Agenda item

Members reviewed the actions from previous meetings. The following points were noted:

·       Officers undertook to provide a written report to Members on actions from the meeting on 14 January 2025.

·       It was noted that an update on the vacant posts would be provided later in the meeting.

·       Officers advised that the ideal average UK turnover rate was 14% or lower. This was not specific to Civil Service staff. According to the CIPD, in spring 2025, average annual turnover rate in the UK was 15%. Members asked for further detail on how the turnover rate varied by industry.

·       Officers advised that there were 97 internal staff movements between 1 April 2024 and 31 March 2025. Members suggested that this be shown as a percentage of the roles that the authority had filled for future reports.

·       It was confirmed that the main reasons for leaving the Council were retirement, followed by work conditions, workload and salary.

·       Concern was expressed at the low number of exit interviews completed. Officers outlined the current process with options for both online forms and face-to-face exit interviews. Members requested an action plan to improve participation.

·       Officers confirmed that they were investigating whether iTrent could facilitate maintaining contact with leavers and undertook to report back at the next meeting.

·       It was noted that the Employee Value Proposition included information on reward and recognition, which contributed to retention, but there was nothing specific on retention at present.

·       It was reported that 31 agency workers were permanently employed in 2023/24 and 20 in 2024/25. Officers agreed to investigate how many agency workers were continuously employed across financial years.

·       In relation to sickness absence, officers reported the UK average was 9.5 days per employee (September 2025), with the average for public services at 13.3 days. The council’s figures were below this average.

·       Officers reported that analysis on mental health sickness by department remained outstanding.

·       A briefing had been sent to members on pastoral care and officers summarised the multi-layered approach to employee wellbeing and support.

·       Members noted that 19% of survey respondents strongly disagreed that everyone had an equal opportunity to develop. It was noted that this was being discussed through the Employee Engagement Forum. Members asked for further analysis to as to whether diverse employees felt disadvantaged.

·       With regards to calculating the cost of staff sickness, officers suggested this would be difficult and suggested focusing on managing the sickness rate itself.

·       It was agreed that the Executive Director for Adult Social Care be invited to the next meeting to provide an update on sickness absence.

·       It was confirmed that the Executive Director for Resources would be invited to a future meeting to outline the appraisal process.

·       Officers indicated that the percentage of staff receiving an appraisal would be included as a KPI for Q1 2026/27

·       Testing was underway regarding uploading of appraisal documents to iTrent and officers undertook to provide an update to the next meeting.

·       It was noted that some staff were off sick or on maternity leave during the 6 month period over which mandatory training had been monitored. It was confirmed that managers received regular notifications of which members of their teams had not completed their mandatory training.

·       Members raised concerns about the number of Microsoft licences versus staff headcount and requested further clarification.

Actions:

·       Provide further breakdown on how turnover rate varied by industry.

·       Show internal staff movements as a percentage of roles filled.

·       Develop an action plan to improve participation in the exit interview process.

·       Investigate how many agency workers were continuously employed across financial years 2023/24 and 2024/25.

·       Provide further analysis regarding employees’ concerns about a lack of equal opportunities for development.

·       Provide an update on sickness in ASC to the next meeting.

·       Provide an outline of the appraisal process to a future meeting.

·       Clarification to be provided regarding the number of Microsoft licences purchased across the Council.