Democratic Services Staff Engagement Briefing 19 th January

Democratic Services Staff Engagement Briefing 19 th January 2017 Serving the people of Cumbria

Agenda • • • Council position – Challenges faced – Service Review Programme Service Review – Objectives – Proposal information – Scope – Current Structure – Proposed Structure Stages of the Process Employee Support and Advice Next Steps & Key Timescales Serving the people of Cumbria

Unprecedented Challenges Serving the people of Cumbria

Engagement and Communication Service Review Methodology “Some service reviews will result in a restructure that will deliver a similar service, but with less resource. Others however, will be much larger and could require a fundamental reshaping and whole-scale restructure of the teams involved. Regardless of the scale of each review, these are uncertain times for everyone involved and we are working closely with our Trade Union colleagues to carefully manage each individual process so that any affected staff receive regular communication, updates and as much support as possible. “ 7 Sept 2015 Serving the people of Cumbria

Review Objectives • Build a more sustainable service and structure • Added resilience to the team structure • Distribution of work to the appropriate levels of staff • New structure enables succession planning Serving the people of Cumbria

Review Scope The posts in scope of this phase of the proposed service review are: Post Title Grade Actual Salary FTE No. Posts Democratic Services Manager (vacant) OS 17 £ 47, 287 1 1 Senior Democratic Services Officer OS 11 £ 29, 854 4 4 BS 5 £ 17, 547 1 0. 6 6 5. 6 Schools Appeals Administrator (vacant) Totals Serving the people of Cumbria

Service Delivery Proposal The proposed new structure for consultation will consist of: Post Title Professional Lead – Democratic Services Senior Democratic Services Officer Democratic Services Assistant Totals Grade OS 14 OS 11 OS 9 OS 5 Actual Salary £ 36, 019 £ 29, 854 £ 26, 556 £ 17, 547 FTE 1 2 2 1 6 No. Posts 1 2 2 0. 5 5. 5 If agreed following consultation, this would result in: • A net reduction of 0. 1 x FTE posts to 5. 5 FTE (Note there are currently 2 vacant posts/1. 6 FTE. • Structure cost reduction of £ 24, 925 (from £ 218, 641 to £ 193, 716) inclusive of oncosts. Serving the people of Cumbria

Current Structure Senior Manager Legal & Democratic Services/Deputy Monitoring Officer Iolanda Puzio Democratic Services Manager 3 X Senior Democratic Services Officers 1 x Schools Appeals Administrator Group Solicitor & Manager for Environment & Community Group Solicitor & Manager for Litigation 1 X Senior Solicitor 1 X Solicitors 2 X Senior Legal Officer 3 X Legal Officers 1 x Senior Solicitor 5 x Solicitor 1 x Senior Legal Officer 2 x Legal Officers Group Solicitor & Manager for Children’s Services Carlisle Office 1 x Senior Solicitor North & West 2 x Advocate Solicitor 2 x job share 5 x full-time 4 x Legal Officers 1 x Apprentice Barrow Office 1 x Senior Solicitor South 1 x Advocate 2 x Solicitor 2 x Legal Assistant 1 x Apprentice 1 x Legal Assistant Serving the people of Cumbria

Proposed Structure Senior Manager Legal & Democratic Services/Deputy Monitoring Officer Iolanda Puzio 3 x Group Solicitors/Managers Principal Solicitor Special Projects Democratic Services 1 X Professional Lead – Democratic Services, OS 14 2 X Senior Democratic Services Officers, OS 11 2 X Democratic Services Officers, OS 9 0. 5 x Democratic Services Assistant, OS 5 Serving the people of Cumbria

Reshaping Process Engagement Period (4 weeks) Review and Decision (up to 2 weeks) 19/01/17 – 15/02/17 16/02/17 – 01/03/17 Assimilation and Vacancy Preference Process 02/03/17 – 15/03/17 Final Outcomes 17/03/17 Serving the people of Cumbria

Engagement • 4 week engagement 19/01/17 – 15/02/17 • Face to Face Meetings: Ø First – 19/01/17, 10 am, Cumbria House Ø Mid-point – 01/02/17, 3 pm, Room 205, Cumbria House Ø Final – 01/03/17, 2 pm, Room 205, Cumbria House • Opportunity of 1: 1 s with management on request – request form on Employee Information website • Employee Information Website – for all reshaping documents and FAQs – FAQs regularly updated • Website facility – to ask questions and provide comments on the proposals Serving the people of Cumbria

Assimilation • Assimilation process will compare old and new roles to determine where assimilation appointments can be made • Direct Assimilation - the job grade/ scale/ range is the same and - must be a 75% or more match (substantially similar) overall against assimilation criteria • Assessed Assimilation - the job grade is different - a further assessment process is required to ensure the job holder has the necessary skills, knowledge and competences to fulfil the requirements of the post - it is the responsibility of the employee to identify and objectively evidence that a new post is substantially similar (75%), which must be verified by two managers (Service Manager and Service Assistant Director) • Competitive Selection - Following direct and assessed assimilation, where it is identified that there are more people than posts, a competitive selection process will be necessary. Serving the people of Cumbria

At Risk & Vacancy Preference At Risk • Employees not assimilated to posts confirmed as ‘at risk’ of redundancy and are able to apply for vacant posts through the vacancy preference process Vacancy Preference Process (VPP) • Ability to apply for up to 3 vacant posts at any grade • 1 interview where possible • All employees in scope will receive a personalised letter confirming the outcome of the process: ØVR outcome ØConfirmation of assimilation ØConfirmation of VPP • All letters issued via the Service Centre Serving the people of Cumbria

Final Outcomes • Outcome letters issued from 17/03/17 • Remaining vacancies advertised internally • For employees who have not secured a post: Ø Alternative employment support Ø Meetings with the Senior Manager & AD to discuss other options Ø Notice of redundancy issued as a last resort Serving the people of Cumbria

Reshaping Process Engagement Period (4 weeks) Review and Decision (up to 2 weeks) 19/01/17 – 15/02/17 16/02/17 – 01/03/17 Assimilation and Vacancy Preference Process 02/03/17 – 15/03/17 Final Outcomes 17/03/17 Serving the people of Cumbria

Support and Advice • Both face-to-face and website • Engagement period • People Management support • Learning & Development service • Trade Union representatives • Pensions Service • Employee Information Website Serving the people of Cumbria

Employee Information Website Serving the people of Cumbria

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Next steps • Statement of change, structure proposal and role profiles all available on Employee Information Website • FAQs will be regularly updated on Employee Information Website • Welcome any feedback for consideration Serving the people of Cumbria

Discussion & Questions? Serving the people of Cumbria