Agenda item

Purpose: To agree the Timelord 2 Final report, as per paragraphs 1.1, 1.2 and 1.3 of the report.

Resolved that:

·         The Timelord 2 working model be approved as set out in the covering report.

·         An ongoing allocation of funding from within existing budgets for a staff home working allowance totalling £150,000 per annum be approved.

·         £50,000 of costs, from within existing budgets, be approved to fund the ongoing additional costs of the internal booking system, staff development and support costs in respect of Timelord 2 and a doubling of the Reasonable Adjustments Budget.

·         The sum of £691,130 to be borrowed to fund the capital works required to support the goals of Timelord 2 be approved.

·         The effectiveness of the new proposals would be reviewed six months after the Timelord 2 Programme has been implemented.

·         Once this review has been completed, to approve the disposal of the West Street House and West Point buildings if appropriate.

This decision is eligible to be ‘called-in’.  However, if the decision has not been ‘called-in’ by 5.00pm on Friday 23 July 2021, then it will be implemented.

The Executive considered a report (Agenda Item 8) proposed by Councillor Howard Woollaston which outlined how the Council intended to hold onto the new ways of working, introduced since March 2020, which enabled more Council services to be available digitally. In addition, there was a desire to address some of the challenges that had been presented. This final draft of the report had been developed following an extensive period of staff consultation earlier in the year. Consultation was ongoing.

Councillor Woollaston stated further that home working, which had increased since March 2020, could work efficiently but was more appropriate for some roles than others and that there would be a need to retain a corporate team working culture that included the mentoring of junior staff and the induction of new recruits. No staff member would be forced to work from home and would be free to work in the office if they chose to; however, it was anticipated that most staff would likely choose to work on a mixed basis.

Councillor Woollaston further maintained that the new way of working provided staff with a better work life balance and would allow for a reduction in office space that would make the Council more environmentally friendly by having reduced travel to work time. There would be a cost implication of revamping the building but those costs would be further offset by savings which would be derived from property disposals.

A number of questions and concerns were raised around the decisions and timescales, and whether plans should wait for the arrival of the new Chief Executive before being implemented. There was also concern that the document contained no reference or focus on the impact this could have on services to residents, and a greater focus was felt to be needed in that aspect.

The response indicated that waiting for the new Chief Executive was not necessary as it was a gradual process and that he would have input. It was agreed that the report required more work on continued focus on residents.

Further concern was raised over the lack of dedicated home office space and therefore a lack of guarantee of privacy for sensitive data. Other concerns were voiced over ensuring hours were covered due to flexibility within the new ways of working model, and therefore could residents contact the necessary officers during core office hours. Other questions were posed around practical coordination of new staff and ensuring there was enough space for everyone if it were decided that staff should be in the office more and Market Street was the only Council building remaining.

It was acknowledged and recognised that these were areas to work on further in varying degrees and would be part of the next process. This included work on office space. Councillor Woollaston explained that West Street House and West Point would not be disposed of until the effectiveness of the new proposals (subject to approval) had been reviewed.

It was also recognised that there was mandatory training around data protection and that these systems had been tested due to home working during Covid.

Concerns were also raised over how increased home working could negatively impact the town of Newbury due to less workers travelling to work would could result in less footfall and trade; less time required in the office could also mean less local people would be employed and residents would be paying wages to other District’s residents. The response suggested that further consultation with staff would help to form a better idea of the impacts and would allow for more planning.

A question was raised as to how this would affect the employment contracts of Council workers. In response, it was stated in the legal implications that no changes were proposed to existing terms and conditions of employment.

It was summarised that the Council did need to take a leadership role and be proactive on this and that what was needed was a hybrid model that was balanced and proactive with staff flexibility and certainty for staff. The Library Service was a positive example of how this could work for residents. Town centres were changing pre - Covid and there was not a perfect solution, but high streets were changing and that was why there was the masterplan for that.  

RESOLVED that:

·         The Timelord 2 working model be approved as set out in the covering report.

·         An ongoing allocation of funding from within existing budgets for a staff home working allowance totalling £150,000 per annum be approved.

·         £50,000 of costs, from within existing budgets, be approved to fund the ongoing additional costs of the internal booking system, staff development and support costs in respect of Timelord 2 and a doubling of the Reasonable Adjustments Budget.

·         The sum of £691,130 to be borrowed to fund the capital works required to support the goals of Timelord 2 be approved.

·         The effectiveness of the new proposals would be reviewed six months after the Timelord 2 Programme had been implemented.

·         Once this review has been completed, to approve the disposal of the West Street House and West Point buildings if appropriate.