Corporate and Community Services Department
Deputy Chief Executive: Caroline Innes BSc (Hons)
Council Headquarters,
Eastwood Park, Giffnock, East Renfrewshire, G46 6UG
Phone: 0141 577 3000 Fax: 0141 577 3834
website: www.eastrenfrewshire.gov.uk
Date: 14 May 2021
When calling please ask for: Liona Allison 0141 577 3033
e-mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

TO: Councillors Paul O’Kane (Chair), Tony Buchanan, Jim McLean, Colm Merrick and Gordon Wallace.

APPOINTMENTS COMMITTEE – HEAD OF EDUCATION SERVICES (PERFORMANCE AND PROVISION)
A meeting of the Appointments Committee will be held within the Eastwood House, Eastwood Park, Giffnock on

Thursday 20 May 2021 at 9.00am.

The agenda of business is as shown below.

Caroline Innes
C INNES
DEPUTY CHIEF EXECUTIVE

AGENDA
1. Report apologies for absence.

2. Declarations of Interest.

3. Homologation of Shortlisting Arrangements – Report by Head of HR and Corporate Services (copy attached, page 3).

Resolution to Exclude Press and Public

It is recommended that the Committee pass the following resolution:-

"That under Section 50A(4) of the Local Government (Scotland) Act 1973, as amended, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 1 of Part I of Schedule 7A of the Act".

Paragraph 1 - Information relating to a particular employee, former employee or applicant to become an employee of, or a particular office-holder, former office-holder or applicant to become an office-holder under, the authority.

4. Head of Education Services (Performance and Provision) - Interviews (Pack containing interview guidance, assessment form, job advertisement, job description, person specification, and application forms attached).

You can read details on Council website here -

www.eastrenfrewshire.gov.uk/appointments-committee-200521


You can read report here -

www.eastrenfrewshire.gov.uk/media/5000/A...m=637564946550970000

------ Original Message ------
To: "Allison, Liona" < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: Monday, 17 May, 2021 At 11:50
Subject: RE: Appointments Committee meeting of 4 May 2021

Hi Liona

The 14 May meeting would appear to be cancelled. Now 20 May 2021.

As I have had no reply back yet would like to add reasons as to why I am asking for clarification.

I read the report regarding Homologate to be presented to 14 May meeting.

As said the report refers to -


'Supported by advisors to the panel it was agreed to go ahead with the short-leeting and take soundings from the other Committee members via email to allow the timeline for the assessment centre and interviews to be met.'

'Six applications were received and the short-leeting concluded that two candidates met the essential criteria in the person specification and should be taken forward to assessment centre. Soundings from other Committee members were sought and this allowed the process to continue.'

The report gives no dates/times and appears to indicate that this action took place as part of the said Appointments Committee meeting(26 April).

That is why I asked for the minutes.

There is no mention in the report that

' in accordance with Standing Order 46, the meeting was declared inquorate and no business transacted.'

Again, That is why I asked for the minutes for the meeting 26 April 2021(Originally printed as 4 May 2021 in the report but now amended to 26 April) to understand the following

- was this agreement 'to go ahead with the short-leeting' a continuation of the Appointments Committee meeting

- who the 'advisors to the panel' were

- When this advice was given

- when these 'soundings' took place and who with what other members

'Supported by advisors to the panel it was agreed to go ahead with the short-leeting and take soundings from the other Committee members via email'

- What advice had been given by these 'advisers.

- When and where and how were these 'soundings' carried out


'Soundings from other Committee members were sought and this allowed the process to continue.'


If you can just circumvent/bypass Committee meetings in this way what is the point of having them at all?

It would appear this was really just an non documented Appointments Committee Meeting undertaken by email?

Your help with giving the required clarification requested in both above and below emails will be appreciated.

Thanks

------ Original Message ------
From: "Daly, Eamonn" < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: Tuesday, 18 May, 2021 At 12:42
Subject: Appointments Committee

I refer to your emails to Mrs Allison in connection with the inquorate meeting of the Appointments Committee on 26 April.


The decision that the committee at its meeting on 20 May will be asked to make is to homologate the selection of the shortlisted candidates, prior to interviewing candidates.

It is correct that no decision was taken by the formal committee – as the meeting was inquorate this was not possible.

The decision on who to shortlist was taken informally through the consultation with all councillors after the meeting by the Head of HR, and it is the selection of the candidates for interview that the committee will be formally asked to homologate.


As the support provided by advisors and the short leeting was informally agreed after the meeting and did not form part of the proceedings at the inquorate meeting, no reference is made in the Minute of that meeting.

The Minute of the meeting now taking place on 20 May will record the item and the committee’s formal decision.


Yours faithfully
Eamonn Daly
Democratic Services Manager
Department of Corporate and Community Services

further clarification -

------ Original Message ------
From: "Daly, Eamonn" < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: Tuesday, 25 May, 2021 At 09:16
Subject: RE: Appointments Committee


See my further responses below


Yours faithfully
Eamonn Daly
Democratic Services Manager
Department of Corporate and Community Services


Sent: 20 May 2021 09:19
To: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: RE: Appointments Committee

Hi Eamonn

Thanks for this.

However you only provided selected clarification.

Would still appreciate clarification regarding the following



'Supported by advisors to the panel it was agreed to go ahead with the short-leeting and take soundings from the other Committee members via email'

'Soundings from other Committee members were sought and this allowed the process to continue.'

'Apology: Councillor Gordon Wallace.'


Q. - who the 'advisors to the panel' were

A. Director of Education and Head of HR & Corporate Services


Q.- What advice was given by these 'advisers'.


A. The advisors shared that the short-leeting process was to check that candidates met the essential criteria so that they could progress through to the Assessment Centre and Interview stage. The timeline for assessment centre and interview was also shared and based on this information the committee members present agreed to undertake the short-leeting process.


Q. - Which Councillors took part in this 'sounding out'


A. An email was sent to all members of the committee informing them of short-leet outcome and that all candidates meeting the essential criteria were being progressed to assessment centre.


Q. - Was Cllr Wallace 'sounded out'

A. See above response.


Q. Will a recording of the public business conducted at the meeting be available.

A. There was no public business conducted. Had the committee been quorate the short leeting would have been held in private.

Q. If you can just circumvent/bypass Committee meetings in this way what is the point of having them at all?

A. The process was not circumvented. Although the initial committee was inquorate a report to homologate the decision to move candidates to assessment centre/interview was considered and approved by the committee on 20 May. As previously advised consideration of this report and the decision taken by the committee will be recorded in the Minute of the meeting.


Your help with giving the required clarification is appreciated.

Thanks

Sent: 01 July 2021 10:37
To: Daly, Eamonn < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: RE: Appointments Committee

Hi

I am looking for the minutes for the Appointments Committee Meeting held on 20 May 2021.

- 'The Minute of the meeting now taking place on 20 May will record the item and the committee’s formal decision'.


They would appear not to be included in the 30 June Council minute volume and/or on the website(Minute The minute for this meeting isn't yet available).

Where can the minute be found?

Thanks

The minutes then appeared................

MINUTE of APPOINTMENTS COMMITTEE

Minute of Meeting held at 9.00am in Eastwood House, Eastwood Park, Giffnock, on 20 May 2021.

Present:
Councillor Tony Buchanan Councillor Colm Merrick Provost Jim Fletcher Councillor Merrick in the Chair

Attending:
Mark Ratter, Director of Education Services and Sharon Dick, Head of HR and Corporate Services.

Apologies:
Councillors Jim McLean and Paul O’Kane.

DECLARATIONS OF INTEREST
1. No declarations of interest were intimated.

HOMOLOGATION OF SHORTLISTING ARRANGEMENTS

Under reference to the Minute of the meeting of the Appointments Committee of 26 April 2021 (Page 1509, Item 1620 refers), when it had been intended to shortlist candidates for assessment and interview there was submitted a report by the Head of HR and Corporate Services seeking homologation of shortlisting arrangements.

The report explained that the committee comprised five members with three members needed to form a quorum.

As only 2 members had been present the meeting was inquorate and no business transacted.

However, in order to allow the timeline for the assessment centre and interviews to be met, views of committee members were sought and 2 candidates selected to go forward for assessment and interview.

Homologation of this action was being sought.

The committee agreed to homologate the decision to shortlist 2 candidates for assessment and interview.

Resolution to Exclude Press and Public
At this point in the meeting, on the motion of the Chair, the committee unanimously resolved that in accordance with the provisions of Section 50A(4) of the Local Government (Scotland) Act 1973, as amended, the press and public be excluded from the meeting for the following item of business on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 1 of Part 1 of Schedule 7A to the Act.

HEAD OF EDUCATION SERVICES (PERFORMANCE AND PROVISION).

It being noted that 1 of the 2 candidates had withdrawn their application following the assessment centre, the committee proceeded to interview the remaining candidate for the post of Head of Education Services (Performance and Provision).

Having conducted the interview the committee, after discussion, agreed to offer the post to Joseph McCaig, Quality Improvement Officer (Performance and Benchmarking), East Renfrewshire Council.

CHAIR