Agenda item

Report of the Human Resources Operations Manager

The Human Resources Manager introduced herself and the report as circulated with the agenda, which was taken as read.

She noted the request of Trade Union colleagues that the word ‘Officer’ be replaced with ‘Employee’ and this would be changed accordingly.

The following responses were given by the Human Resources Manager (with input from the Solicitor where necessary) to questions from members of the Committee;

• (Page 5 / Item 1 / last paragraph) - The Council had to assume that employees had a certain amount of ‘common sense’.  It wasn’t possible to encompass everything within the document.  Line Managers and HR Advisors were able to provide advice and support when required to do so.
• Page 5 / Item 2 / paragraph 2) - The Code applied to employees of contractors and formed part of procurement exercises.  The wording could be amended so that it was less ambiguous and stated that the Employee Code of Conduct would form part of all procurement exercises.
•  (Page 7 / Item 5.2 / paragraph 8) - The wording ‘or in writing to the Monitoring Officer’ would be added at the end of the paragraph.
• (Page 8 / Item 5.3) - It was confirmed that some employees such as solicitors or accountants were also governed by professional standards. It was explained that not all of the professional standards and requirements would be applicable to employees by virtue of working in local government as opposed to the private sector.
• Where applicable the references directed at the employee would be amended to ‘you’.
• (Page 9 / Item 5.7 / paragraph 2) - All employees had to inform the Council if they were going to engage in any other business or accept additional employment.  However, those on Grade G or above were obliged to obtain written consent from their Divisional Director. This wording could be amended to provide clarity.
• (Page 10 / Item 5.9 / paragraph 3) - The wording ‘with permission of your manager’ would be removed, as this insert referred to numerous calls (which would interrupt business) rather than one-offs.  The boundaries for use of company mobiles were set out in the Council’s ‘Mobile Phone’ policy.  Line Mangers were responsible for managing an individual’s use of personal mobile phones during business hours.
• References to Council officers and contractors would be changed to ‘you’.
• (Page 10 / Item 5.10 / paragraph 5) - The term ‘close personal friend’ would be exchanged with ‘friend’ to avoid ambiguity. 
• (Page 12 / Item 5.13 / paragraph 2) - The word ‘demonstrate’ would be replaced by something along the lines of ‘fully cooperate so that it can be established if any such rewards have not been corruptly obtained’.  Members were uncomfortable that the original wording implied that an employee was assumed guilty.
• (Page 12 / Item 5.13 / paragraph 3) - The wording would be amended to clarify that the Code also applied if the employee’s residence at a property affected the receipt of benefit for another person.
• (Page 12 / Item 5.15 / paragraph 2) - The word ‘national’ would be removed in order that it incorporated all press.
• (Page 13 / Item 5.16/ paragraph 3) - The words ‘criminal offence’ would be added.
• (Page 13 / Item 7) - The word ‘proposed’ would be added to the beginning of the last sentence and the words ‘consulted on’ would be replaced with ‘discussed’. 
• Employees were not restricted from being members of Trade Unions but were not able to use the council resources during times of strike action.
• (Question 1 / Frequently Asked Questions) Wording in line with the whistle blowing policy would be added to assure staff of confidentiality when raising concerns.

The Human Resources Manager assured members that all new employees were provided with a copy of the Code of Conduct and core policies at induction and had to sign a declaration stating they had read and understood the Code of Conduct. 

The Code covered attitudes and behaviours, whilst policies and procedures were more specific.  Links to the relevant policies would be included within the document once online, and hard copies would be available to those that did not have access to a computer (some staff at the depot and leisure centre).

Line Managers would be responsible for briefing employees about the revised Code of Conduct and having them sign the declaration.  This information would then be added to the Learning Gateway, which would be monitored by HR.  This exercise would then be repeated every one to two years.

She felt that the changes to the Code of Conduct were long overdue, made the document more user-friendly and would help instil in employees, the importance of how their actions are viewed by the public.  An e-learning module was being developed which would enable employees to use the Learning Gateway to learn more about the Code of Conduct.

She envisaged that the ‘question and answer’ section would be developed over time, offering employees an initial reference point.

Upon a vote it was unanimously

RESOLVED that the revised Employee Code of Conduct, once amended, be approved and recommended to Council for approval.