Dear Merthyr Tydfil Council,

Regarding this meeting I wish to know what answers were given by Officers to the questions listed in the minutes - see below:

Meeting of Scrutiny : Governance, Performance, Business Change and Corporate Services, Tuesday, 15th October, 2019 4.00 pm (Item 403.)

Minutes:

A Member stated that Background Papers should be available for all the Panel as some Committee Members were new to the Panel.

Fran Donnelly then led the Committee in detail through the ‘Human Resources Update Report’ and responded with the Officers in detail to the following questions raised by the Committee:

· Is there a dedicated Welfare Officer Post

· Wales Audit Office recommendations – What are the Commercial Opportunities

· Paragraph 5.2 – Single points of dependency (SPOD) – Where are the Single Points of Dependency – Is there a list available of SPOD’s that all Elected Members can see – Helpful to see a real example – Helpful in terms of Scrutiny

· (Fran Donnelly advised that a Skills Audit Review had been undertaken and all the paperwork was available and a response could be obtained through the questionnaires)

· Paragraph 5.3.1 – Corporate Sickness – Detailed explanation requested in relation to Monitoring – What are the figures

· Paragraph 5.3.3 – Confirmation sought on the October 2019 date

· Paragraph 5.4.3 - Are figures available for previous years – What will the figure be in March 2020

· Paragraph 7.4 – Stress Survey –Why has it taken so long to evaluate the second survey

· Paragraph 7.4 – Is there a Bullying Policy

· Paragraph 4.1 – Wales Audit Office recommendations – What evidence is held regarding reviews with Staff – How many Staff are on Capability Measures

· (Fran Donnelly advised that these figures could be provided)

· Explanation requested of the Procedure when an employee is off sick on stress

· Extra work for staff due to staff leaving – How is this information fed back to Members

· Paragraph 5.2.1 – SPOD’s- Work undertaken for VR/VER –Useful to undertake this again to identify the risks that currently exist post VR/VER as well – Explanation requested in relation to transfer of skills and knowledge – What training is being put in place as a lot of knowledge is required in a short period which could lead to further stress – How is this being fitted into the training plan

· Succession Planning – How is this information being filtered and to share skills throughout existing staff to avoid risks

· Paragraph 5.3.3 – Corporate Stress – Pressure on teams and welfare issues – Not just skills and training but cultures and behaviours as well – Is this something that is being looked at and if so what things are in place at the moment

· Are there any savings to be made by looking at posts rather than fixed term or agency

· Significant number of agency staff in departments for a significant period of time – What departments do agency staff work in

· Front line posts do not seem to stand out as typical agency staff for a significant period of time

· Explanation requested of the Model used

· Paragraph 5.3.4 – Marked increase in the number of staff off due to stress compared to previous years – Have we identified the reasons for that and are there any trends in any particular department

· Stress Survey next year – Will this identify the difference between work related stress and family related stress

· When staff report stress the Manager relies on staff advising if it is work or family stress – How confident is the Authority with this

· Is the post or the person made redundant

· Short term sickness – Do we currently analyse patterns and if patterns do emerge what is done or is this part of the measures that have been put in place

· How confident is the Officer that with the systems that have been put in place in relation to uniformity and equality that everyone is dealing with sickness absences, stress, work related stress in exactly the same manner

· Concern at Employees taking Leave rather than Sick – What is the approach to change this culture – If someone is on sick then they should be on sick leave and appropriate measures put in place such as Occupational Health to get them back to work

· What is the Authority planning to do regarding this culture – What Policies are in place around compulsory redundancies – What will be done in relation to this culture

· Under Compulsory Redundancy scenario what is the criteria or system used to determine

· Are the criteria weighted equally

· (The Interim Chief Executive advised that a response would be provided on criteria)

· How are skills assessed

· Paragraph 5.4.6 – Does this include recruiting apprentices into the organisation

· What are the Terms and Conditions for agency staff

· Is there a solution to the question of the high number of agency staff

· In an ideal world what would be the required number of agency staff be

· In terms of percentage what is the agency percentage in terms of the overall staffing numbers

· How are agency regulations applied

· Figures of full time staff, part time staff, staff on fixed contracts

· Paragraph 5.2.1 – SPOD’s – Committee needs to know who these staff are across the Authority

· Agency staff - Costs should be looked at as a matter of urgency

The Chair then referred to recommendation 2.2 in the report and requested further information in going forward and proposed the following:

Extend an invitation to the Head of Human Resources to attend a future Meeting to look at:

· Follow up on the SPOD approach that can be fed into an overall Training Needs Analysis and its links to the Organisation

· Further information on the SPOD – To look at a proper example of a SPOD through the Skills analysis

· How many SPOD’s are there and in which Department

· The Background Papers for this item when this matter is next considered

· Information on the impact of the VR/VER – Decisions that have been made in the past few years

· Update on progress made against the Agency figures

· Comparison if the Authority were to take on agency staff what would be the difference in cost

· Capability – The number of staff undertaking the Capability Process - To test how the current capability process is working and if there could be improvements – Example of someone who has gone through the process

· Update on monitoring on work related stress

· Location of agency staff and reasons for why they are still agency staff

These proposals were then agreed by the Committee.

Yours faithfully,

Geoff Jones

FOI (Freedom of Information), Merthyr Tydfil Council

Classification: NOT PROTECTIVELY MARKED

 

Dear Sir/Madam

 

RE:     Freedom Of Information Act 2000 – INFORMATION Request

 

We acknowledge your request for information about answers to questions in
minutes received by the Data Disclosure and Records Officer on 25^th
November 2019.

 

We are considering your request and you will receive the Councils full
response within the [1]statutory time limit of 20 working days, which in
this instance is no later than 23^rd December 2019, unless the information
is exempt or we require additional time to consider whether disclosure is
in the public interest in accordance with [2]Section 2 of the Act.  

 

The [3]Act defines a number of exemptions which may prevent release of the
information you have requested. Before we provide the information we will
consider whether it is proper to release it and if any of the exemption
categories do apply then the information may not be released. We will tell
you if this is the case, and you will have a right of appeal. If the
information you request contains reference to a third party then they may
be consulted prior to a decision being taken on whether or not to release
the information to you. You may have to pay a fee for this information; we
will consider this and let you know. If a fee is applicable the Council
will issue you with a Fees Notice. The 20 working day time limit will not
start until we receive your payment. If you have any queries or concerns,
please contact the Data Disclosure and Records Officer on 01685 725000 or
[4][Merthyr Tydfil Council request email]. You can find out more about the Act from the
Information Commissioner at:

 

Information Commissioner’s Office (Wales)

2^nd Floor

Churchill House

Churchill Way

Cardiff

CF10 2HH

 

Tel: 0330 414 6421 

Email: [5][email address]

Website: [6]www.ico.org.uk

 

Responses to completed requests for information are published online
within our disclosure log. Our disclosure log is located in the find it
section of our external website ([7]www.merthyr.gov.uk). Please click
[8]HERE to view our disclosure log.

 

Yours faithfully

 

Swyddog Datgelu Data a Chofnodion/Data Disclosure and Records Officer

Tîm Llywodraethu Gwybodaeth/Information Governance Team

Cyngor Bwrdeistref Sirol Merthyr Tudful/Merthyr Tydfil County Borough
Council

 

Canolfan Dinesig/Civic Centre

Stryd Y Castell/Castle Street

Merthyr Tudful/Merthyr Tydfil

CF47 8AN/CF47 8AN

Ffon/Tel: 01685 725000

E-bost/E-mail: [9][Merthyr Tydfil Council request email]

 

Croesawn ni ohebu yn y Gymraeg/We welcome correspondence in Welsh.

Croesawn ohebu yn Gymraeg a fydd hyn ddim yn arwain at oedi.

Mae'r e-bost hwn ac unrhyw ffeiliau a drosglwyddir gydag ef yn gyfrinachol
ac wedi'u bwriadu ar gyfer pwy bynnag y cyfeirir ef ato neu atynt. Mae
cynnwys yr e-bost hwn cynrychioli barn y sawl a enwir uchod, felly nid
ydyw'n dilyn ei fod yn cynrychioli barn Cyngor Bwrdeistref Sirol Merthyr
Tudful.

Darllenwch ein [10]hysbysiadau preifatrwydd i ddarganfod mwy am sut rydym
yn defnyddio eich gwybodaeth bersonol.

Cyngor Bwrdeistref Sirol Merthyr Tudful
Canolfan Dinesig
Stryd Y Castell
Merthyr Tudful
CF47 8AN

Teleffon: 01685 725000

We welcome correspondence in Welsh and this will not lead to a delay.

This e-mail and any files transmitted with it are confidential and
intended solely for the use of the individual or entity to whom they are
addressed. The contents of this e-mail represent the views of the
individual(s) named above and do not necessarily represent the views of
Merthyr Tydfil County Borough Council.

Please read our [11]privacy notices to find out more about how we use your
personal information.

Merthyr Tydfil County Borough Council
Civic Centre
Castle Street
Merthyr Tydfil
CF47 8AN

Telephone: 01685 725000

[12]http://www.merthyr.gov.uk

References

Visible links
1. http://www.legislation.gov.uk/ukpga/2000...
2. http://www.legislation.gov.uk/ukpga/2000...
3. http://www.legislation.gov.uk/ukpga/2000...
4. mailto:[Merthyr Tydfil Council request email]
5. mailto:[email address]
6. http://www.ico.org.uk/
7. http://www.merthyr.gov.uk/
8. http://www.merthyr.gov.uk/English/Servic...
9. mailto:[Merthyr Tydfil Council request email]
10. https://www.merthyr.gov.uk/council/data-...
11. https://www.merthyr.gov.uk/council/data-...
12. http://www.merthyr.gov.uk/

FOI (Freedom of Information), Merthyr Tydfil Council

Classification: NOT PROTECTIVELY MARKED

 

Dear Sir/Madam

RE:     Freedom Of Information Act 2000 – INFORMATION Request

We have considered your request and provide the following information:

 

Regarding this meeting  I wish to know what answers were given by Officers
to the questions listed in the minutes - see below:

Meeting of Scrutiny : Governance, Performance, Business Change and
Corporate Services, Tuesday, 15th October, 2019 4.00 pm (Item 403.)

 

Minutes of meetings are required in order to record any decisions and
recommendations that arise from the discussions. We note the questions
that are raised to give some understanding of the discussions that took
place, but it is not our policy to record details responses, so
unfortunately we are unable to provide any additional information.

 

We are sorry that we cannot help further on this occasion but if you are
in any way dissatisfied with the handling of your request, or have any
further information needs in the future then please contact  the Data
Disclosure and Records Officer on 01685 725000. You have the right to
appeal against our decision. If you wish to appeal please set out in
writing your grounds of appeal and send to:

 

Data Protection Officer

Merthyr Tydfil County Borough Council

Civic Centre

Castle Street

Merthyr Tydfil

CF47 8AN

 

Tel: 01685 725000

Fax: 01685 725060

Email: [1][email address]

 

You can find out more about the Act from the Information Commissioner at:

Information Commissioner’s Office (Wales)

2^nd Floor

Churchill House

Churchill Way

Cardiff

CF10 2HH

 

Tel: 0330 414 6421 

Email: [2][email address]

Website: [3]www.ico.org.uk

 

Yours faithfully

 

Swyddog Datgelu Data a Chofnodion/Data Disclosure and Records Officer

Tîm Llywodraethu Gwybodaeth/Information Governance Team

Cyngor Bwrdeistref Sirol Merthyr Tudful/Merthyr Tydfil County Borough
Council

 

Canolfan Dinesig/Civic Centre

Stryd Y Castell/Castle Street

Merthyr Tudful/Merthyr Tydfil

CF47 8AN/CF47 8AN

Ffon/Tel: 01685 725000

E-bost/E-mail: [4][Merthyr Tydfil Council request email]

 

Croesawn ni ohebu yn y Gymraeg/We welcome correspondence in Welsh.

Croesawn ohebu yn Gymraeg a fydd hyn ddim yn arwain at oedi.

Mae'r e-bost hwn ac unrhyw ffeiliau a drosglwyddir gydag ef yn gyfrinachol
ac wedi'u bwriadu ar gyfer pwy bynnag y cyfeirir ef ato neu atynt. Mae
cynnwys yr e-bost hwn cynrychioli barn y sawl a enwir uchod, felly nid
ydyw'n dilyn ei fod yn cynrychioli barn Cyngor Bwrdeistref Sirol Merthyr
Tudful.

Darllenwch ein [5]hysbysiadau preifatrwydd i ddarganfod mwy am sut rydym
yn defnyddio eich gwybodaeth bersonol.

Cyngor Bwrdeistref Sirol Merthyr Tudful
Canolfan Dinesig
Stryd Y Castell
Merthyr Tudful
CF47 8AN

Teleffon: 01685 725000

We welcome correspondence in Welsh and this will not lead to a delay.

This e-mail and any files transmitted with it are confidential and
intended solely for the use of the individual or entity to whom they are
addressed. The contents of this e-mail represent the views of the
individual(s) named above and do not necessarily represent the views of
Merthyr Tydfil County Borough Council.

Please read our [6]privacy notices to find out more about how we use your
personal information.

Merthyr Tydfil County Borough Council
Civic Centre
Castle Street
Merthyr Tydfil
CF47 8AN

Telephone: 01685 725000

[7]http://www.merthyr.gov.uk

References

Visible links
1. mailto:[email address]
2. mailto:[email address]
3. http://www.ico.org.uk/
4. mailto:[Merthyr Tydfil Council request email]
5. https://www.merthyr.gov.uk/council/data-...
6. https://www.merthyr.gov.uk/council/data-...
7. http://www.merthyr.gov.uk/

Dear Merthyr Tydfil Council,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of Merthyr Tydfil Council's handling of my FOI request 'Answers to Questions in Minutes'.

I did not ask what was the policy on recording minutes.

I want to know what the members were told in answer to their questions.

Your Democratic Services Officer must have a record of the answers.

If not, then that person is failing in his/her duties.

If you still maintain that you do not have the information, I will have to make a formal complaint.

I can then refer the matter to the ICO if you refuse to provide the information.

A full history of my FOI request and all correspondence is available on the Internet at this address: https://www.whatdotheyknow.com/request/a...

Yours faithfully,

Geoff Jones

FOI (Freedom of Information), Merthyr Tydfil Council

Classification: NOT PROTECTIVELY MARKED
Dear Mr Jones,

We have considered your review and our previous response has been upheld as an exemption was not applied and you received your response for your request. It appears that what you have requested to be reviewed is more of the departments function and ways of working. We would suggest that you contact the department directly for any concerns you may have over their information on the Council’s website. You can contact the Democratic Services Team by email [email address] or on 01685 725000.

If you are not content with the outcome of the internal review, you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:

Information Commissioner’s Office (Wales)
2nd Floor
Churchill House
Churchill Way
Cardiff
CF10 2HH

Email: [email address]
Website: www.ico.org.uk

Swyddog Datgelu Data a Chofnodion/Data Disclosure and Records Officer
Tîm Llywodraethu Gwybodaeth/Information Governance Team
Cyngor Bwrdeistref Sirol Merthyr Tudful/Merthyr Tydfil County Borough Council
Croesawn ni ohebu yn y Gymraeg/We welcome correspondence in Welsh.

Please read our privacy notices to find out more about how we use your personal information.

show quoted sections