MINUTES OF A MEETING OF THE BRANCH EXECUTIVE COMMITTEE HELD ON THE 13TH NOVEMBER 2002, IN THE ST GEORGES ROOM, THE GREAT HOUSE, ST PETER ST, TIVERTON

Present : B Williams, P Hall, L Chilcott, N Davies, C Jones, C Thorn, J Hanson, M Flanagan, A Williams, P Evans, B Cornes & P Saunders.

Apologies : I Quance & C Marlow.

 1. Central Offices - Chairman welcomed J Shadbolt and P Hancock to the meeting. Explained that staff were concerned with various issues concerning the move to Central Offices. List of concerns had been prepared and a copy had been sent to J Shadbolt. J Shadbolt responded by saying that she was happy to attend as many meetings as required, rather than issues being raised via the rumour mill. Chairman referred to item raised at recent JCC meeting regarding the lack of a Unison rep on the commissioning group. Chairman referred to things people 'know', but have no knowledge as to whether this is actually correct. J Shadbolt referred to two members of the exec committee who are actually on the commissioning group. However, if it was felt there should be another rep she was happy for this. J shadbolt referred to work undertaken in respect to space planning. Draft solutions had been sent to Heads of Services (HOS) and as a result Housing and Revenue Services had swapped locations. Strategic views had been taken into account when placing the various sections of staff. There had been an issue re available space but this had been overcome by placing some staff in other locations. Reference made to outstanding lease period in respect to Lowman House.

Not felt DMS would be 100% across services by the time of the move. Four-hour archive system for files was hoped to be achieved, all other files stored 'off site'.

J Shadbolt referred to the various cellular offices.

P Hancock referred to the retaining of the Town Hall for some support staff.

Discussion regarding the workstation 'mock up'. J Shadbolt promised to e-mail all staff to clear up any confusion regarding space.

Staff concerned with likely noise problems but screens and design should help to alleviate problem. There would be a need for staff to appreciate different working situation, especially in relation to telephone answering.

J Shadbolt referred to ventilation system, which would be partially passive and partially mechanical. Chairman referred to rumour regarding possible problems opening windows. This would be overcome by using purpose made handles.

J Shadbolt referred to the various facilities for staff including a staff room and showers etc. Hope to include coat hanging facilities and additional lockers. Plans to not presently include a Unison office.

M Flanagan raised issues of Operations staff. J Shadbolt referred to original plans only to include space for 12 officers. All Operation staff to be housed in either Old Road Depot or Lowman House. No plans to cease the use of the Station Road depot.

J Shadbolt said no one would use 15a Fore Street.

P Hancock referred to uncertainty with future of Housing Services, decision yet to be made in relation to various options, which could include transfer of the housing stock.

Chairman asked if there was any likely change in the provision of staff car parking. J Shadbolt referred to staff possibly using the top floor of the multi storey car park but several issues where being investigated. Possibility of charging staff or taxing benefit if parking free of charge.

Question of privacy and confidential working practises discussed. J Shadbolt reminded meeting that all staff required to meet code of conduct and they must accept responsibility for this. Members of public would not have opportunity to wonder around the building. Concerns raised in respect to councillors but J Shadbolt suggested they would be informed of how they would be expected to conduct themselves when visiting the offices.

J Shadbolt suggested that changes to the core time and the question home working should be pursued. Chairman said any such changes should be discussed with Unison. Chairman referred to a nine day per fortnight working arrangement. J Shadbolt felt the Unison branch could promote this and could perhaps look into the issues. Chairman felt present flexitime scheme not sacrosanct.

J Shadbolt hoped that rumours should not be allowed to persist and thanked the exec committee for their views.

2. Branch Financial Contribution to Christmas Social Events - after a discussion it was AGREED no such donations should be made. Chairman felt a branch social event should be organised and a contribtution made towards the cost.

3. Minutes of the previous meeting AGREED and signed by the chairman as a correct record.

4. Matters arising - Chairman referred to introduction of new branch rules. Discussing with secretary how rules could be adopted by the branch at the 2003 AGM and to appoint stewards etc as per the new rules. Vehicle policy - J Hanson reported that amendments had been made which have overcome difficulties. Chairman gave update on situation regarding employee with over 40 years service. Referred to situation with pre 1972 service and the need to check the validity of the information received from the Chief Exec.

5. JCC Meeting 29/10/2002 - Chairman reported that it had been an interesting meeting. Situation regarding payment of profit share buy out had been accepted reluctantly but felt offer was best that could be attained without going to a tribunal. JCC had agreed for frequency of meetings to be 4 per year. Hoped JCC would more influential as personnel sub committee a thing of the past and was now the only forum where staff issues could be discussed. Also agreement reached on the inclusion of 'standard' items (central offices and personnel issues) on future agendas. Decided to include issue of confidentiality of sickness records under this item for next JCC meeting.

6. Single status - J Hanson referred to working group set up within Operations to look into various issues, which does not include a Unison representative. This item to be included on agenda of next exec meeting.