Property Team Staff Engagement Final Briefing - Serving the People of Cumbria

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The final briefing for the Property Team Staff Engagement in Cumbria focused on reviewing council positions, objectives, and restructuring plans to enhance efficiency and savings. Changes in property management, staff restructures, and engagement feedback were key points discussed to better serve the community.

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PROPERTY TEAM Staff Engagement Final Briefing 31.10.18 Serving the people of Cumbria

Agenda Council Position and Recap on Objectives Feedback received Final Agreed Structure Key Changes Timeline and Stages of the Process Employee Support and Advice Next Steps & Key Dates Serving the people of Cumbria

Council Position and Review Objectives As the outcomes of this consultation may result in redundancies, it should be noted that this the end of a formal redundancy consultation. The aims of the review are to: Reflect impact on team of reducing number of Assets 450 asset to 300 assets between 2012 2017 (33%) Reduction in CCC schools Reduction in Leasehold assets Ensure Reactive Maintenance/PPM maintains focus Safe, Wind and Watertight Statutory Compliance and H&S Address MTFP Savings Targets: 250k annual revenue saving (17/18) + 67k (18/19 step up from 16/17) 273k achieved through Reshaping 44k via alt. service review mitigation Serving the people of Cumbria

Property Current Position Review Property Mainly core budget funding (some DSG) 250k budget pressure from 2017/18 67k Step Up from 2016/17 Corporate estate reduced from c.450 properties to under 300 since 2012 Further reductions likely Less leasehold, more owner occupied Better condition more planned less reactive maintenance More efficient buildings - less running costs Serving the people of Cumbria

Property Restructure Original Proposal Property Reduce structure by 9 posts 4 vacant 2 redundancy 250k annual revenue saving (17/18) + 67k (18/19 step up from 16/17) 273k achieved through Reshaping 44k via alt. service review mitigation Reflects reducing volumes Will probably need a further review in 18 months if the size of the estate continues to reduce New post of Commercial Development Manager reflecting corporate priorities Enterprise and Efficiency Serving the people of Cumbria

Proposals, Feedback and Engagement High attendance at initial engagement and midpoint sessions. 2 individual 121s were facilitated as well as 1 group sessions. Trade Union commitment and attendance welcomed. Many FAQs and consultation responses received and given thorough consideration. Serving the people of Cumbria

Feedback Key Themes & Responses Feedback Response Commercial Development post: rationale questioned budgetary concerns raised impact on core offer quality Thorough consideration given to remit of role and decision made to remove from structure. Fabric Surveying and M&E posts: Concerns relating to workload and priorities Acknowledgement of significant pressure regarding M&E requirements Technical Property Support Surveyor post: Title is slightly misleading Potential for duplication Following further analysis of demand from both technical disciplines, decision made to retain 3 M&E posts. On review of the broader focus of the role, decision made to replace Surveyor with Officer . Corp. Landlord Manager post to have input in contract administration with Building Compliance Manager i.e. Matrix Management

Fabric Surveying and M&E Breakdown Serving the people of Cumbria

Consultation Structure Senior Manager - Property Facilities Management Port of Workington Corporate H&S Building Compliance Manager Corporate Landlord Manager Commercial Development Lead Estates and Investment Manager (Grade 18) (Grade 18) (Grade 18) (Grade 18) 2 x Property Surveyor Building Fabric 1 x Programme Control Officer 2 x Senior Estates Surveyors (Grade 15) (Grade 11 ) (Grade 16) 5 x Programme Assistant 2 x Property Surveyor M&E 1 x Estates Surveyor (Grade 15) (Grade 9) (Grade 15) 2 x Monitoring Assistant 1 x Technical Property Support Surveyor (Grade 7) (Grade 11) 2 x Helpdesk Assistant (Grade 6) Operational Technical Support (Grade 8)

Final Structure Senior Manager - Property Port of Workington Facilities Management Corporate H&S Estates and Investment Manager Building Compliance Manager Corporate Landlord Manager (Grade 18) (Grade 18) (Grade 18) 2 x Property Surveyor Building Fabric 1 x Programme Control Officer 2 x Senior Estates Surveyors (Grade 15) (Grade 11 ) (Grade 16) 5 x Programme Assistant 3x Property Surveyor M&E (Grade 9) 1 x Estates Surveyor (Grade 15) (Grade 15) 2 x Monitoring Assistant (Grade 7) 1 x Technical Property Support Officer (Grade 11) 2 x Helpdesk Assistant (Grade 6) Operational Technical Support (Grade 8)

Property Team Our Focus Estates & Investment Building Compliance Corporate Landlord Property sales and acquisitions Maximise income form portfolio Minimise expenditure on leased in accommodation Asset valuations Manage Landlord and Tenant issues for the corporate and schools estate Identification of new commercial development opportunities , business case development and negotiation New Business as Usual Support Area Planning and Transformational Programmes of work Ensure statutory compliance Asbestos, legionella, electrical, gas, etc. Quinquennial condition surveys to inform CMF spend prioritisation Minor works delivery Technical advice Quality and VFM checks of reactive maintenance contract Contract Management and Delivery Commissioning, tender evaluation, cost analysis, risk & performance management. Develop & enhance property asset data base GIS and CAD drawings. Moderate & approve payment applications in line with National Schedule of Rates. Monitor and analyse utility spend, instructing corrective action where appropriate, in conjunction with M & E support Production of building manuals for corporate & schools, providing guidance on the interpretation and application of policies, technical principles and regulations. Manage the CL expenditure 11.5m p.a. Monitor & Control 120m+ capital spend. Helpdesk safe wind and watertight , prioritisation with Build Compliance Manager. Ensure engineer reports and statutory compliance certificates are compliant. Contract Administration

Staffing The service will consist of Post Title Grade Actual Salary FTE No. Posts Estate & Investment Manager 18 56,887 1 1 Building Compliance Manager 18 56,887 1 1 Corporate Landlord Manager 18 56,887 1 1 Senior Estates Surveyor Estate Surveyor 16 15 42,806 39,002 2 1 2 1 Building Fabric Surveyor 15 39,002 2 2 M&E Surveyors (2 x Vacant) 15 39,002 3 3 Programme Control Officer 11 30,756 1 1 Technical Property Support Officer 11 30,756 1 1 Programme Assistants 9 27,358 5 5 Monitoring Officers 7 21,693 2 2 Helpdesk Assistants 6 19,446 2 2 Operational Support Technician 8 24,657 1 1 Total (*excl on costs) 772,119* 23 23 273k reduction on previous structure Serving the people of Cumbria

Timeline and stages of the Process Review and Decision (up to 2 weeks) Assimilation and Vacancy Preference Process From 1st November Engagement Period (4 weeks) Final meeting 31st October 12th September 10th October VR Approval Implementation VR Window (up to 3 weeks) No applications received December 12th September 3rd October Serving the people of Cumbria

Assimilation & Vacancy Preference Process (VPP) New Structure Current Structure Process Positions within the Current Structure Positions within the New Structure Serving the people of Cumbria

Example 1 - Direct Assimilation New Structure Current Structure Process 75% match or more 5 5 Support Workers Support Workers Less than 75% match Employees move into the VPP Serving the people of Cumbria

Example 2 - Direct Assimilation (More people than posts) Process Current Structure New Structure +75% match Successful employees 10 8 Competitive Selection Support Workers Support Workers -75% match Unsuccessful employees Employees move into the VPP Serving the people of Cumbria

Example 3 - Assessed Assimilation New Structure Current Structure Process 5 Supervisors Grade 11 Successful employees +75% match Senior Support Worker Submits Assessed Assimilation Form 5 Assessed Assimilation Interview Senior Support Workers Grade 9 Unsuccessful employees -75% match Employees move into the VPP Serving the people of Cumbria

Example 4 Direct and Assessed Assimilation (More people than posts) Process Current Structure New Structure 5 Submitted Assessed Assimilation Form which was successful 8 Senior Support Grade 8 Supervisors +75% match Successful employees 5 Competitive Selection Supervisors Grade 11 -75% match Unsuccessful employees Employees move into the VPP Serving the people of Cumbria

Example 5 Vacancy Preference Process (VPP) Process Current Structure New Structure All remaining vacancies identified and employees can apply for up to 3 vacancies. Successful employees New position Employees who do not assimilate into a position will be confirmed as at risk and be placed on the VPP . Unsuccessful employees Employee will be: placed on AEP Issued with Notice of Redundancy No vacancies / No suitable vacancies Serving the people of Cumbria

Final Outcomes Personalised outcome letters issued from 13th November. Any vacancies which have not been filled through Assimilation and VPP will be advertised internally. For employees who have not secured a post: Alternative employment support Meetings with the Senior Manager & AD to discuss other options Notice of redundancy issued Serving the people of Cumbria

Alternative Employment Support Trial Period? Meetings with Senior Manager / Assistant Director Alternative Employment Programme http://www.cumbria.gov.uk/jobsandcareers/search.asp Serving the people of Cumbria

Support and Advice Learning & Development Service Trade Union Representatives Employee Information Website People Management Pension s Advice Serving the people of Cumbria

Coping with Change Wellbeing Employee Wellbeing Service Management Referral Self Referral Better Health at Work Cumbria - NHS Mental Healthcare Links to Useful National Helplines and Websites Managing Stress Useful information to help you identify and find appropriate support www.cumbria.gov.uk/healthandwellbeing/betterhealth/default.asp Serving the people of Cumbria

Next steps The Statement of Change, Presentation, Structures, Post Specifications and FAQ s are all available on the Employee Information Website. We will start the process of assimilating employees into positions within the new structure. For any Assessed Assimilation applications: - deadline is 12 noon Tuesday 6th Nov. - see Employee Website for Form Serving the people of Cumbria

Next Steps Assimilation Applications will require a subsequent Assessment/Interview prior to any confirmation of appointment to role. Dates of any Assimilation selection interviews will be communicated at the earliest opportunity. The timings are subject to any Assimilation Appeal submissions. Serving the people of Cumbria

Key dates & Contact Information Assessed Assimilation Submissions deadline 12 noon Tuesday 6th November All Assimilation Outcomes COB Tuesday 6th November TU briefing Thursday 8th November Confirm Assimilation Outcomes Tuesday 13th November Assimilation Appeals deadline 12 noon Monday 19th November Appeal Determination Monday 3rd December Assessed Assimilation Interviews w/c 3rd December People Management Emma Haynes 01228 221231 Your Pension Service 0300 323 0260 or Askpensions@localpensionspartnership.org.uk Trade Union Representatives GMB Ken McDonald/Maddy Wilkinson gmbcumbria@gmail.com/gmbbranchsecretary@gmail.com Unison Cliff Evans cliff.evans@unisoncumbria.co.uk Serving the people of Cumbria