Agenda and draft minutes

There were no apologies for absence.

The minutes of the meeting held on 15 January 2025 were approved as a correct record and signed by the Chair.

Members are reminded of their responsibility to declare any disclosable pecuniary, other registrable or non-registrable interest in respect of matters contained in the agenda.

There were no declarations of disclosable pecuniary, other registrable or non-registrable interests.

There was no public participation.

Report of the Chief Executive enclosed.

The Director of Resources and Deputy Chief Executive submitted an information report to provide Members with an update regarding the national pay award for 2025/26.

Members were provided with details of the pay claims submitted by the National Trade Unions and it was noted that, as in previous years, agreement of the pay awards may take several months.

Report of the Director of Resources and Deputy Chief Executive enclosed.

The Director of Resources and Deputy Chief Executive submitted a report providing Members with information relating to staff who have left Ribble Valley Borough Council between 1 January 2024 and 31 December 2024.

Members were informed that the number of people leaving the organisation has steadily reduced since 2021 and details were provided as to the steps taken to ensure that the Council remains a desirable place to work.

It was noted that about half of the exit interview forms sent out had not been returned which prevented more detailed analysis of reasons for leaving.  A suggestion was made that an incentive could be offered for those who complete and return the forms, such as a gift voucher.

Report of the Chief Executive enclosed.

The Director of Resources and Deputy Chief Executive submitted a report providing Members with an update following the implementation of the ‘ME Learning’ Learning Management System (LMS) on 1 April 2024.

The report outlined the benefits of the LMS, the mandatory training courses available and related statistical information.

It was noted that the training portal contract will be extended for 12 months to 2 April 2026 at a cost of £8,500.

Both the learning modules and the success of the LMS system will continue to be reviewed and evaluated during the remainder of 2025 and prior to consideration of a further contract renewal on 31 March 2026.

Report of the Chief Executive enclosed.

The Chief Executive submitted a report for information about progress on the development of the Corporate Plan Technical Appendix for 2024/2025 and where data was available, performance information for quarters one to three against key performance indicators (KPIs).

Analysis shows that of the eight key performance indicators (KPIs) that can be compared to target:

• 12.5% (n.1) of the KPIs had met / were on target for Q1, Q2 and Q3 2024/25 (green) i.e. it was on track to meet target.

• 75% (n.6) of the KPIs were annual KPIs that are also reported to Committee as part of the Annual Workforce Profile.

• 12.5% (n.1) of the KPIs provided data only i.e. a target had not been set.

Report of the Director of Resources and Deputy Chief Executive enclosed.

The Director of Resources and Deputy Chief Executive submitted an information report providing Committee with details of the strategic risks that were assigned to it and the associated risk management activity that had taken place between November 2024 and January 2025.

Risk management was a key element of corporate governance, and effective risk management should strengthen the Council’s ability to achieve its corporate goals. The current Strategic Risk Register contained a total of sixteen open risks as at January 2025, of which one had been assigned for scrutiny by the Committee.

None.

There were no reports from representatives on outside bodies.

RESOLVED: That by virtue of the next item of business being exempt information under Paragraphs 1 and 2 of Part 1 of Schedule 12A of the Local Government Act 1972 the press and public be now excluded from the meeting.

Report of the Chief Executive enclosed.

The Chief Executive submitted a report seeking authorisation from Personnel Committee for an Assistant Planning Officer to apply to study for a part-time (2 year) postgraduate RTPI Accredited planning degree.

The member of staff had the relevant undergraduate qualification to be eligible for the course and supporting the individual’s development would provide them with knowledge and skills to carry out their current role, support career progression and encourage staff retention.

The study options and workload impact had been assessed and were detailed in the report.

RESOLVED THAT COMMITTEE:

Agree to support an Assistant Planning Officer in enrolling on a PT Postgraduate planning degree at UWE (Bristol) for the September 2025 intake.

Report of the Chief Executive enclosed.

The Chief Executive submitted a report informing and seeking Committee’s approval of professional training courses for two members of staff in the Council’s legal department.

A request had been made by an Officer to undertake the Association of Democratic Services Officers, Certificate in Democratic Services Knowledge.  The report outlined that the training would expand the Officer’s knowledge and understanding and provide a strong foundation for their career in Democratic Services. It would also enable them to better support Members and Officers, and Democratic Services colleagues. 

It was noted that due to the requirements for acceptance of the place on this course and placing of a purchase order, the matter was considered and approved by Corporate Management Team on 29 January 2025. Following discussion with the Chair of this Committee it was agreed that the place be accepted.

A further request had been made by an Officer to complete a Diploma qualification to become a licenced conveyancer.  To enable them to complete this course would both expand and provide formal acknowledgment of their knowledge and skills and would benefit the Council and ensure continued resilience within the team.

Details of both courses were provided along with timescales and cost implications. 

RESOLVED THAT COMMITTEE:

1.     Note the approval of the Democratic Services and Civic Officer undertaking the Association of Democratic Services Officers, Certificate in Democratic Services Knowledge.

2.     Authorise the Legal Assistant (Job Share) (Monday – Wednesday) to undertake the Level 4 & 6 Diploma in Conveyancing Law and Practice.

Report of the Chief Executive enclosed.

The Chief Executive submitted a report for Committee to consider an honorarium payment to a member of staff who had covered the duties of a more senior post. The factors and financial implications to be considered when assessing the application were set out in the report.

RESOLVED THAT COMMITTEE:

Agree to the honorarium payment as set out in the report.

Report of the Chief Executive enclosed.

The Chief Executive submitted a report asking Committee to consider a request for flexible retirement and seeking approval to change the working arrangements of the Chief Executive and the Director of Resources & Deputy Chief Executive.

The Director of Resources & Deputy Chief Executive had advised that she wished to take flexible retirement, working three days a week.  This would be operating in her substantive role i.e. Director of Resources & Deputy Chief Executive and would be effective from 16 June 2025.  The Chief Executive in turn had agreed to increase his hours to 4 days per week from that date.

The report detailed the Council’s Early Retirement Policy and reminded Committee of the eligibility criteria under the Local Government Pension Scheme.

It was noted that agreeing to the requests would retain extensive knowledge and experience of the Council and its’ finances at a crucial time as we face significant reforms to Local Government Finance and the strong possibility of being reorganised.

RESOLVED THAT COMMITTEE:

Subject to Policy & Finance Committee approval:

1.     Agree the Director of Resources & Deputy Chief Executive’s flexible retirement request with effect from 16 June 2025.

2.     Agree the Chief Executive increasing his working week to 4 days from 16 June 2025 until his retirement.

3.     Agree the commencement of a recruitment process to appoint to the role of Director of Resources & Deputy Chief Executive for the remainder of the week (Thursday and Friday) by an internal advertisement.

Report of the Director of Resources and Deputy Chief Executive enclosed.

The Director of Resources and Deputy Chief Executive submitted a report informing members on general staffing matters since the last Committee meeting. The report included information on appointments and resignations, internal movements, establishment changes, training, and retirements.

The report noted that six new members of staff had been appointed between 16 December 2024 and 15 March 2025 and that there had been five leavers in the same period. Letters of thanks were to be sent to the staff who had left the Council, where appropriate.