Agenda item

(Technology & Support Services Portfolio Holder) To consider the attached report (C-014-2017/18).

(1)        That a Continuing Services Budget growth bid in the sum of £31,000 for 2018/19 be made to convert the existing temporary Contracts Paralegal post to a permanent Contracts Officer post, effective from 1 April 2018, at Grade 6 subject to job evaluation; and

(2)        That the transfer of certain practice management duties from the Senior Lawyer to the Senior Legal Officer and Contracts Officer, effective from 1 April 2018, be noted.

The Portfolio Holder for Technology & Support Services presented a report on staffing resources within Legal Services.

The Portfolio Holder reported that there were two aspects to the report. Firstly, to secure the Contracts Officer post on a permanent basis from the beginning of the next financial year. The member of staff currently in post was now trained, undertaking a full caseload and had only six months left on the temporary contract. The need for this post had been demonstrated to address the continued client requirement for contract work, both large scale and routine. In addition, consultancy agreements and EU procurement advice and Framework contracts remained areas of high demand. Therefore, it was felt to be important to secure the current temporary member of staff, as to lose this resource entirely and to have to begin again to train a new, temporary officer was not a sustainable use of resources.

The Portfolio Holder stated that the second aspect of the report was to transfer the Lexcel aspects of the practice management role away from the Senior Lawyer post to create some additional time for specific planning work in anticipation of increased demand as the Local Plan progressed. This would not be the entire answer to the problem but was a step in the right direction.

The Portfolio Holder added that it was likely the Legal Service would require further review as part of the Corporate People Strategy as it sought to pursue service sharing arrangements. However, the need for the Contracts Officer post was a long term requirement and could not await that larger project.

The Portfolio Holder for Planning & Governance reminded the Cabinet that the Local Plan process did place demands on Legal Services, especially as it was probable that quinquennial reviews of the Local Plan would be required in the future. Therefore, it was right that the Council took steps to retain its trained staff.

Decision:

(1)        That a Continuing Services Budget growth bid in the sum of £31,000 for 2018/19 be made to convert the existing temporary Contracts Paralegal post to a permanent Contracts Officer post, effective from 1 April 2018, at Grade 6 subject to job evaluation; and

(2)        That the transfer of certain practice management duties from the Senior Lawyer to the Senior Legal Officer and Contracts Officer, effective from 1 April 2018, be noted.

Reasons for Decision:

The number and complexity of contracts had justified a temporary post to assist with the more routine work. The current post holder had been employed for two years and there was a continuing need for this resource. Building and Consultants’ contracts for the redevelopment of the Council garage sites, the contracts for the works to be carried out to the Civic Offices as part of the Transformation Programme and Local Plan consultancy contracts were the areas currently identified as being additional to the various day to day workload.

Lexcel and procurement of on-line library services was currently managed by the Senior Lawyer, a post predominantly undertaking specialist planning work. By locating this work with the Senior Legal Officer, supported by the Contracts Officer post, it would release some resource in anticipation of increased demand arising from the Local Plan.

Other Options Considered and Rejected:

To do nothing; however, contract and other work would not be completed within acceptable timescales and the additional planning resource would not be available, which could result in delays and a potential increase in the need for outsourced contracts.

To extend the temporary contract; however, this would only be possible for a further two years before the staff member became permanent anyway. The post holder was seeking a permanent position and would undoubtedly secure a post elsewhere.