Public and Commercial Services Union

Agenda and timetable

Wednesday 25 November

14:15                   Registration opens

15:00                   VVF begins: welcome and opening remarks 
                            Nigel Buller-R&C Vice President, VOAC / VVF chair

15:15                   General Information- VO Pay and Change 
                            Gwenda Binks-Valuation Secretary

Section 1
15:30 – 16:10      Transformation Programme (Proposals 1 – 7)

16:10 - 16:20       R&C Group Honorary Life membership
                            Presentation to John Hall

16:20 – 16.30       Break

Section 2
16: 30 – 16:50      Ex TRS & HA (Proposals 8 – 12)

Section 3
16:50 – 17:05       NCS & CS (Proposals 13 – 15)

17:05 – 17:20       Guest Speaker
                             Mark Serwotka - PCS General Secretary

Section 4
17-20 – 17: 40      Training (Proposals 16 – 18)

17:40 – 18:00       Reserved

18:00                    End of Day One

Thursday 26 November

10:00                    Day Two of V V F begins

Section 5 Pay

10:00 – 10:10       a)  National Pay (Proposals 20 – 21)

10:10 – 10:30       b)  VO Pay (Proposals 22 – 27)

10:30 – 10:40       c)  Performance Pay (Proposals 28 – 29)

10.40 – 10:50       d)  Miscellaneous Pay (Proposals 30 – 31)

10:50 – 11:05       Guest speaker
                             Dave Bean, R&G Group President

Section 6

11:05 – 11:20       V V F (Proposals 32-34)

11:20 – 11.30       Break

Section 7

11:30 – 11:40       Campaigns (Proposal 35)

11:40 – 12:45       Workshop – The Way Forward 
                            The PCS Agenda to 2015

12:45 – 13:45       Lunch Break

Section 8

13:45 – 14:00       Communication (Proposals 36 – 40)

Section 9

14:00 – 14:20       Health & Safety (Proposals 41 – 46)

Section 10

14:20 – 14:35       Agency Staff & Grading (Proposals 47 – 49)

14:35 – 15:15       Workshop

Section 11           Vacancy Filling (Proposals 50 – 51)
15:15 – 15:25

Section 12

15:25 – 15:50       Terms & Conditions (Proposals 52 – 54)

Section 13           Not Appropriate for the V V F
                             (Proposals 56 – 59 & 19)

15:50 – 16:00       Reserved

16:00                    Close and safe journey
 

Proposals for discussion

Section 1

Transformation programme

1) This VVF recognises that there is a growing lack of coordination across the agency as a whole. More commonly new processes are rolled-out in some locations and not in others as per informal e-mails from CEO with no discussion, no team-meeting, no training and no union involvement.

There is less consistency and coordination across the agency, more local interpretation of guidelines and dictates from CEO - rather than properly agreed processes being rolled-out nationally.

Group managers with conflicting priorities do nothing but confuse staff further, such as on one hand staff being told not to work in patches and be more flexible and yet be criticised to generating higher mileage claims in the same breath.

Local managers seem to be working under 'chaos management' ideals - panicking and diverting all resources to one problem area for a while then realising they've neglected another area so panicking and rushing backwards and forwards with no apparent overall plan.

VOAC is instructed to investigate the lack of coherent management across all groups, finding specific examples of poor or conflicting management practice and highlighting these many examples to CEO. Using this evidence VOAC is also instructed to vigorously express concerns about the sorry state of management across the agency and the lack of direction and conformity there is presently across the network.

Eastern Counties valuation 200036

General discussion A: (Proposals: 2 - 3)

2) The Transition to and the operation of Central Processing causes delays in processing cases.

Additional delays and problems associated with remote working due to lack of accurate case creation suggests a mindless disregard of the issues by management who are seeking the achieving of ever tightening elapsed time targets.

These issues are having a serious and detrimental impact on staff in offices which have lost this work.

With the staffing position in offices under review and linked to the loss of Casework Support staff, this combination poses a likely threat to the viability and retention of offices.

This V V F seeks action to retain existing offices, and to review the viability of the Centralisation of Processing.

North West valuation 200092

3) This Valuation Vocational Forum reaffirms its opposition to centralisation and urges VOAC to continue to make the case with VO management for local jobs to remain in local offices.

Eastern Counties valuation 200036

4) That this VVF instructs VOAC to ensure that the ICE (Improving the Customer Experience) project in N&CS and CS, and the CWS Review taking place in Local Taxation are conducted in Tandem. VOAC must further ensure that the grading guidance is adhered to in each review and the outcome of each is completely non detrimental to PCS members. They must also seek to maximise any benefits or opportunities to be gained.

Scotland valuation 200096

5) This Valuation Vocational Forum seeks an overview from VOAC on those pilots operating within the VOA and their likely impact on operations including staffing and grading numbers.

North West valuation 200092

6) The VOAC is instructed to oppose any further reductions in accommodation standards and any further office closures that might be planned. VOAC is also instructed to oppose any detrimental restructuring of network units and groups.

Central London valuation 200*

7) That this VVF instructs VOAC to seek agreement with VO Management that any future homeworking trawl will consider job roles and not necessarily be grade specific.

Scotland valuation 200096
 

Section 2

Ex TRS & HA

8) This VVF notes that while Rent Officer functions and former TRS Staff co-exist with Group Staff former TRS Staff's needs and concerns may be different from those of their colleagues. A case in point is the recent loss of admin staff to a number of units, resulting on units relying on NSO for all admin support, excluding those duties absorbed by remaining staff. There are unanswered questions relating to this change not least whether this is common policy in all areas and units, we therefore instruct the VOAC to investigate this issue and report back.

South East valuation 200010

9) This VVF instructs the VOAC to raise the terms for HA (former TRS) home workers with management in order to: -

a) ascertain if there is still a need for “Duty Days” in light of the HA Contact Centre and advances in telephony,
b) check that these are not being abused to cover re-deployment of staff to other duties and to mask shortages in some grades,
c) obtain equality of treatment for HA home-workers, ensuring that they do not suffer worse terms than other Agency home workers.

Central London valuation 200*

General Discussion B: (Proposals: 10 – 12)

10) This VVF notes that former TRS staff are not currently properly represented within the Group Whitley structure. We ask that the VOAC urgently considers through what framework all Housing allowance PCS members can be properly represented within VOA, including in particular, the consultation process involving Housing allowance management.

South East valuation 200010

11) That this VVF instructs the VOAC to issue to Branches guidance in respect of union membership and representation for ex TRS staff.

London South valuation 200069

12) This VVF notes that while former TRS Staff have been welcomed to the VOA and PCS within the VOA, on an individual and local level and it is possible to seek help advice & assistance, former TRS staff are uncertain what the communication chain is for consideration of wider issues. We ask if there is a designated VOAC officer responsible, and if this is not currently the case, instruct the VOAC to appoint a member of the VOAC to fulfill these duties with immediate effect.

South East valuation 200010

Section 3

NCS & CS

General discussion C: (Proposals: 13 - 14)

13) That this VVF instructs VOAC to seek the earliest possible date for a Post Implementation Review of the Matrix Management system within DVS. This is following the commitment to seek the same at the 2008 VVF.

Scotland valuation 200096

14) This VVF condemns the cancellation of the in house review of Band 6 duties in DV Services, under matrix management, and it's replacement with a review to be performed by an external evaluator. This VVF also condemns the lack of timely formal notification being given to Band 6 staff in DVS of this change in the timing and nature of the review.

South East valuation 200010

15) This VVF wishes to inform the VOAC of members concerns that interpretation of and action under HR Guidance is not consistent between DVS and Groups, with DVS in some cases failing to adhere properly to procedures. This VVF also wishes to inform the VOAC that there have been some very significant delays in referrals to capita and action on such within DV Services, and we also have concerns that DVS may not always keep it's staff well informed as to the full implications of their position when placed under the various stages of absence management procedures. This VOAC instructs the VOAC to negotiate with management to ensure that all VO staff, regardless of business stream, grade or location are treated fairly and consistently under Absence Management, and all other HR policies.

South East valuation 200010

Section 4

Training

General discussion D: (Proposals: 16 - 17)

16) This VVF agrees that there is too much 'self' training happening at present in the agency, leaving less uniformity and more local misinterpretation as to how practices and procedures should be followed.

This VVF agrees that E-learning, although easily accessible and readily available (and cheap) has its limitations and has become relied upon too much by managers with little or no input by managers.

VOAC is instructed to bring this to manager's attention.

Eastern Counties valuation 200036

17) That this VVF is appalled by the lack of training given to staff with regard to Summary Valuations, Reval, Appeals Direct and Electronic settlement sheets.

Procedures are often instigated before staff have received any form of training leading to confusion and frustration with Management.

West Midlands valuation 200141

18) That this VVF instructs VOAC to seek management assurances that processes are in place which ensures consistency and fair treatment across the different management systems which operate within the Agency. VOAC should also seek assurances that opportunities and development are consistent and open to all PCS members in the Agency.

Scotland valuation 200096

19) This VVF seeks VOAC to investigate the potential need for a VOAC training co-ordinator. Many BEC members in specialised roles (e.g. Women’s officer) are finding that there are no training courses available to them. This is regularly due to a lack of demand for the course in their respective region.

We are suggesting that if VOAC/PCS took a co-ordinated, VOA-wide approach to training there would be an increase in the training received by our members. Ad-hoc courses could then be organised if there were sufficient numbers. Branches would liase with the overall co-ordinator via their training officers who would retain the responsibility for making members aware of the Union training available in their area.

There is a very real fear that if enthusiastic members do not get the encouragement and training they need soon after accepting a BEC post they will lose interest and faith in the Union. As such we would ask that VOAC consider this proposal as a matter of urgency.

South West valuation 200090

Section 5

Pay

a) National Pay

General discussion E: (Proposals: 20 - 21)

20) This Valuation Vocational Forum supports the pressure being applied at National Level for a Pay Structure for the Civil Service and supports action for:-

• Each member to receive a consolidated realistic basic pay increase
   
• A level playing field between public sector workers by removing pay progression costs from budgets for increases;
   
• Reduction in the number of separate pay negotiations;
   
• Additional funding to remedy equal pay problems;
   
• An end to links between pay and performance appraisal

Additionally, payment of staff maxima for 2009 and beyond be applied in accordance with the PMPG Agreement 2001.

Fragmentation of claims has produced massive inequalities in between departments in like-for-like jobs.

Until the pay structures are unified VOAC must seek to achieve realistic pay
increases for VOA members.

North West valuation 200092

21) This Valuation Vocational Forum urges VOAC to do more to encourage VO members to support the national campaign on pay.

Eastern Counties valuation 200036

b) VO Pay

General discussion F: (Proposals: 22 - 23)

22) In current and future pay negotiations, this Valuation Vocational Forum instruct the VOAC to insist that VOA management continue to honour the commitment to pay maximums under the 2001 pay agreement.

North Wales valuation 200*

23) This Valuation Vocational Forum instructs VOAC to demand that intentions to maximum are honoured in this year's pay round and beyond.

Eastern Counties valuation 200036

General discussion G: (Proposals: 24 - 27)

24) This VVF believes it is totally deplorable that the pay offer has been delayed until 2010. Many members were relying on getting a pay rise in September or October and their hopes have been betrayed by this delay.

This VVF condemns the Treasury and head of civil service Gus O’Donnell for causing this delay. Noting that many members will be incurring debts and higher interest payments as a result of this delay; this VVF instructs the VOAC to demand interest be paid on arrears of pay rise and for a compensatory sum to be included in final settlement.

Central London valuation 200*

25) This VVF condemns the failure of the VOA to deliver a pay rise for members anything resembling on time. We categorically believe that all members have a right to a decent pay rise, at least in line with inflation, including the sums still owed for inflation in previous years, and for their progression payments to be delivered on time.

This VVF further recognizes that VOA management is not the root cause of this delay, and condemns the government and the treasury for it's bad faith and dishonesty in refusing to allow the December agreement on pay with PCS to be used to give members a satisfactory pay award, and calls on the VOAC, in concert with the GEC and NEC to build a campaign of resistance to the governments intransigence with regards to VOA and National Pay.

South East valuation 200010

26) That this VVF condemns the VOA Management for its inability to formulate a pay deal for its staff and calls for a vote of No Confidence in senior management.

West Midlands valuation 200141

27) This Valuation Vocational Forum instructs VOAC to write a letter to the Treasury expressing members' anger and dismay at the fact that this year's pay settlement will be delayed by many months.

Eastern Counties valuation 200036

c) Performance Pay

General Discussion H: (Proposals: 28 - 29)

28) That this VVF re-affirms it's opposition to performance pay and instructs the VOAC to obtain and circulate to Branches a breakdown of this year’s PSC awards.

London South valuation 200069

29) This VVF agrees that the Particularly Significant Contributions award scheme is flawed in terms of how these are allocated and why. There is too much reliance on managers being pro-active and gathering evidence on behalf of staff, too little uniformity and too much secrecy.

This leaves the door open for discrimination, for hard-working staff to be overlooked while those with more efficient managers being awarded and recognised instead.

VOAC is to continue to scrutinise the PSC Award Scheme and publicise it's findings to CEO with the view to abolish the scheme.

Eastern Counties valuation 200036

d) Miscellaneous Pay

30) In view of the inability of VOA Management to pay its staff their due rewards, this VVF recommends that all PCS co-operation is withdrawn from all future pilots across the board until such times as the VOA Management is prepared to treat its staff with dignity.

West Midlands valuation 200141

31) This VVF is concerned that their will be no pay rise for the year 2009-2010 and is also concerned over the outstanding disputes over the pay for the years 2007-2008 & 2008-2009. We would like this to be taken seriously and resolved quickly before dissent settles amongst the workforce. We therefore suggests that a payment of £1000+ inflation would be significant to settled the disputes for the years 2007-2008 & 2008-2009.

South East valuation 200010

Section 6

V V F

32) This VVF seeks for all future VVFs to be "motion based", as apposed to the current statement/proposal led format.

The current system only allows representatives to make suggestions of what the VOAC could do. If the forum were to be motion based then all motions supported by the forum would become policy and therefore instruct the VOAC which issues to pursue for the members.

Given the little time that the VO get at group conference, this rule change would benefit both the members and the VOAC by setting out clear guidelines of the members priorities, with sufficient time allocated to debate and discuss these issues.

This should be in place for all VVFs that follow the 2009 forum.

South West valuation 200090

33) This VVF instructs the VOAC to accommodate 4 fully sponsored observers at each VVF.

Working in a similar way to trainee delegates at Conference these members could come and see how the VVF works minus the right to vote. This introductory experience could help to demystify what happens at the VVF and encourage members to nominate themselves as branch reps in the future.

Funding for these positions could be made available from any vacant positions when branches do not send both/any reps.

This proposal should be implemented for all VVFs, following 2009.

South West valuation 200090

34) This Valuation Vocational Forum instructs VOAC, when planning each year's forum, to schedule at least one workshop session where delegates can discuss urgent or priority issues.

Eastern Counties valuation 200036

Section 7

Campaigns

35) That this VVF instructs VOAC to actively encourage VO Branches and PCS members to engage in any national campaigns run by PCS. The wider issues raised by PCS almost always have an effect on PCS members within the VO, in particular Pay, Pensions and the Civil Service Compensation Scheme. VOAC are instructed to enhance campaign materials by producing VO specific correspondence where feasible, and where this would be of benefit to both the campaign and members.

Scotland valuation 200096

Section 8

Communication

General Discussion I: (Proposals: 36 - 37)

36) This Valuation Vocational Forum welcomes the issue of the ‘Wide-ranging VO briefing’ in September. This forum, however, still believes that much more needs to be done to improve communication with members, and instructs VOAC to issue such briefings at least quarterly.

Eastern Counties valuation 200036

37) This VVF seeks VOAC to act on the proposal agreed at the last two VVF meetings relating to the issuing of a regular VOAC Newsletter.

This could form a regular communication channel between the VOAC and Union members in the VOA.

At a time when better communication is needed more than ever to unify Union members on campaign work the newsletter would serve to raise the profile of both the VOAC and the work they do on behalf of PCS members in the VOA.

Having been agreed at the previous two VVFs we would like VOAC to implement this as a matter of urgency.

South West valuation 200090

38) This VVF seeks for the VOAC to make minutes from its meetings more accessible. Currently those available on the PCS web site are either out of date or sporadically posted.

Could the VOAC not send these out to all Branch secretaries? This would aid reps in understanding what the VOAC are doing for Union members working in the VOA.

This sort of information is useful not only when recruiting members but also for when current members start wondering what the Union are doing on their behalf.

We ask that the VOAC do this within the next 3 months.

South West Valuation 200090

39) This VVF seeks VOAC to act on the previously agreed VVF proposal to setup online discussion forums for BEC members. This would allow VOA BEC officials (e.g. Women’s officers, H&S, ULR reps) the opportunity to share advice, information and ideas unique to their roles. This would improve communications between VOA branches.

Without such a resource in place branch reps are left feeling isolated in their roles, often operating without the necessary skills and knowledge required for them to perform their role effectively.

Having been agreed at last years VVF we would like VOAC to investigate this as a matter of urgency.

South West valuation 200090

40) This VVF seeks that the VOAC make efforts to improve their presence on the PCS web site. The current ‘Where you work’ section is embarrassingly out of date. This reflects badly on PCS as a Union and suggests the VOA side of the Union is not as active as other departments.

If PCS members are being encouraged to use the site then they need to feel the site is worth visiting. Any consultation with those responsible for updating the site may also wish to suggest enhancements are made to the search engine capabilities of the site, which are generally poor. This makes it difficult for members to find what they’re looking for.

We ask that this be implemented as soon as possible to bring the VOA section of the site up to date with other departments.

South West valuation 200090

Section 9

Health & Safety

41) This VVF recognises the important of maintaining a healthy 'work-life balance' and the vital role that reps and VOAC play in defending the rights of members when taking time-off. This VVF also accepts that in this time of cuts, reductions in staff numbers and resources that it is more likely VO staff will be under greater pressure to deliver more work than ever before. Because of this growing trend staff are becoming more inclined to bank untaken leave and amass a high level of flexi-credit, increasing the risk that the agency surreptitiously adopts a 'long hours' culture to hide gaps in human resources.

This VVF does not feel this is acceptable and therefore instructs the VOAC to begin a new campaign aimed at VO members (and non-members). This campaign will aim at highlighting the importance of leading a healthy work-life balance, on encouraging those with issues to come forward and at encouraging local reps to act on any local issues where staff are being periodically denied leave. VOAC are to fully support local reps and where necessary act on any issues identified and to look closely for problem areas (certain groups, locations or managers).

Eastern Counties valuation 200036

42) This Valuation Vocational Forum notes that at last year's forum it was stated by VOAC that a policy on the management of stress had been agreed with VO management but not yet implemented. This forum further notes that according to the 'Wide-ranging VO briefing' issued in September 'a draft stress management policy should shortly be available for negotiation'.

This forum asks the VOAC to provide:

a) clarification on this apparent contradiction and
b) a detailed briefing on the current position in relation to agreeing and implementing a policy on the effective management of stress.

This forum further asks VOAC to make the agreeing and implementing of such a policy more of a priority.

Eastern Counties valuation 200036

General Discussion J: (Proposals: 43 - 44)

43) This VVF instruct the VOAC to insist that the VOA management amend Part 5, Section 5 of The Guide to allows flexi credit of up to 1 hour for optician’s appointments during work hours, the same as for doctor’s and dentist’s appointments.

We believe this is a serious health and safety issue because:

a) It is not always possible to get an appointment at weekends or outside normal work hours.
b) As a result staff may be reluctant to use their flexi time for such appointments, which may lead to eye defects not being diagnosed.
c) This is discriminatory to people with a common physical impairment, i.e. defective eyesight, which in extreme cases could be classified as a disability and thus contrary to the Disability Discrimination Act.
North Wales Valuation 200*

44) This VVF instruct the VOAC to request the VOA Human Resources extend their Health & Safety – Eyesight Testing Scheme to include free prescription glasses for all essential car users who need glasses to drive during the course of work.

North Wales valuation 200*

45) This VVF welcomes the introduction of the Regional Health and Safety Committees and its benefits. However it also notes the lack of VOA involvement in the majority of regions and the consequential loss of joint HMRA/VOA working. VOAC is therefore tasked with increasing the recognition and participation of VOA Health and Safety Reps within the structure.

West Midlands valuation 200141

46) This VVF instructs VOAC to press VOA management for provision to be made within EDRM for the equivalent of a “warning tag” system on electronic files/addresses where there is a potential health & safety threat to any staff.

Safety of staff to be treated as paramount in this and not sacrificed to management misunderstanding of the Data Protection Act.

Central London valuation 200*

Section 10

Agency Staff & Grading

General Discussion K: (Proposals: 47 - 48)

47) This VVF notes continued concern among admin staff members about band 7's in local offices being required to up-reach as simple processing work is moved away from the local offices, and notes that the current grading guidance does not make the difference between the Band 6 and 7 roles sufficiently clear. This VVF calls upon the VOAC to negotiate with management with a view to providing clearer grading guidance on the difference between what should be expected of Band 6's and 7's.
South East Valuation 200010

48) This Valuation Vocational Forum instructs VOAC to negotiate an agreement with VO management whereby after one year’s service at Band 7 level, all Band 7’s are automatically advanced to Band 6.

Eastern Counties valuation 200036

49) This Valuation Vocational Forum deplores the increasing use of agency staff across the VO. This forum believes that more permanent staff are needed to enable us to do our jobs properly. This forum therefore urges VOAC to continue to press the case with VO management for the VO to be properly resourced with permanent members of staff.

Eastern Counties valuation 200036

Section 11

Vacancy Filling

General Discussion L: (Proposals: 50 - 51)

50) This Valuation Vocational Forum instructs VOAC to negotiate the abolition of the online sift for trawls at Band 6 and 5 level and its replacement by a return to the paper sift.

Eastern Counties valuation 200036

51) This Valuation Vocational Forum instructs VOAC to negotiate with VO management an agreement whereby actual performance is taken into account in the vacancy filling process.

Eastern Counties valuation 200036

Section 12

Terms & Conditions

52) That this VVF instructs the VOAC to ensure that VO Management discontinue their current policy of inflexibility with regard to increasing or adjusting part time hours particularly where there is a business need. The VVF recognise that VO Management are under extreme pressure to meet efficiency savings, but feel that each case should be looked at on a case by case basis to avoid detriment to both the Agency and PCS members.

Bristol valuation 200012

53) In the light of the opening of Network Support Offices (NSO) and the possible future cut backs in the civil Service, this Valuation Vocational Forum instruct the VOAC to insist that the VOA management maintain their commitment to no compulsory redundancies.

North Wales valuation 200077

54) That this VVF instructs the VOAC to negotiate an agreement with the Management Board for the personal use of office mobile phones in line with that currently in force for office phones.

London South valuation 200069

Section 13

Not Appropriate For VVF

55) That this VVF instructs VOAC to convey to VO Management in the strongest possible terms that staff morale is at an all time low, particularly with regard to support staff grades. The continuing lack of fair pay, the delay in receiving any pay offer, the continuing staff cuts and the threats to the role of support staff in local offices are all major factors. VOAC are therefore instructed to negotiate with management. (not a proposal).

Scotland valuation 200096

56) This VVF instructs the VOAC to support the recognition of Civil Servants in London and the South East as key public sector workers (known as 'key workers'). (for national PCS Conference).

Central London valuation 200*

57) This VVF is concerned of rumours that 10% cuts will be made in the VOA regardless of which government is in power.

Accordingly the VOAC is mandated to oppose any further reductions in spending and to resist them by all means including industrial action.

The VOAC should launch a co-ordinated campaign with other parts of the union and indeed other public sector unions. (for national PCS Conference).

Central London Valuation 200*

58) That this VVF recognises the hard work done by current and past members of the VOAC. It feels however that a member should be restricted to a maximum term of 5 years to encourage new ideas to circulate. (would require change in Group & National PCS rules).

West Midlands Valuation 200141

59) This VVF kindly suggests that the cabinet office shoves the proposals for the compensation scheme in the bin. (not quite appropriate, but very tempting).

South East valuation 200010