Agenda item

The Interim Head of Human Resources and Organisational Development submitted a report inviting Members to support approval of a Policy Statement on the closure of the Council’s offices on 24 December where Christmas day fell on a Tuesday and a recommendation that the Council’s offices be closed on 24 December 2018.

The Interim Head of Human Resources and Organisational Development explained that this issue had initially been raised by a member of staff and had been discussed at Leadership Team.  She explained that closure of the offices this year, on 24 December 2018 would be an enforced closure and that staff would have to save a day’s leave (or take leave from a number of options suggested in the report) to accommodate the closure. 

It was noted that Stevenage Borough Council (and who shared joint services with East Herts in terms of IT and Revenues and Benefits) had taken a decision to close on 24 December 2018, and that staff had been asked to use a half day’s leave.

The Interim Head of Human Resources and Organisational Development outlined the merits of the proposed closure in terms of health and wellbeing and a family friendly approach and the savings that would be achieved by closing the office.  She explained that the issue of service delivery and emergency cover had been considered and could continue to be covered for the additional day.  The Interim Head of Human resources and Organisational Development stated that by addressing the issue early allowed staff to plan for the closure.

Councillors A Alder and L Radford were concerned that the enforced closure would mean that the offices would be closed this year for five days and the impact this might have on the Emergency Team including the public perception of the five day closure.  She queried whether this would also impact on New Year Bank Holiday arrangements.

The Panel Chairman shared Councillor Alder’s concerns. 

Councillor Alder suggested that staff could be encouraged to work by offering them double time payments.  She explained that she felt that the suggestion to take a day’s leave was “hard” on staff and the community and left her feeling conflicted. 

The Interim Head of Human Resources and Organisational Development explained that staff had confirmed small footfall numbers over Christmas Eve and that, with advance communication notifying the public of the closure, expectations could be managed.  On the issue of a suggested enhanced payment to staff to work on Christmas Eve, she explained that the closure was on a normal working day, rather than on a day when enhanced rates might apply.  The proposal being made was cost neutral to the Council in terms of the pay bill.

The Interim Head of Human Resources and Organisational Development assured the Panel that with advance notification, expectations could be managed.

The Panel recommended approval of the report, subject to confirmation by Officers that:

·        appropriate and sufficient arrangements be put in place in terms of emergency cover over the five day holiday period; and

·        the public be provided with advance notification of the proposed closure and given assurances in terms of continuity of service, should an emergency arise during the closure of the offices over the Christmas period.

RECOMMENDED – that subject to:

·               confirmation that appropriate and sufficient arrangements be put in place in terms of emergency cover over the five day holiday period; and

·               assurances being provided that the public would receive advance notification of the proposed closure and given assurances in terms of continuity of service should an emergency arise during the closure of the offices over the Christmas period;

(A)   the Policy Statement on the closure of Council offices on 24 December where Christmas day falls on a Tuesday be approved; and

(B)   the Council offices be closed on 24 December 2018 and staff be required to take time off.