2017

 

G0340 - Monitoring and Recording Hand Arm Vibration Syndrome - 07.12.17

A local authority officer is currently overseeing and monitoring Hand Arm Vibration Syndrome (HAVS). They would like to know how other authorities carry out, monitor and record this process.
In particular the member officer would like information from member authorities on the following areas:

• If they carry out their own in house testing
• What machine or device they use
• How the information collected is recorded
• If the testing is done by an external company
• On the frequency of the testing
• On the rates charged if testing is carried out externally

 

G0339 - Car Park Construction - 30.11.17

A member authority is at the seeking to build a new mutil-storey car park and would value contact with colleagues within other local authorities who have recently undertaken the same, to discuss experiences in assessing project viability and appointing external advisors to oversee the design and build. Further, they would be grateful for any related documentation you could share giving an overview of the project; a sense of the scope, overall approach and suppliers used that might help inform their work. For example, reports prepared for elected members and/or project boards to
update stakeholders.

If, in the last 5 years within your authority, you have been delivered a new multi-storey car park and you would be happy to share your experiences, we could be very grateful if you could send an email with the contact details of the best person to speak to along with any related documentation.

 

G0338 - Overtime payments and standard working hours – 20.11.17

This APSE member authority is implementing a new HR / Payroll System and they wish to know what other authorities do in relation to claw-back on overtime payments in the scenario where:

• The normal working week is 37 hours
• An employee does not work 37 hours but has overtime due

Do you:

• Claw back any overtime into the normal working week then calculate outstanding hours ( once 37 hours has been reached) and pay only the additional hours as overtime at the overtime rate?
• If so do you do calculate on a weekly or monthly basis?
• Do you use a set day each month payroll system or a lunar payroll?
• If you have recently implemented claw-back how did you manage the change e.g. a buy out and if so how much was paid?

 

G0337 - Quiet Rooms for Staff - 20.11.17

This APSE member authority is looking to set up a quiet room for staff which could be used for a variety of tasks; such as report writing, proof reading etc or even to sort out any personal issues (confidential phone calls)

• They would welcome hearing from other authorities that use quiet
• rooms including details of:
• How is this managed? Is it formally booked or just used on an adhoc basis?
• Must the use be pre-approved by a line manager?
• Do you limit how long a quiet room is used for and if so how is this monitored?

As an increasing number of authorities move to open plan offices, hot desking and agile work spaces the use of quiet spaces is increasingly commonplace. Sharing sensible arrangements on how these spaces are managed will therefore be helpful and APSE will of course share information with all respondents.

G0336 - Mileage Rates and Car User Criteria – 20.11.17

This APSE member authority is seeking to benchmark against other local authorities in relation to car  user status. The information requested is as follows:

• What car mileage rates do you use? (e.g. HMRC, NJC rates for casual/essential, all engine sizes used)
• Do you have essential and casual car users?
• If so, what criteria do you use to establish car user status?
• Do you have guidance on how the criteria is applied? (If so, please provide copy)

 

G0335 - Accident Packs / Management - 03.11.17

This local authority would be grateful if other local authorities could provide information on the following questions about managing accidents :-

1. Do drivers use accident packs?
2. If so what does the pack contain?
3. If it contains a disposable camera how do they develop the pictures?
4. Is there any other ways of accident management that does not use telematics ?

 

G0332 - School Crossing Patrols - 11.10.17

A member authority is reviewing their approach to School Crossing Patrols services to see how the service can be effectively delivered, at a reduced cost.

They are seeking examples of how other local authorities have reduced the cost of the service either through service reductions or through alternative funding or engineered solutions, where a change to the road infrastructure has enabled children to safely cross without assistance of a School Patroller to help inspire their search for new ideas.

If, in your authority you have recently reduced the costs of this service, we would be very grateful if you would please let us know how you have approached this, what key factors affected your decision-making and what measures achieved the most significant budget reductions. Any further information you can supply that may assist this authority such as any discussion/research papers would also be gratefully received.

 

G0331 - Financial assessment of projects regarding social and environmental benefits - 20.09.17

A member authority is starting to do some work on putting a financial value against human, social and environmental benefits of their projects.

They have found examples in the private sector but it would be helpful to know if other members have already gone through this process or are currently doing something similar.

One of the member authorities biggest issues at the moment is how we scope the work to ensure they hit their corporate aims and objectives as a priority, but equally don’t miss out on any additional benefits.

 

G0330 - Place Based Structures - 20.09.17

This authority would like to ask others to:

1. provide details of their managerial and operational Place Based Structures.
2. include what services are included in their Place Based Structures.

 

G0329 - Public Toilets - 11.09.17

This local authority would be grateful if other local authorities could provide information on the following Questions regarding public toilets :-

1. Has any Local Authority explored the option of transferring their Public Toilets to local community groups to operate. If so could you please share these details.
2. Has any Local Authority explored the option of selling or leasing their Public Toilets to private company to operate. If so could you please share these details.

 

G0328 - Agile and flexible working – 25.08.17

This local authority are looking to implement agile and flexible working as part of their WorkSmart programme and would like to hear from other authorities who have undertaken this recently.

They are particularly interested in hearing about:

• the approaches they have taken,
• any tools or techniques they have used,
• issues they encountered and how they addressed these
• and any lessons learned that would influence their approach if they were starting the process again

 

G0327 - Contract Compliance Audits - 25.08.17

A member authority is seeking to undertake a Contract Compliance Audit. They wish to verify that the Council has not been charged/paid for anything that the contractor should not have charged for and that the amounts charged/paid are correct in accordance with the contract and goods, services or works delivered and subsequent Contract Negotiation processes.

Have you carried out contract compliance audits?

• What were the key findings and learning gained from undertaking an audit?
• Did the process realise any windfall savings through the recovery of overpayments?
• Were there any major obstacles to recovering overpayments?

Did you engage a third party to carry out the audit?

• How was that structured and priced (e.g. fixed price, percentage of overpayments recovered etc.)

 

G0325 - Comparing local authority approaches to allocating and processing Community Grants - 11.08.17

A member authority is seeking to benchmark their approach to Community Grants and to help with this, would be very grateful for short replies to the below questions, which will then be shared with all who respond.

• Grant Applications: What amount and type of information do other local authorities require from applicants and how do they manage the intake process?
• Grant Decisions: Who makes grant decisions, how are they made, and how long does it take to make them?
• Grantee Reporting: What information is asked for, how are reports used and what happens when reports aren’t received?
• Grant Monitoring: How often do they monitor funded groups and if necessary how are changes handled once a grant is made?
• Paperless Grantmaking: Are any other local authoritiesmaking the entire grantmaking process paperless from the initial proposal intake through the decision-making process and even agreements, payments, and reporting?

 

G0324 - Lone working Alarms - 01.08.17

A member authority is seeking information on the technology you use to protect lone workers and service users operating remotely (e.g. GPS trackers / Alarms/ Phone Apps etc)

• Do you presently use a similar lone-working/personal alarm devices?
• What features and benefits do these devices offer you, as a Council?
• What features and benefits do they offer your service users as the customers?

 

G0323 - Random Drug & Alcohol Testing - 07.08.17

A member authority is looking at the issue of random Drug & Alcohol testing of Drivers Please can you confirm the following:

• Does your authority currently conduct random tests?
• Is your authority actively working towards implementing it?
• Are you considering it for the future?

If you have decided not to pursue random testing, what alternative action do you take if any?

 

G0323 - Freedom of Information Requests , Processes and Procedures - 27.07.17

A member authority is looking to make improvements to how they deliver responses to Freedom of Information requests (FOIs) and are seeking examples of procedures and processes in place within other authorities that enable a good response rate and ensure queries are handled efficiently, logged centrally and processed in a way that other team members can quickly pick up if key staff are absent.

To help with this, they would be very grateful if you could please share any documentation available, which outlines your internal approach to handling an FOI and if possible, include a sentence about what works well in your approach and in particular, what helps ensure an efficient and effective response rate.

They would also be grateful to hear from any local authority within APSE’s Southern region that might be interested in delivering a joint approach to FOI requests.

 

G0322 - Volunteering Opportunities - 26.07.17

A member authority, along with APSE, is interested in exploring where other local authorities utilise volunteers. Please can you provide information on the following:

1. In which areas do you utilize volunteers?
2. Any best practice documents in relation to volunteering opportunities
3. Do you have a council policy on volunteering ( if so please share)
4. How and what do they record to report on volunteering take up
5. How do you advertise volunteering opportunities

 

G0321 - Reviewing Events Support - 28.06.17

An APSE member authority is currently reviewing their Events
Support[1] processes and methodology and would welcome details
of other local authority members approaches, in particular:-

• Do you support events internally? If so is support a centralised or distributed function?
• Do you outsource events support?
• Do you use a hybrid model? If so what criteria are used to determine the support model?
• What policies, processes or procedures do you have in place and are you able to share any examples?
• How many events are supported annually?

[1] The Council delivers and/or supports a wide range of events
across a number of its functions including Tourism, Regeneration,
Arts, Leisure and Democratic Services. These events require
support from other Council Services including, but not limited to,
Waste and Cleansing, Assets and Property, Corporate
Communications and Administration.

 

G0320 - Digital Readiness - 07.06.17

This local authority would like to know if any other member
authorities are doing any work on Digital Readiness Assessment
Tools?

 

G0319 - Parking for Council employees in the field -260517

APSE has received reports that social care staff are spending
significant periods of time accessing parking close to service users’
homes.
In residents only parking areas, what provision is made to enable
the following employees to park? (e.g. permits, designated spaces
etc.)

• social workers?
• carers?
• education welfare officers?

 

G0318 - Use of Self Service Kiosks in Customer Contact Centres -100517

This APSE member authority is looking for information on the use of
self-service kiosks and in particular they would welcome details on
the following areas:-

1. Do you have Self Service Kiosks in Customer Service Centres?
2. What type of kiosk is it?
3. What are the associated costs?
4. Can you provide feedback on how useful/ utilised they are?
5. What is the functionality of the kiosks?

 

G0317 - Naming Rights for Bridges -100517

Do any local authorities have experience in selling naming rights?
This local authority is considering selling the naming rights to a
bridge they are building and are reaching out for advice to any local
authorities who have experience in this area.

 

G0315 - Lettings for Local Authority Schools - 110517

A member authority is seeking information in relation to school
lettings. The authority would like details relating to the following:-

1. Are schools within your LA made available for lets?
2. Who has overall responsibility for managing the lets?
3. Who manages the bookings?
4. How are bookings processed within your LA?
5. Are online payments available?
6. Is payment required in advance of the booking?
7. Do you have examples of pricing structures that you would be willing to share?

 

G0314 - Strategic approach to community grants - 270417

A member authority is reviewing their approach to Community
Grants and would very much value comments from colleagues
across the membership with regards to the following questions, to
enable them to benchmark their current approach:

• Within your authority, do you provide a Community Grants programme?
• Do you allocate the grants annually or over a multi-year cycle?
• Briefly, how do Community groups apply for funding?
• On what principles are the allocations decided?
• What is the overall budget available for Community Grants?

 

G0313 - Management of technical skills training programmes - 120417

Following the restructuring of their Council and centralisation of the
Training budget this member authority would like to ask how other
authorities manage their Technical Skills training programme. E.g.
Drivers CPC, Sector 12, Signing Lighting & Guarding, Abrasive
Wheels, First Aid, Needlestick & Sharps, COTs (Cemetery
Operatives Training) etc. In particular they would be grateful if you
could answer the following questions:-

• Do you have dedicated inhouse trainers?
• Do your managers/foremen train their own staff?
• Do you use external providers?
• What systems do you use to record and manage accredited training?
• Is your authority training budget centralised or managed by departments?
• If centralised, how do ensure that you receive training requirements to meet service needs?
• Would you mind if we contacted you direct to discuss these areas further?

 

G0312 - Public Sector Taxation and Investment Advisors - 100417

This APSE member authority is currently exploring their future
investment strategy and as such they will be seeking to procure
specialist advisors on taxation, including VAT and Investment (
including risk assessment and management ) as part of the process
and to ensure due diligence in any reports to elected members.
Accordingly they would be interest to find out the experience of
other APSE member authorities and specifically as follows:-

• Which advisors did you select and on what basis?
• How was your experience of the advisors?
• Did you consider you received bespoke advice to your circumstances rather than ‘off the shelf’ solutions?
• What costs did you incur? Were these costs recoverable from any returns or efficient tax / investment models put forward by the advisors?

 

G0311 - Business planning software - 290317

This APSE member authority is reviewing its business planning
software. They would be interested to learn what business planning
software or KPI software systems you use across your business
planning processes. They would be interested in your experiences;
successful or otherwise, including costs if known.

 

G0310 - Review of communications, print and design functions - 290317

This APSE member authority is currently reviewing their
communications, print and design functions and they would be
interested to learn how other councils
deliver media and communications. In particular they would be
pleased to receive the following information.

1. How is your service currently structured; what jobs and roles are within the service? What are the reporting structures?
2. What services offered? For example Print, Print Buying, PR, Internal Communications etc.
3. What is produced within the service?

 

G0309 - Use of seasonal workers - 160317

This council would like to ask other members about their approach
to the use of seasonal workers to deal with the peaks and troughs
of the demands of different service areas. In particular:

• Which service areas employ seasonal workers?
• For each service area, what would be the normal start and end dates for seasonal workers?
• For each service area, what type of work activities are carried out by seasonal workers?
• For each service area, what proportion of the workforce is made up of seasonal workers and has this increased or decreased over time?
• Do you see any changes in your approach to the use of seasonal workers in the future?