Serving the people of Cumbria Do not use fonts other than Arial for your presentations Community Services Staff Engagement Briefings 28 Sept – 6 Oct 2015

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Agenda Council position –Challenges faced –Service Review Programme Service Review –Objectives –Proposal information –Scope –Current Structure –Proposed Structure Stages of the Process Employee Support and Advice Next Steps

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Unprecedented Challenges

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Less money from Government

Serving the people of Cumbria Do not use fonts other than Arial for your presentations £113m£80m £233m 2011/18 £40m

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Significance of staffing spend Contracts Schools Staffing Plus Capital Programme £305m: 2015/16 – 2019/20

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Service Review Methodology Service review programme

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Service Review Methodology “Some service reviews will result in a restructure that will deliver a similar service, but with less resource. Others however, will be much larger and could require a fundamental reshaping and whole-scale restructure of the teams involved. Regardless of the scale of each review, these are uncertain times for everyone involved and we are working closely with our Trade Union colleagues to carefully manage each individual process so that any affected staff receive regular communication, updates and as much support as possible. “ 7 Sept 2015 Engagement and Communication

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Review Objectives To contribute to the streamlining of management revenue savings target set out in the medium term financial plan and as outlined above. Smaller, flatter, flexible and agile structures Contribute to the achievement of a £500,000 revenue saving from the Community Services Team. Integration between teams and implementation of standardised processes and procedures therefore further contributing to increased efficiency. Valued service to internal and external customers

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Review Scope Community Services in scope of this review:  Library Service including Schools Library Services and Haverigg Prison Library Service  Registrars Service  Area Support  Archives A reduction in the number of FTE’s from to (includes 5.9FTE vacancy and 69 zero hour contracts) A simplification of the number of unique roles/role profiles from 86 to 19. A de-layering of the hierarchy of roles with reduced layers of management and supervisory staff

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Service Delivery Proposal (1). Integrate teams across Community Services Generic and consistent roles Variety of roles reduced to enable the structure to be more flexible Creates flexibility through generic roles and fewer contracts Introduction of an Operations Manager role, across Libraries, Archives and Registrars Operational management of the Area Teams will transfer to the Public Health Managers

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Service Delivery Proposal (2) Keeps front line services open to the public Operational Lead roles are part of service delivery but will take on day to day line management Reduced cost to contribute to Council budget challenge

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Example of Current Structures

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Proposed Structure - Allerdale

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Proposed Structure - Barrow

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Proposed Structure – Carlisle

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Proposed Structure – Copeland

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Proposed Structure - Eden

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Proposed Structure – South Lakes

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Example of Post Specification

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period (4 weeks) Review and Decision (up to 2 weeks) VR Window (up to 3 weeks) Assimilation & VR Approval Vacancy Preference Process (up to 4 weeks) Final Outcomes

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period (4 weeks) 28 th Sept – 23rd Oct

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Engagement (1) 4 week engagement 28 September to 25 October Face to Face Meetings:  First – 28 Sept, 9.30, St Michael’s Church, Workington –28 Sept, St Michael’s Church, Workington –29 Sept, 9.30 Training Room, Whitehaven Library –29 Sept,11.30 Training Room, Whitehaven Library –29 Sept, 3.30 Council Chamber, County Offices Kendal –5 October, 1.00 Main Hall, Stricklandgate Methodist Church Kendal –30 Sept, Learning Gateway Lecture Theatre, Univ of Cumbria, Carlisle –6 Oct, 2.00 Waterton Hall, Carlisle

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Engagement (2) Face to Face Meetings:  First –1 Oct, 9.30 Penrith Leisure Centre –1 Oct 2.00 Penrith Leisure Centre –2 Oct Barrow Football Club –2 Oct Barrow Football Club  Mid-point – 20 Oct, 3.00 Waterton Hall, Carlisle –22 Oct, 3.30 Conference Suite, Kendal College

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Engagement (3)  Final – 5 Nov, Waterton Hall, Carlisle –6 Nov, 1.00 Council Chamber, County Offices, Kendal Opportunity of 1:1s with management on request Employee Information Website –for all reshaping documents and FAQs –FAQs regularly updated Website facility –to ask questions and provide comments on the proposals

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period (4 weeks) 28 Sept – 25 Oct VR Applications (3 weeks) 28 Sept - 18 Oct

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Voluntary Redundancy Commitment to reduce staff by voluntary means wherever possible VR applications invited for 3 week period –28 th September to 18 th October VR applications important as could influence review & decision phases VR process and FAQs included on the Employee Information Website –Apply by raising a Service Centre Portal ticket –Ensures all applications are effectively processed and tracked –Applications considered by the Senior Change Manager and Assistant Director –Final approval by Corporate Director – Environment & Community Services

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period (4 weeks) 28 Sept – 25 Oct Review and Decision (up to 2 weeks) 23 Oct – 5 Nov VR Window (up to 3 weeks) 28 Sept – 19 Oct

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Review & Decision All feedback will be considered as part of the review & decision process Final decisions expected to be confirmed within the 2 week period Final meetings scheduled for 5 th and 6 th November If extension needed beyond 2 weeks as a result of significant issues raised, then all staff will be notified as early as possible, with an explanation for why.

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period (4 weeks) 28 Sept – 23 Oct Review and Decision (up to 2 weeks) 25 Oct – 5 Nov VR Window (up to 3 weeks) 28 Sept - 19 Oct Assimilation & VR Approval From 9 Nov

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Assimilation & VR Approval Assimilation process will compare old and new roles to determine where direct appointments can be made Roles must be 75% match / substantially similar against each assimilation criteria Employees not assimilated to posts confirmed as ‘at risk’ of redundancy and are able to apply for vacant posts through the vacancy preference process All employees in scope will receive a personalised letter confirming the outcome of the process from 9 November:  VR outcome  Confirmation of assimilation  Confirmation of VPP All letters personalised and issued via the Service Centre

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period (4 weeks) 28 Sept – 25 Oct Review and Decision (up to 2 weeks) 23 Oct – 5 Nov VR Window (up to 3 weeks) 28 Sept - 19 Oct Assimilation & VR Approval From 9 Nov Vacancy Preference Process (up to 4 weeks) From 9 Nov

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Vacancy Preference Process Process will run from 9 November Ability to apply for: –up to 3 posts; –up to 2 grades above and 2 grades below current grade Posts that can be applied for through vacancy preference process confirmed in individualised letters Letters contain links to make an application Maximum character limit for applications 1 interview where possible Interview dates confirmed asap

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Reshaping Process Engagement Period (4 weeks) 28 Sept – 25 Oct Review and Decision (up to 2 weeks) 23 Oct – 5 Nov VR Window (up to 3 weeks) 28 Sept - 19 Oct Assimilation & VR Approval From 9 Nov Vacancy Preference Process (up to 4 weeks) From 9 Nov Final Outcomes From 30 Nov

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Final Outcomes Outcome letters issued from 6 th November 2015 Remaining vacancies advertised internally For employees who have not secured a post:  Alternative employment support  Meetings with the Senior Manager & Change Manager to discuss other options  Notice of redundancy issued as a last resort

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Support and Advice Both face-to-face and website Engagement period People Management support Learning & Development service Trade Union representatives Pensions Service Employee Information Website

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Employee Information Website

Serving the people of Cumbria Do not use fonts other than Arial for your presentations

Serving the people of Cumbria Do not use fonts other than Arial for your presentations

Serving the people of Cumbria Do not use fonts other than Arial for your presentations

Serving the people of Cumbria Do not use fonts other than Arial for your presentations

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Employee Information Website

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Next steps Statement of change, structure proposal and role profiles all available on Employee Information Website FAQs will be regularly updated on Employee Information Website Welcome any feedback for consideration

Serving the people of Cumbria Do not use fonts other than Arial for your presentations Discussion & Questions?