Agenda and minutes

The Chairman welcomed everyone to the meeting, including the members of the public who were attending for the discussion about the Libraries Unlocked Implementation Update (Agenda item 5).

Apologies were received from Councillors Emma Marshall and Craig Warhurst.

None.

Members of the public wishing to take part should notify the Assistant Director for Legal and Governance in writing or by e-mail indicating both the nature and content of their proposed participation no later than 9.00am on the working day before the meeting (in this case day 22 November 2023).  Further details are available on the Council's website.  Enquiries can also be made through the telephone number/e-mail address listed in this agenda and on the website.

Emily Keenan spoke as a local resident and a member of the Friends of St John’s Library (in Worcester). She put forward the concerns of 1433 local residents who had signed a petition and over 100 people who had attended a meeting of the Friends about implementation of Libraries Unlocked.

The Chairman thanked Emily for the petition and her comments and confirmed that she would receive a written response to any questions which were not answered during the discussion on Libraries Unlocked (Agenda item 5)

Previously circulated

The Minutes of the Meeting held on 29 September 2023 were agreed as a correct record and signed by the Chairman.

In attendance for this item:

Strategic Director of Commercial and Change

Assistant Director for Communities

Cabinet Member with Responsibility for Communities

Cabinet Member with Responsibility for Corporate Services and Communication

The Cabinet Member with Responsibility (CMR) for Communities welcomed the opportunity to update the Panel and appreciated the input from members of the public present. He explained that the report focussed on library services for residents across Worcestershire, of which St John’s library was one library. Times were financially very challenging and from a recent County Council Network event, the CMR was aware that other shire areas did not have anywhere near the level of library provision as in Worcestershire.

The Council had given a guarantee to retain 21 libraries but this did require some reduction in staffing hours. Overall, the Libraries Unlocked implementation was very much about improvement and enhancement and the Council had a successful track record with implementation so far.

In reference to points raised by the public participant, the CMR was not convinced by the suggestion to steer away from the pre-consultation feedback which had been done pre-Covid, and emphasised there were no proposals to stop community groups at any libraries. He acknowledged there would be concerns and questions, but provided reassurance that these would be picked up by the consultation exercise.

The Assistant Director for Communities (Assistant Director) referred to the report which set out the progress already made on the implementation of Libraries Unlocked, and the expected operational timeframes for individual libraries. The libraries were all different, with different issues for implementation, for example positioning of CCTV, or asbestos removal. Staff consultation was also underway.

Implementation would reflect on the learning from the 2019 consultation exercise and the experiences of Libraries Unlocked in Droitwich and Stourport libraries. Consultation on each library needed to be timed once potential ‘go live’ dates and feasibility for the technology was known, in order to be an informed exercise. However, there was a specific Libraries Unlocked webpage, which included frequently asked questions.

Positive experiences from Libraries Unlocked so far included sign up by 3000 people in Stourport, and by 61% of active library users in Droitwich, which demonstrated widening access. The Assistant Director reiterated the fact that there was no intention to reduce activities or groups although some timings may change, which would be through engagement.

The Assistant Director was aware there had been some concern about the safety of young people accessing libraries in locked hours, although they could be accompanied by an adult and the experiences from Droitwich and Stourport showed an increase in active library members in the 11-15 age group (5.6%) and a 22% increase in active members in the 60 to 90 age group. Based on experiences, consideration was being given to opening libraries unlocked membership up to 15 year olds, to help with GCSE study.

Regarding concerns about safety, there was the possibility of introducing live monitoring of CCTV, although it was highlighted that experience in Droitwich was not showing safeguarding issues;  ...  view the full minutes text for item 440.

In attendance for this item:

Strategic Director of Commercial and Change

Assistant Director for Communities

Deputy Chief Finance Officer

Assistant Director for Human Resources (HR), Organisational Development (OD) and Engagement

Head of Business Intelligence

Lead Analyst

Cabinet Member with Responsibility for Communities

Cabinet Member with Responsibility for Corporate Services and Communication

Performance Information for Quarter 2 (July to September 2023)

The Chairman referred to the information contained in the report and available through Power BI, which provided an additional resource for this Panel.

The Chairman asked whether the presence of RAAC (reinforced autoclaved aerated concrete) in the County Hall building had impacted negatively on marriage ceremonies for couples who had planned to have their ceremony at County Hall. The Assistant Director for Communities advised that the site remained open for marriage ceremonies and when the new ways of entering the building was introduced, all couples had been contacted and the number of ceremonies had not been affected – which the Panel Chairman was very pleased to hear.

The Chairman praised the increased uptake in bikeability training, something which had been discussed at a full Council meeting. It was pleasing to see the evidence of actions being followed through and the Chairman asked that this PI information be retained in the Panel’s regular updates. 

The Chairman sought clarification about staff short term sickness and the average number of days lost through short-term sickness per member of staff. The Assistant Director for Human Resources (HR), Organisational Development (OD) and Engagement advised that based on Quarter 2, the average number of days per employee would be just under two days for the year, however it was important to note that the data was to a certain extent skewed since it was reported monthly and managers may not ‘close down’ an episode of sickness before payroll was run.

The Chairman proposed to review of the set of performance data received (appendix 2) as part of Agenda item 10 (Work Programme).

Financial Information for Period 6

The Chairman commented that Cabinet’s discussion of the budget position earlier that day had clearly indicated the situation was being addressed, and until the Government settlement was known, it was very difficult to comment.

The Deputy Chief Finance Officer confirmed that the forecast presented was for a full 12 months, and that Power BI had been updated now that the Cabinet discussion had taken place. 

In attendance for this item:

Strategic Director of Commercial and Change

Assistant Director for Human Resources (HR), Organisational Development (OD) and Engagement

Cabinet Member with Responsibility for Corporate Services and Communication

The Panel raised the following points:

·         The Chairman expressed concern and sought clarification about the pay bargaining for staff in the groups for whom an outcome had still not been reached. The Assistant Director for HR, OD and Engagement (Assistant Director) explained this related to education professionals employed in local authority services (Soulbury Officers) and JNC Craft Workers. The Council supported national pay bargaining, however for these staff groups, the ‘employer side’ and the ‘officer side’ had so far been unable to reach a settlement. Further complications were that the national ‘employer’ side had issued its full and final offer, alongside the fact that a number of unions had taken a ballot, and although the result was unanimously in favour of industrial action, this was only relevant to individual areas, because the ballot had been disaggregated. Mediation had now been requested, and Chairman asked for the Panel to be kept updated on the ongoing negotiations to reach pay settlements for these staff groups.

·         The Strategic Director explained that in order to support service areas across the Council as a whole, the Commercial Team was endeavouring to commit more resources and time into contract and supplier management, which was especially important to manage inflation increases.  The Council performed well in this area, although efforts were constrained to an extent by recruitment challenges for this skillset, which was a regional issue.

·         The Officers clarified that although inflation was reducing, Council budgets remained particularly pressurised in three areas (placements for adults and children, and home to school transport), and prices remained high.

·         Regarding the inflation figures for categories of spend included in the report, the Cabinet Member with Responsibility (CMR) for Corporate Services and Communication made the point that the considerable ability of staff to maximise efficiencies was being dwarfed by demand for key service areas such as placements for children and adults.

·         When asked whether there was a gender pay gap and what progress had been achieved, the Assistant Director explained that he would be able to provide specific details after the gender pay gap data had been run in February, however he believed the Council had compared very favourably to the local authority average at the last data run. In addition, there were a number of strategies to encourage applications and address any issues.

The Panel Chairman acknowledged and paid tribute to the efforts and competence of staff in managing budgets, in the face of unprecedented budget pressures, for which the Panel was very grateful.

In attendance for this item:

Strategic Director of Commercial and Change

Assistant Director for Human Resources (HR), Organisational Development (OD) and Engagement

Cabinet Member with Responsibility for Corporate Services and Communication

The Chairman spoke on behalf of the Panel in welcoming the Council’s workplace menopause support programme, and the increased visibility of information, for example posters in toilet facilities.

The Panel raised the following points:

·         It was important for men to also understand the menopause.

·         A Panel member had attended a recent session for staff, which had been very positive and the Council’s approach was encouraging discussion, openness and removing the taboo around menopause.

·         Regarding staff sign up for the available training sessions and interest from male staff members, the Assistant Director for HR, OD and Engagement explained that nothing was mandated and that uptake had been very good, and although the majority attending were women, 6% were male, which included some male managers - there was a push to educate male managers and education was the key.

·         Officers advised that the biggest problems reported about the menopause by staff were concentration, anxiety and depression.

·         The menopause support programme was delivered by individuals who were passionate about this area, but there was not a dedicated team, and local NHS organisations had enquired about the programme.

·         The Council wasn’t planning to have a specific policy as it was felt that provision of support was the important thing.

In attendance for this item:

Strategic Director of Commercial and Change

Head of Digital, Data and Web Services

Cabinet Member with Responsibility for Corporate Services and Communication

The Strategic Director of Commercial and Change introduced the report and highlighted that despite developments in IT and increasing use of technical means to communicate with residents, there was a commitment not to forget access for all people wanting to use services. The Panel was assured that accessibility and legislation on digital inclusion was taken very seriously, with continued emphasis.

Questions were invited and the Panel raised the following points:

·       The Chairman highlighted the importance of the Council maintaining some face to face engagement, and referred back to the example of the Libraries Unlocked induction to new users. There was a continual move towards more digital processes, but the report stated that (in England) 27% of people were not digitally capable, and it was important to know how to assist them.

·       A Panel member fed back comments from a local headteacher that the number of households without internet access was increasing for a variety of reasons including faith or terminating access due to digital addition.

·       The Strategic Director reassured the Panel that communication channels would be kept open for those who could not, or would not use digital means, although it should be recognised that they were high cost.

·       The Cabinet Member with Responsibility (CMR) for Corporate Services and Communication pointed out that in some ways increased technology may appeal to some people who had become disengaged with digital communication, since options such as chatbots were becoming more sophisticated in resembling human communication and could be verbal.

·       The CMR also pointed out it was important to continue to work with people who may fear change, and to keep them aware of the options available to them.

·       A Panel member raised the issue of digital inclusion as part of implementation of Libraries Unlocked.

The Chairman thanked the Officers for the report and their attendance.

An update on the Council’s preparedness for the PSTN/ISDN switch off was scheduled for the Panel’s meeting on 18 January and the Strategic Director for Corporate Services and Communication would provide the Chairman with a briefing note ahead of the meeting.

In relation to performance information provided to the Panel, the Chairman asked Panel members to consider appendix 2 of the report on Performance and 2023/24 In-year Budget Monitoring, and to let her know any suggestions for changes or additions to the regular information provided to the Panel.