Agenda and minutes

To receive details of any Members appointed to attend the meeting instead of a Member of the Sub-Committee.

None.

To receive any declarations of interest.

None.

Up to a total of fifteen minutes can be allowed, each speaker being allocated a maximum of five minutes, for members of the public to present a petition, ask a question or comment on any matter on the Agenda or within the remit of the Sub-Committee.

None.

Of the meeting held on 2^nd March 2022 to be approved and signed.

RESOLVED: that the minutes of the meeting held on 2^nd March 2022 be approved as a correct record and signed by the Chair.

That the Sub-Committee notes an update on the requirements and measures being taken by the Registration/Returning Officer to implement the Voter ID provisions of the Elections Act 2022.

The Sub-Committee considered a report on the requirements for voter ID as set out in the Elections Act 2022 and new provisions for disabled voters. The report also identified the preparation work carried out to date to implement voter ID and further measures to be taken by Electoral Services under the guidance of the Returning Officer and Deputy Returning Officer. The Corporate Director – Finance and Resources presented the report and summarised the main points.

It was highlighted that several of the actions are dependent on further guidance being issued by the Electoral Commission. Funding has been provided to local authorities to meet the cost of implementing the Elections Act, and additional justification-led bid funding is also potentially available.

The Corporate Director responded to questions from Sub-Committee Members. In the ensuing discussion, it was explained that an there are an estimated 1,500 voters in Worcester who do not currently hold suitable ID. The Elections Team meets weekly and will be preparing a communications strategy, although the content cannot be finalised until further guidance is available. The Returning Officer will hold briefings for Members to ensure they are aware of the requirements of the Act for the May 2023 Local Elections.

The introduction of a new digital imprints regime is not a matter for the May 2023 elections and more information on this can be provided in due course.

In conclusion, the Chair stated that Officers can provide an update to this Sub-Committee at the March 2023 meeting. Meanwhile, if Members wish to raise any specific questions before then, these can be sent to the Corporate Director or the Elections Team.

RESOLVED: That the Sub-Committee note the update on the requirements and measures being taken by the Registration/Returning Officer to implement the Voter ID provisions of the Elections Act 2022.

That the Sub-Committee:

1.     Notes the progress to date to implement the Equality Diversity and Inclusion Strategy and the actions planned for the rest of the year; and

2.     Notes the initial demographic data for Worcester that is available from the Census 2021.

The Sub-Committee considered a report on progress against the EDI Strategy action plan for year one, up to 31 March 2023, including actions emerging from the Strategy implementation. In addition, the report provided some initial demographic data for Worcester that is available from the latest release of Census 2021 information.

The Corporate Director – Planning and Governance presented the report and summarised progress against actions. The report set out highlights from the year so far and further actions planned for year one, up to 31 March 2023.

The Corporate Policy and Strategy Officer highlighted some of the main points emerging from the Census. Initial analysis on the Worcester data was set out in an appendix to the report. As one of the actions in the Strategy, the Worcester Census data will be combined with other sources of data derived by the Council and its partners to create a rich picture of the demographics of Council residents, customers and visitors. This information will be used to inform service planning. Further reports on Census and other demographic data will be brought to Members in due course.

Officers responded to questions from Sub-Committee Members.

Members welcomes the progress which has been made to date and expressed support for the proposed approach to Members’ EDI training.

RESOLVED: That the Sub-Committee note:

1.   the progress to date to implement the Equality Diversity and Inclusion Strategy and the actions planned for the rest of the year; and

2.   the initial demographic data for Worcester that is available from the Census 2021.

That the Sub-Committee:

1.   Considers the draft Councillor Parental Leave Policy attached at Appendix 1; and

2.   Delegates authority to the Corporate Director - Planning and Governance, in consultation with the Chair and Vice-Chair of the Sub-Committee, to finalise the terms of a Councillor Parental Leave Policy for referral onto Council.

The Sub-Committee considered a report on a proposed Councillor Parental Leave Policy. The Corporate Director – Planning and Governance presented the report and explained the background and implications. A sample policy was attached to the report and the Sub-Committee were invited to consider this and any adjustments which might be beneficial for Worcester City Council.

Sub-Committee Members expressed broad support for adopting a parental leave policy for councillors, based on the sample.

RESOLVED: That the Sub-Committee:

1.    approve the draft Councillor Parental Leave Policy attached at Appendix 1 to the report; and

2.    agree to delegate authority to the Corporate Director - Planning and Governance, in consultation with the Chair and Vice-Chair of the Sub-Committee, to finalise the terms of a Councillor Parental Leave Policy for referral onto Council.

That the Sub-Committee approve the amended Hybrid Working Policy attached at Appendix 1 and notes its future 3-year review period.

The Sub-Committee considered a report on the Council’s Hybrid Working Policy, which was introduced in October 2021. The Corporate Director – Planning and Governance presented the report and explained that the Policy had been reviewed after one year of operation, taking into account feedback from managers, employees, Members, trade unions, customers and other stakeholders.

The preferred option was to leave the Policy substantially in its current form, but to provide some further clarity on a few points. These are:

•  Explanation that the Principles set the overall approach and the paragraphs that follow the Principle set out the rules, which are enforceable;

•  Added references to the value of colleagues interacting face to face with other service areas, not just their immediate teams;

•  Added in statements which clarify that the “majority of time onsite” is a principle that should be applied meaningfully and that there can be flexibility as long as overall commitments to the Principles in the Policy are being maintained;

•  Added in a statement to confirm that Heads of Service can require that certain meetings must be held in person.

The revised draft Policy was appended to the report. The Corporate Director responded to questions from Sub-Committee Members. She advised that the policy still requires Officers to be available to meet Members face-to-face. This point can be re-enforced to staff.

RESOLVED: That the Sub-Committee approve the amended Hybrid Working Policy attached at Appendix 1 to the report and notes its future 3-year review period.

That the Sub-Committee approves the revised Whistleblowing Policy attached at Appendix 1 and delegates authority to the Corporate Director - Planning and Governance, in consultation with the Chair and Vice-Chair of the Sub-Committee, to finalise and publicise the Policy in accordance with the terms of this report.

The Sub-Committee considered a report on a revised Whistleblowing Policy. The Corporate Director – Planning and Governance presented the report and explained that the Policy should be reviewed periodically to ensure that it remains fit for practice. It was last reviewed by the Sub-Committee in 2018.

Some amendments were considered a necessary step to ensure the Policy remains effective, in summary:

•    Widening the application of the Policy to other people including members of the public, councillors and partner organisations;

•    Signposting to other routes for complaints or concerns which are not types of whistleblowing;

•    Removing reference to line managers as the first port of call for whistleblowing complaints and confirming who the lead officers are;

•    Clarifying the expectations and potential limitations around confidentiality;

•    Strengthening the statements made about the protections and consequences of harassment or victimisation of whistleblowing (recognising that certain legal protections only apply to workers- not the general public);

•    Changing “employee” to “worker” to more accurately reflect the legislation which protects whistleblowers.

The revised draft Policy has been reviewed by the Joint Consultative and Safety Committee as well as shared with the trade unions separately. The amendments were supported. Further helpful amendments were suggested and had been taken into account in the revised draft.

Sub-Committee Members expressed support for the revised Policy.

RESOLVED: That the Sub-Committee approve the revised Whistleblowing Policy attached at Appendix 1 to the report and delegates authority to the Corporate Director - Planning and Governance, in consultation with the Chair and Vice-Chair of the Sub-Committee, to finalise and publicise the Policy in accordance with the terms of this report.

Which in the opinion of the Chair is of sufficient urgency as to warrant consideration.

None.