CENTRAL SERVICES COMMITTEE May 2009 The General Assembly 1. Receive the Report. PROPOSED DELIVERANCE REPORT 1. Introduction 1.1 The Central Services Committee’s remit relates primarily to managing the Church Offices in George Street, overseeing the delivery of central services to departments within these Offices and operating as one of the employing agencies of the Church. 1.2 Meetings have been held twice per annum between the Executive Committee and Heads of Department. These meetings have provided a welcome opportunity to discuss matters of joint interest and concern on a regular basis. 2. Human Resources (HR) 2.1 The past year has seen the Committee continue on a pathway of modernising practice and procedure with the input of an ongoing professional HR service. A number of new policies have been put in place and these are outlined later in this Report. Some of these policies have been about bringing in good management practices but they are also about trying to ensure there is consistency of approach to employees of the Committee when looking at issues such as flexible working hours. Some of the significant areas are outlined below. 2.2 Pay and Grading The pay and grading review (at time of writing) is now almost concluded, with a reduction from seventy-five grades (forty-four of which were in use) to a ten grade structure. A new job evaluation scheme is now in place which will ensure consistency of approach to the evaluation of posts for future employees of the Committee. 2.3 Car Provision A small number of employees had historically been provided with cars by their respective Councils. In an effort to ensure consistency of approach it was recognised that this was a contractual term that needed to be removed and, after some discussion with the union Unite and the employees concerned, the removal of the vehicles was agreed from the beginning of 2009. 2.4 Policy Update The following policies have been introduced in the past twelve months: Capability Procedure, Disciplinary Procedure, Adoption Policy, Recruitment and Selection Policy, Learning and Development Policy and Flexible Working Hours Policy. We continue to work closely with Unite on the development of all of these policies and indeed are currently examining the best way forward to develop a Dignity at Work policy. 2.5 Recruitment 2.5.1 The overall staffing count has risen by thirteen in the past twelve months although more than half of these are accounted for by the need to cover absences such as maternity leave and by posts which attract external funding. 2.5.2 In accordance with an instruction from last year’s General Assembly, the HR Department continues, in consultation with Council Secretaries and Heads of Department, to consider whether any post advertised should specify a requirement for the post holder to be a Christian. In the last year, it has not been necessary to have any post designated in this way. 2.6 Turnover The turnover figure for staff for the year ended 31 December 2008 is 10.12%. This is regarded as a healthy figure in terms of turnover and is no cause for concern as an employer. Indeed the examination of Exit Questionnaires from staff leaving our employment does not reveal any points of concern, although this is an area that we will continue to monitor. 2.7 Learning and Development 2.7.1 A learning suite was officially opened by the Moderator on 26 February 2009. This is the first time that a dedicated room has been set aside for learning within the Church Offices, and it is fully equipped to meet the needs of general training courses and IT training courses. It is expected that through time it will also become an open learning centre where staff can attend, for instance, on-line training. There were 483 instances of individual training during the period January 2008 to February 2009. This year will see an increase in this activity with an expected 712 participants in planned learning events including policy training, IT training and general work skills training, as well as a further 400 involved in more informal learning events such as lunchtime learning and a Learning at Work Day. There will also be departmental training which is not accounted for in the statistics. 2.7.2 We have examined the options for the training of managers over the last twelve months with the Head of HR spending considerable time in a coaching role with a number of our senior employees. In order to take the focus on Learning and Development forward for senior staff, Council Secretaries are currently participating in a pilot 360 degree appraisal programme. On completion of this an evaluation will be carried out and it is likely that a programme will be rolled out to other senior staff within the Church Offices. This will afford the opportunity to set clear objectives for staff which can then be filtered down through individual departments identifying Learning and Development needs at all levels. 2.8 Induction A review of induction processes was undertaken over the past year and as a consequence of this a revised induction programme was introduced in February 2009. 3. Information Technology 3.1 The past year has very much been about taking the opportunity to stop and examine the present IT function. A detailed audit, involving all Heads of Department and Council Secretaries, was commissioned. This has resulted in significant re-focussing of the job description for the IT Manager which went to advert in February 2009. 3.2 The audit confirmed the need to: • ensure the correct infrastructure was in place before beginning to examine any further developments. • modernise the network within the Church Offices. • upgrade to Microsoft Exchange 2003/Outlook 2003 early in 2009. • upgrade to Microsoft Office 2007, beginning towards the end of 2009, which will include a training programme involving all employees. This will ensure that the Church is keeping up to date in terms of current software applications. • implement a new virtual server infrastructure through the first half of 2009 which will ensure a much greater degree of longevity for the future. This not only brings us up to date with server technology but will also allow us to expand our infrastructure with minimum cost in the future. • employ a part time Interim IT Manager from January 2009 to assist in the planning process prior to a new 6.2/3 permanent IT Manager being appointed in Spring 2009. • set up an IT Steering Group in 2009 to ensure the involvement of users in the future development of IT services. 3.3 In addition to overseeing the work referred to above, the interim IT Manager has been completing a five year IT Strategy to ensure that all staff members are enabled to carry out their roles within the best technological environment which can be afforded. 3.4 A revised budget has also been constructed which puts in place a budgeted programme to 2013. 3.5 A rolling replacement programme is in place to replace supported IT equipment when it reaches the end of its lifecycle or has become unfit for purpose. 3.6 The Applications Development Team is moving forward with projects using Intrelate software and significant progress has been made on the FASTi database. A major project is also in progress initially to develop a web based Central Information package for the Church. Both this and the FASTi database are available to view at the General Assembly. The Regional Development Database will be redeveloped using Intrelate. The Ministries Council, Safeguarding and Presbytery Clerks’ databases were completed in 2008. 3.7 The last twelve months have been challenging for the IT Department and it is important that the employees are commended for their efforts in maintaining services whilst we have taken the opportunity to ensure there is a robust plan for the future. 4. Central Properties Department 4.1 The Central Properties Department has continued to develop its wide ranging brief and has, in the last year in particular, developed the health and safety aspects of the work. The Department has three full-time and one part-time staff member who bring the expertise of the following disciplines through qualification and experience: construction; property management; facilities management; housing management; and health and safety. 4.2 Arbitrations The Department has responsibility for managing the administration of the Arbitration process in the case of readjustment. Since the last report, the department has attended to two arbitrations. 4.3 Property 4.3.1 The Department has responsibility for the management of 100 properties, the delivery of new build projects and major refurbishment programmes, the management of facilities and procurement of work equipment, and health and safety for the Central Services Committee and other Councils of the Church. 4.3.2 In the last year, the following major projects were completed: major refurbishment of Gilmerton Church; provision of a church outreach facility in Greenock; and provision of additional facilities for “The Well” Asian Information and Advice Centre in Glasgow. 4.3.3 At present, the Department is involved in the following major projects: construction of a new church building for the congregation at Glasgow: Garthamlock and Craigend East and for the congregation at Glasgow: Easterhouse St George’s and St Peter’s; the purchase/ lease of a site for a church building in Dunfermline: East St Paul’s; development of a worship space for Aberdeen: Cove; and identification and purchase of a furlough property suitable for the accommodation of persons with disabilities and/or wheelchair users. 4.3.4 Projects awaiting funding include construction of a new church building for Dunfermline: East St Paul’s. 4.4 Health and Safety 4.4.1 The Committee has an obligation, as an employer, to comply with the Health and Safety at Work Act 1974. The staff of the Department includes a suitably Chartered Safety Practitioner and Health and Safety Technician. The development of the Health and Safety strategy continues with advances in a number of key areas including policy, training, communications and implementation. The Committee is delighted to report that the core strategies highlighted in last year’s report have all been implemented. 4.4.2 There are many strands to the health and safety process but it may be worth noting the following: 4.4.3 Training Core training on health and safety was delivered to all staff. This provides the platform for the delivery of training for specific subjects. This training is nearing completion. Health and Safety induction training is now part of the process for all new starts and relocated staff members. 4.4.4 Risk Assessments A programme of risk assessments is in place and workstation risk assessments for all staff should be completed through 2009. 4.4.5 Fire Safety Risk Assessments The review of the existing assessments has been completed and variations in requirements are being implemented as and where required. 4.4.6 Accidents In the period covered by this Report, one accident required to be reported to the HSE. A number of non-reportable accidents occurred but these were of a minor nature. These are dealt with as they arise and where necessary in conjunction with the appropriate Council/ Department. 4.4.7 Safety Committee A Safety Committee was appointed in line with statutory legislation. This meets on a regular basis and comprises representation from management, staff and the union. The Safety Committee has developed a pattern of work which is positive and contributes to the wellbeing of staff, volunteers and visitors. 4.4.8 Commitment The Committee is encouraging a positive and inclusive approach to health and safety. It is committed to working in partnership with staff, the union, Councils and departments in continuing the development of the policy which will deliver a healthy and safe environment for all staff, volunteers, visitors, contractors and others. 5. Facilities Management 5.1 Health and Safety The tests and inspections of lifts, boilers and electrical distribution boards have all been satisfactorily completed. The Health and Safety training programme is well underway and workstation assessments are being carried out for all staff. The Facilities Manager has attended a Fire Safety Manager’s course and is working closely with the Health and Safety Adviser to review the evacuation procedures. Many more members of staff have volunteered for Fire Marshal duty. Four new First Aiders have been trained. An induction loop system is available for use in the Committee Rooms. Extensive Fire Safety compliance works to all the Fire Doors in the Church Offices have been carried out. Emergency exit doors leading from the offices in 123 George Street have now been upgraded. 5.2 Environmental and Waste Management 5.2.1 The introduction of mains fed water coolers by Aquaid has been a great success. The reduction in cost is approximately 30%. Apart from the obvious environmental benefit, another benefit is the link with Christian Aid and Pump Aid. Due to our business with them, we have been able to raise enough money to provide costs towards the installation of a pump in Malawi. We have only recently received photographic confirmation of the pump and plaque displaying The Church of Scotland’s name. 5.2.2 Negotiations with utilities suppliers took place at the end of 2008. The rising costs are unavoidable, 6.2/5 particularly electricity, but the Department managed to secure competitive fixed deal contracts with both electricity and gas suppliers. This will help with our budget forecast for the next three years. We are currently pursuing energy saving light fittings and have instructed a survey of all the fittings in the office. 5.2.3 Staff members continue to be very supportive of the recycling regime for paper, cardboard, fluorescent tubes and aluminium cans. 5.3 Maintenance Works 5.3.1 The Church Offices continue to be well maintained and meet the requirements of our insurance policy. 5.4 Café Lounge Albacore was awarded the contract to provide catering and hospitality on 31 March 2008. Since then, there has been a marked improvement on the Service. The Healthy Eating Award from Edinburgh Council was presented to Albacore for this site in November. The annual review of the contract will be carried out in April. 5.5 Design Services A new Senior Graphic Designer, Claire Bewsey, joined the Design Team in April 2008. The Department is now able to offer a full graphic design service to departments within the Church Offices and to the wider Church organisation. Some of the new business this year included the Annual Report, Church of Scotland Logo, Safeguarding Logo and the Church and Society and Parish Development Fund Newsletters. We very much hope to attract more business and continue to encourage other departments to consider the Design Team for their design requirements. The hourly rate has had a modest uplift, in line with inflation, and with this increase and extra resource we are very confident that we will be able to continue to improve the service overall. 6. Media Relations 6.1 An internal audit relating to the implementation of the Communication Strategy concluded that the Church is developing a generally effective approach to communication. 6.2 Last year, the Church’s first Annual Review was launched at the General Assembly and widely distributed. Feedback, together with numerous requests for additional copies, suggests that the Review was well received. The Communication Adviser also worked on promotional material relating to the Year of Homecoming and it was heartening to note that a spin off from this was an increase in requests for the Introductory Leaflet. 6.3 The Church at national and local level continues to be of interest to the media and enquiries from journalists remain steady in terms of volume and varied in content. 6.4 During the year, the Moderator started a weekly blog on the website which has proved successful and attracted a consistently high number of readers each week. Work has also been done with several groups within the Church to redevelop existing content or produce new material. All local congregations have been asked to provide some information about whether they have their own websites, and some of the issues they face in getting online or keeping their sites updated, with a view to looking at what help the Church might be able to provide. In the name of the Committee STEWART ROY, Convener PAULINE WEIBYE, Vice-Convener DOUGLAS PATERSON, Vice-Convener PAULINE WILSON, Administrative Secretary