Agenda and minutes

Apologies were received from Councillors Mrs A Grigg and S Murray.

(Chief Executive) To declare interests in any item on the agenda.

There were no declarations of interest made for this meeting.

(Assistant to the Chief Executive)  To report the appointment of any substitute members for the meeting.

The Committee noted that no substitute members had been notified for this meeting.

To note the following terms of reference for this Committee as agreed by the Council at its meeting on 30.7.10 (Minute 61):

“(a) to consider, in consultation with the Council’s Recruitment Consultants, the person specification, job description and associated matters relating to the recruitment and appointment of the Council’s Chief Executive (Head of Paid Service);

(b) to consider arrangements of advertising the vacancy;

(c) to consider the arrangements for interviewing, assessment and appointment to the Chief Executive position;

(d) to report back to full Council on progress on 28 September 2010;

(e) to report back subsequently to full Council with a recommendation on the person to be appointed to the position of Chief Executive;

(f) to consider alternative means by which the duties of the Chief Executive may be conducted; and

(g) to consider the remuneration appropriate to the role recommended by the Appointment Committee.”

In addition, the following additional terms of reference were added at the January 2012 Council meeting. These derive from the report of the Task & Finish Scrutiny Panel on Senior Recruitment:

“(h) clear and measurable performance management and supervision arrangements;

(i) ensuring those undertaking performance management and supervision to have undertaken appropriate training and have access to advice and authority from Council to undertake this role; and

(j) whether there should be any process put in place for dealing with employment issues short of formal dispute.”

The Committee noted the terms of reference for this Committee as set out on the agenda and that these reflected the decisions made by the Council at its January 2012 meeting regarding three additional items added following adoption of the report of the Task and Finish Scrutiny Panel on Senior Recruitment.

To confirm the minutes of the last meeting of the Committee (attached).

            RESOLVED:

That the minutes of the meeting held on 19 January 2012 be taken as read and signed by the Chairman as a correct record.

To receive a report on discussions regarding the appointment of HR advisers for this recruitment.

The Committee noted that the Chairman of this Committee together with Councillors Philip and Wagland had been authorised at the last meeting to give their views to the Director of Corporate Support Services on the appointment of a recruitment consultant to assist and advise the Council in the recruitment process.

The Committee noted that a total of six proposals had been received from Human Resources Consultants.  Five had been procured through the Essex HR Partnership Framework and one from the East of England Regional Assembly Framework. 

The Committee noted that the decision to appoint the company had been confirmed following an informal meeting between a representative of GatenbySanderson, the preferred candidate, and members of the Committee held on 28 February 2012.

The Committee noted that, although the proposal of GatenbySanderson was the second lowest bid in price terms (approximately £2,000 above the lowest), it was considered that this bid was preferable. This view was forwarded to the Director of Corporate Support Services

            RESOLVED:

            (1) That proposed appointment of GatenbySanderson at a contract price of  £25,100 be supported;

            (2)  That reference be made to this appointment in the forthcoming report by the Committee to the next Council meeting on progress with the recruitment.

To finalise and agree the attached revised job description and person specification in respect of the Chief Executive post.

The Committee gave consideration to the attributes which the Council should be seeking in the recruitment of a Chief Executive.  Key features which were identified were:

(a)        a Chief Executive capable of ensuring that the Council can achieve its major objectives in the short and medium terms;

(b)        a Chief Executive who can articulate a vision for the Council and commit others (both inside and outside the Council) to achieving those objectives;

(c)        a Chief Executive who would be capable of delivering new ways of working where required;  and

(d)        a Chief Executive who will be an effective advocate for the Council's interests in a wide range of external forums.

The Committee then proceeded to review the draft Job Description and Person Specification which had been approved at an earlier meeting.  Bearing in mind the basic attributes of a Chief Executive which had been agreed earlier during this discussion, minor modifications had been made so as to bring all requirements in line with each other.

            RESOLVED:

            (1)        That the main attributes of the Chief Executive appointment being sought be approved as set out above;

            (2)        That the Assistant Director (Human Resources) be authorised to finalise the wording of the Job Description and Person Specification, in consultation with GatenbySanderson to take account of minor modifications discussed at the meeting so as to align these documents with the attributes of the post and of potential appointees;  and

            (3)        That the final version of the Job Description and Person Specification be circulated to members of the Committee when completed.

The appointed HR Advisers will attend the meeting at  6.15 pm in order to discuss the following matters:

(a) market conditions and salary;

(b) recruitment advertising;

(c) management of applications/assessment centre;

(d) liaison with the committee during the recruitment process;

(e) dealing with internal applicants

(f) training for members of the Committee;

(g) recruitment timetable.

The Committee considered, in consultation with the Assistant Director (Human Resources) and Mr J Houlihan of GatenbySanderson, those decisions now required in order to launch the recruitment process. 

(a)        Market Conditions and Salary

The Committee considered information assembled by GatenbySanderson on salaries to other Chief Executives including comparisons with other local authorities.

The Committee noted that at an informal meeting on 28 February 2012, possible  salary ranges for the proposed job advertisement had been discussed.  GatenbySanderson advised on how the salary range might affect the applicants who might come forward and the Committee opted for a salary range which would attract the widest spectrum of applicants, including established figures and aspirant candidates namely, a range of £95-£115,000.

(b)       Recruitment Advertising

Gatenby Sanderson submitted a draft recruitment advertisement for consideration by the Committee.  The content of the advertisement was agreed subject to any final comments by members of the Committee by e-mail to the Assistant Director (Human Resources).

The Committee noted that GatenbySanderson had negotiated an arrangement with the Municipal Journal for advertising including an web advertising facility designed to ensure the widest  possible exposure for the post

(c)        Management of Applications/Assessment Centre

The Committee agreed that GatenbySanderson should be delegated the task of "long listing" applicants and should report to an informal meeting of Committee members to ensure that the Committee had an opportunity to comment. GatenbySanderson would submit an detailed assessment proposal/plan to that meeting.

The Committee agreed to involving key partner in the assessment process along with a proposal for technical adviser (a Chief Executive of an equivalent local authority with a good performance record) to provide feedback on applicants.

The Committee accepted the recommendation of GatenbySanderson that the assessment centre for applicants should include a range of measures such as psychometric testing, exercises designed to test the key attributes for the Chief Executive appointment and, if possible, a social event in a more informal context.

The Committee noted that the proposed final selection process would be over two days at an external venue away from the Civic Offices.

(d)       Timetable

GatenbySanderson recommended that the Council should not seek to extend the recruitment process over too long a period.  The Committee was advised that it would be possible to launch the advertising during in March 2012 with a view to “long listing” taking place after Easter 2012, short listing in early May (after the election period) and a final selection in early June.

The Committee accepted the recommendation of the consultants that the date for an Extraordinary Council meeting to finalise the appointment of should be mid rather than late June to avoid too long a gap between interviews and an appointment which might work to the Council’s disadvantage.  It was therefore agreed that this should be 18 June 2012 and recommended to the Council.

This date would ensure that there was every opportunity of securing an appointment before 31 August 2012 when the contract of the Acting Chief Executive ended.

(e)       Liaison with the Committee during  ...  view the full minutes text for item 25.

To consider and agree the salary applicable to the post of Chief Executive, taking account of the previous discussions with the Consultants.

It was agreed that the Committee had already dealt with this matter under the preceding minute. 

To determine a forward programme of meetings to achieve an appointment by 31 August 2012.

The Committee indicated that once final dates on the recruitment programme outlined at the meeting were finalised, copies would be circulated to Committee members and all other councillors for information purposes.

Exclusion: To consider whether, under Section 100(A)(4) of the Local Government Act 1972, the public and press should be excluded from the meeting for the items of business set out below on grounds that they will involve the likely disclosure of exempt information as defined in the following paragraph(s) of Part 1 of Schedule 12A of the Act (as amended) or are confidential under Section 100(A)(2):

The Local Government (Access to Information) (Variation) Order 2006, which came into effect on 1 March 2006, requires the Council to consider whether maintaining the exemption listed above outweighs the potential public interest in disclosing the information. Any member who considers that this test should be applied to any currently exempted matter on this agenda should contact the proper officer at least 24 hours prior to the meeting.

Confidential Items Commencement: Paragraph 9 of the Council Procedure Rules contained in the Constitution require:

(1)        All business of the Council requiring to be transacted in the presence of the press and public to be completed by 10.00 p.m. at the latest.

(2)        At the time appointed under (1) above, the Chairman shall permit the completion of debate on any item still under consideration, and at his or her discretion, any other remaining business whereupon the Council shall proceed to exclude the public and press.

(3)        Any public business remaining to be dealt with shall be deferred until after the completion of the private part of the meeting, including items submitted for report rather than decision.

Background Papers:  Paragraph 8 of the Access to Information Procedure Rules of the Constitution define background papers as being documents relating to the subject matter of the report which in the Proper Officer's opinion:

(a)            disclose any facts or matters on which the report or an important part of the report is based;  and

(b)        have been relied on to a material extent in preparing the report and does not include published works or those which disclose exempt or confidential information (as defined in Rule 10) and in respect of executive reports, the advice of any political advisor.

Inspection of background papers may be arranged by contacting the officer responsible for the item.

There were no items for consideration which would involve the disclosure of exempt business.