physical and emotional wellbeing of staff across services through the Healthy Working Lives programme. Empowering our Communities - We will promote learning and encourage employees to fulfil their individual potential and ensure that the council delivers high-quality services in the most effective and efficient way to meet the needs of local people. Greener - The E-management system will reduce the amount of paper used for risk assessment and accident forms. Safer and Stronger - Facilitating the health, safety, and wellbeing of our employees by ensuring that appropriate policies and procedures are developed and adhered to, and that all legal requirements for health and safety are fulfilled. 4. Legal - This report will support the Council’s continued compliance with current health and safety legislation. 5. Property/Assets – Ensures compliance. 6. Information Technology - The E-management systems require to be facilitated through the Council’s email server system. 7. Equality & Human Rights - The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report because for example it is for noting only. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. (Report author will arrange this). 8. Health & Safety - This document supports and demonstrates the council’s commitment to ensuring effective health, safety and well being management. 9. Procurement – Demonstrates compliance and governance. 10. Risk – low impact as legal and statutory requirements are being maintained. 11. Privacy Impact – not applicable to this report. 12. Climate Risk - none ___________________________________________________________ Page 8 of 22
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6 Author: Steven Fanning Principal HR Adviser Mobile: 07747790211 Email: steven.fanning@renfrewshire.gov.uk Page 9 of 22
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RENFREWSHIRE COUNCIL - JOINT CONSULTATIVE BOARD (Non-teaching) AUGUST 2023 DETAILS OF GRIEVANCES (Informal stages onwards) SERVICE INFORMAL STAGE FORMAL STAGE 1 FORMAL STAGE 2 TOTAL 08/23 TOTAL 05/23 Chief Executives Service 0 0 0 0 0 Environment, Housing & Infrastructure Services 1 0 0 1 1 Children’s Services 0 3 0 3 1 Health & Social Care Partnership 0 5 0 5 4 Finance & Resources 0 0 0 0 0 TOTAL 1 8 0 9 6 (Information as at August 2023) Operation of the Grievance Procedures - The time limits below may be modified by mutual consent. It is also noted that, depending on the complexity of the issue, reasonable time should be allowed to ensure the issue is investigated as fully as possible. If a supervisor has been unable to provide a remedy or the employee is dissatisfied with the response to the informal stage the employee can pursue the grievance to formal stage 1. On receipt of the paperwork a meeting will be arranged (but not necessarily take place) within 5 working days. Following the meeting, a written reply will be made to the employee as soon as possible, but in any event, within 5 working days of the meeting taking place. Item 2 JCB308023 Page 11 of 22
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Service Job Title Current Number of Renfrewshire Council Employees in this Role Number of Agency Workers in this Role in May 2023 Number of Agency Workers in this Role in June 2023 Number of Agency Workers in this Role in July 2023 Cleaner / Facilities Operative 555 8 3 0 Catering Asst 15 15 13 13 Housekeeper 97 13 13 9 Street Lighting Inspector 2 2 2 2 Brick Layer 2 1 1 1 Roofer 0 1 1 1 Electrician 13 4 5 5 Maintenance Assistant 0 1 1 1 Labourer 1 1 1 1 Joiner 36 6 6 6 Transport Bus Driver 37 7 7 7 758 59 53 46 Senior QS 0 1 1 1 Building Surveyor 5 1 1 1 Clerical Assistant 244 2 2 2 Revenues Officer 12 1 1 1 Appeals Officer 2 1 1 1 Benefits Assessor 20 3 4 4 Senior Clerical Officer 146 2 2 2 CS Adviser 29 6 6 6 458 17 18 18 Renfrewshire Health & Social Care Partnership Home Care Worker 376 76 76 78 Care Home Manager 0 1 1 1 Care Asistant - Disability Resource Centre 3 4 4 7 Social Care Assistant - Care Homes 95 141 143 184 Team Manager 16 2 1 0 Social Worker 117 4 4 2 Operational Manager RLDS & CMHT 7 2 2 2 Adult Services co-ordinator 44 0 0 1 Community Alarms Responder 25 10 17 7 Day Service Assistant 68 0 3 3 Discharge Assistant 0 1 1 1 Occupational Therapist 28 1 0 0 779 242 252 286Total for Renfrewshire Health & Social Care Partnership Total for Finance & Resources AGENCY WORKERS - AUGUST 2023 Total for Environment & Infrastructure Finance and Resources Environment, Housing & Infrastructure Services Item 3 JCB308023 Page 13 of 22
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2 ___________________________________________________________________ To: Joint Consultative Board (Non-Teaching) On: 30 August 2023 ________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Absence Statistics – Annual report 22/23 and Quarter 1 of 23/24 ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to provide the Board with the absence information for the period 1st April 2022 to 31st March 2023. The report also provides absence performance by all services during quarter 1 covering the period 1st April to 30th June 2023. 1.2 During the reporting period 22/23, hybrid working continued to reduce the opportunities for transmission in office-based work activities. 1.3 Longer term absences continue to be impacted due to lengthier treatment and medical intervention waiting times. 1.4 The report details the absence statistics by service and by category of staff. The report provides information in relation to absence targets and how services have performed against them. An analysis of the reasons for absence has also been compiled and details are included within the report. 2. Recommendations 2.1 It is recommended that the Board notes the content of this report. _______________________________________________________________ Item 4 JCB308023 Page 15 of 22
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3 3. Background 3.1 The Scrutiny Board agreed that absence levels will be reported on a quarterly basis. It was agreed that the report will include the following information. relating to supporting attendance: - Absence statistics broken down by service and category of staff. Reasons for absence broken down by service and category of staff. Progress made by services in relation to their supporting attendance action plans. 4. Sickness absence statistics for the period 1st April 2022 to 31st March 2023 overview. 4.1 During the reporting period, Covid-19 restrictions were completely lifted quite quickly from most of the workplaces except the care sector; however, ventilation and hand washing remain key factors to reduce transmission. 4.2 The main presenting issues and their percentage of the overall presented absence figures for the year were: • Psychological (29%) • Respiratory (21%) • Muscoskeletal (19%) 4.5 A comparison of the council overall absence performance for the years 21/22 and 22/23 is detailed in table 1. In line with the reporting requirements for Scottish Councils, absence is expressed as a number of workdays lost per full time equivalent (FTE) employee. Table 1 5. Sickness absence statistics for quarter 1 - 1st April 2023 to 30 June 2023. 5.1 A comparison of the council overall absence performance for the quarter (Q1) is detailed in table 2. Table 3 details services performance. In line with the reporting requirements for Scottish Councils, absence is expressed as a number of workdays lost per full time equivalent (FTE) employee. Employee Group 21/22 22/23 Variance +/- year on year Local Government 13.89 15.24 + 1.35 Teachers 5.9 7.44 + 1.54 Council Overall 11.29 13.21 + 1.92 Page 16 of 22
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4 Table 2 5.2 Table 3 *This is a new service with no previous data. 6. Sickness absence targets analysis for quarter 1- 1st April 2023 to 30 June 2023. 6.1 The local government employee absence level of 3.41 days lost per FTE employee is 0.81 days above the council target of 2.60 days. 6.2 In addition, the teacher absence level of 1.70 days lost per FTE employee is 0.16 days above the council target of 1.54 days. 6.3 The council has recorded an overall absence rate of 2.97 days lost per FTE employee, which is 0.37 days above the council target of 2.60 days. 7. Sickness absence reasons and related support measures during quarter 1 - 1st April 2023 to 30th June 2023. 7.1 The main sickness absence reasons across the council presented in this quarter were: • Psychological • Muscoskeletal • Stomach/bowel/blood and metabolic disorders Employee Group Quarter Ending June 22 Quarter Ending June 23 Variance +/- year on year Local Government 3.46 3.41 - 0.05 Teachers 1.77 1.70 - 0.07 Council Overall 3.02 2.97 - 0.05 Service Quarter Ending June 22 Quarter Ending June 23 Variance +/- year on year Chief Executives 1.50 1.14 - 0.36 Childrens Services 2.69 2.56 - 0.13 Environment, Housing, and Infrastructure* N/A 3.50 N/A Finance & Resource Services 1.76 2.37 + 0.61 Renfrewshire Health and Social Care Partnership 5.04 4.60 - 0.44 Council Overall 3.02 2.97 - 0.05 Council Overall Target 2.60 2.60 n/a Page 17 of 22
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5 7.2 To support employees with psychological absences, the council provides a range of support services that employees can be referred to at an early stage for assistance, such as the council’s Occupational Health Service and the Time for Talking employee counselling service. 7.3 The Time for Talking (TFT) counselling service provides 24-hour confidential support to employees with a range of personal health and well-being issues. It operates a flexible approach to appointments offering telephone consultations in the early mornings or evenings as well as throughout the day. 7.4 69 new referrals were made and a total of 294 referrals offered during the reporting period. This generated an attendance rate of 85%. The main presenting issues are detailed below: Personal Stress/anxiety/depression Family Relationships Change Self-harm Anger Work & Personal Stress/anxiety/depression Retirement/Redundancy Work related. Role (the understanding of) Change Relationships (manager or colleagues) 7.5 Telephone consultations remain the most requested type of intervention, however more face to face appointments are being requested. During the reporting period TFT responded to 2 critical incidents. 7.6 HR and OD work in collaboration with NHS colleagues, to offer safeTalk and ASIST courses on suicide awareness and prevention as well as anxiety awareness courses. We also promote the “Doing Well” service which supports employees with depression and low moods. 7.7 The Physiotherapy service supports employees with Muscoskeletal and Joint Disorder conditions through the council’s Occupational Health Service. The service has continued to be provided throughout the quarter using secure face to face appointments, video conferencing and telephone consultations. 7.8 The council’s usage of the Occupational Health Service (OHS) for quarter 1 was 972 appointments. OHS provides advice and guidance on the impact of ill health on work and what steps the council and/or the employee may make in order to secure a return to work. The main appointment types are detailed in table 4 below: Page 18 of 22
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6 7.9 We continue with our occupational health surveillance programme, offering audiometry, spirometry, hand arm vibration screening, and nightshift questionnaires. We have not reported new occupational diseases to the Health and Safety Executive. 8. Measures to support attendance at work 8.1 A number of measures being progressed to support attendance at work, include the following: - • We have reviewed our absence policy and we are developing, with the support of the corporate communications team, an engagement and training plan. • To link with the engagement plan, we are currently redesigning the current supporting absence training courses, ensuring managers are fully equipped to manage staff absence and take accountability for their absence status. • We continue to develop, with support of the Business World Team, a suite of appropriate reports to enable managers to analyse their absence data. This will also provide an opportunity to increase the frequency of reporting sickness absence information to the Corporate Management Team. • Throughout the reporting period, HR and OD have been working with service management teams to focus upon the absence data and look at interventions to support their staff. The biggest focus has been on the reduction of longer- term cases. • In collaboration with the communications and marketing service, regular information and guidance continues to be issued, particularly around well- being issues. The last campaign focussed on the employee counselling service. • Throughout the reporting period, HR and OD have been promoting the employee benefits scheme, which includes cycle to work. This may encourage employees to become active and healthier, which may help reduce spells of absence. • We continue to link the supporting attendance measures to our Health and Wellbeing Strategy development, which supports the People strategy. • As part of the council’s health and safety management system, occupations which include manual handling activities as part of the role, require task risk assessments. These risk assessments are reviewed on an ongoing basis to ensure that safe working practices are maintained. Appointment referral type Number Main types of intervention Wellbeing 377 CBT/DBT/Physiotherapy. Management 442 Presenting health condition advice and guidance. Health surveillance 153 Audio/ Hand arm vibration. Page 19 of 22
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7 • We are currently reviewing our workplace stress risk assessment process and guidance. __________________________________________________________ Implications of this Report 1 Financial Implications - Improvement in attendance impacts on the financial costs of absence. 2 HR and Organisational Development Implications - HR and Organisational Development Practitioners will continue to work with service managers and consult with the Trade Unions, on the implementation of the Supporting Attendance at Work Policy and Guidance and initiatives detailed in this report. 3 Community Planning Children and Young People - none. Jobs and the Economy - none. Community care, health, and wellbeing - provides for continuous improvement in health and attendance. Safer and Stronger - provides for improved service performance across the Council. Greener - none. Empowering our communities - none. 4 Legal Implications - none. 5 Property/Asset Implications - none. 6 Information Technology Implications - none. 7 Equality and Human Rights Implications - none. 8 Health and Safety Implications - it is integral to the Council’s aim of securing the health and well-being of employees. 9 Procurement Implications - none. 10 Risk Implications - Without continued effective supporting attendance focus, there is a risk that sickness absence levels will adversely impact on the Council both financially and in terms of service delivery. Consequently, supporting attendance activities are monitored via the Corporate Risk Register. 11 Privacy Impact Implications - none. 12. Cosla Policy Position – none 13. Climate Risk - none Page 20 of 22
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8 _________________________________________________________________________ List of Background Papers - none. The contact officer within the service is Steven Fanning, Principal HR and OD Adviser, telephone 0141 618 7284, e-mail steven.fanning@renfrewshire.gov.uk Author: Steven Fanning, Principal HR, and OD Adviser, Finance and Resources, telephone 07747790211 e-mail steven.fanning@renfrewshire.gov.uk Page 21 of 22
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