Ayrshire

1. Staffing matters including equal pay and internal policies and procedures

In July 2010 the Board implemented the national single status agreement for Local Authority Employees in Scotland. In accordance with this agreement all jobs have been re-evaluated to ensure that there is no gender bias. The re-evaluation was undertaken using the COSLA job evaluation model and, prior to implementation, an independent consultant was engaged to undertake an equality impact assessment of the outcomes. Following detailed analysis the consultant confirmed that the proposed outcomes were technically robust and non-discriminatory and suitable for implementation by the Board.

In conjunction with re-evaluating all posts the Board has introduced a revised pay structure and package of terms and conditions of employment. Again the pay structure and package of terms and conditions have been endorsed by the consultant as non-discriminatory in terms of their proposed application.

An integral element of the revised pay structure and package of the terms and conditions is a range of policies which are aimed at, amongst other things, eliminating discrimination and promoting an appropriate work life balance. The Board largely adopts policies and procedures in line with those developed by South Ayrshire Council. Currently the Board has a range of policies and procedures in place and these are detailed in Appendix 1.

Having reviewed the pay structure, the terms and conditions and the various policies and procedures currently in place, the Board is satisfied that these are non-discriminatory and meet the Board's equality duties. However, the Board also recognises that it is important to continue to monitor these provisions and, in conjunction with South Ayrshire Council, will continue to update these and develop new policies as required. Any new policies or amendments to existing policies will be impact assessed by South Ayrshire Council before implementation. Arrangements will be made to establish a structure for regular meetings with representatives from South Ayrshire Council to discuss these issues and this is included in our Action Plan. See Appendix 2.

2. Recruitment and Selection

The Board operates a policy to ensure that recruitment and selection is undertaken within a framework which is fair, consistent, avoids discriminatory practices and provides equal access to all jobs. The policy incorporates a recruitment charter and also includes a commitment that any disabled applicant who satisfies the minimum requirements will be invited for interview. Prior to interview an access to interview form is issued to all shortlisted candidates to ensure that adequate provisions can be made for them to attend.

In conjunction with this policy, provision has been made to monitor the racial, gender, disability and marital status of both successful and unsuccessful applicants. This information is not available to the interview panel.

3. Exercising our Functions

In examining the way in which it carries out its functions the Board has recognised that these functions are restricted in nature and heavily prescribed by Statute.

The principal functions of the Board in relation to Council Tax and Non Domestic Rates may, at one level, be said to be equality neutral as they are concerned with assessing property for the purpose of taxation. It is the property that requires to be assessed rather than the individual who may be occupying that particular property. Invariably the Board's staff will inspect and measure the premises and normally there will no need for any assistance from the occupier save for providing access. The Assessor is provided with statutory authority to enable him to gain access to each property for this purpose.

Similarly with regard to Electoral Registration, the legislation requires that each qualifying adult resident in the area must be registered to vote. The requirement applies to all qualifying individuals regardless of race, gender, disability, etc. The Electoral Registration Officer is subject to a specific legislative duty to take steps to ensure that all voters are included and the Electoral Commission measures the performance of each ERO in this area.

Notwithstanding the above the Board has identified the following as being the principal areas of concern to equality groups:

Equality of treatment is a fundamental right and the Assessor and ERO has taken steps to ensure that a culture of equality is embedded in the organisation. A top down approach has been adopted and equality is a standing item on the agenda for discussion at our monthly management meetings. An equality group has been established which meets to consider equality issues and how these can best be addressed in undertaking our statutory functions. Training has been provided to all staff to reinforce their understanding of equality issues and duties.

The Board has identified that further training may be required to deal with additional equality duties provided for by the Equality Act 2010. See Appendix 2.

An assessment has been made of the suitability of the Board's premises for access by disabled people. It has been recognised that the original part of the building, being a traditional Georgian town house with a series of steps at the entrance, presents problems for disabled users. The internal stairs and broken layout of the interior of this part of the building does not lend itself to use by disabled persons e.g. to wheelchair use.

The modern extension to the rear of the building is accessed from pavement level and its open plan layout does lend itself to use by disabled persons. Prominent signage at the front of the building directs wheelchair users to the rear of the building where a parking space has been reserved for disabled clients and an access door, reception area and toilet suitable for disabled use has been provided.

The Board creates a number of publications which are available in hard copy. Facilities are available, through South Ayrshire Council, whereby these publications can be made available in different languages, in Braille or on audio tape on request.

The Board also publishes information on its website. Following a recent review the website has been upgraded to include the facility to increase font size and also includes a speech enabled facility.

The Board has established, through our lead authority that, other than English, the next most common languages spoken in Ayrshire are Cantonese, Mandarin, Hindi, Urdu, Polish and Punjabi. The Board issues forms and notices in connection with Council Tax, Non Domestic Rates and Electoral Registration. The annual Electoral Registration Canvass Form and Revaluation and Valuation Notices now incorporate details in each of the above languages which advise recipients on how to proceed if further information on the content of the form is required.

Ayrshire Valuation Joint Board staff now have access to the translation facilities provided through “Language Line”. This is a telephone system, which can be accessed by staff who encounter members of the public whose first language is not English. All appropriate staff have received training in the use of language line.

The use of a sign language interpreter is also available through South Ayrshire Council and recently an electronic hearing loop has been provided within the main reception area. This facility enables electronic signals to be connected directly to the hearing aid of deaf or hard of hearing customers. This hearing loop is portable and may be taken to other locations within the office if required.

A review has been undertaken of the size and type of font in which letters and other correspondence are issued by the Board. In line with recommendations, wherever possible correspondence is provided in Arial font size 12 to the benefit of partially sighted clients.

The Board has in place provisions whereby our clients may complain about the organisation and a form is available for this purpose. The Board also issues customer feedback survey forms which request users of the service to comment upon aspects of the service they have received. Each of these forms now includes details of the gender, disability, racial and ethnic origin of the customer. Complaints and customer feedback are considered to determine whether they identify any equality issues that should be addressed.

In addition to the above the Board has identified that, notwithstanding the various initiatives already undertaken, there may be merit in reviewing best practice among our colleague EROs in relation to Electoral Registration. It is intended that colleague EROs be approached to identify steps which they take to engage with racial and disability groups to encourage them to register and this is included within our Action Plan. See Appendix 2.

Information Gathering & Monitoring

The Board has put in place procedures to gather information concerning equality issues which may arise in the conduct of its business. These include:

1 Flexible/Part Time Working, Maternity and Paternity Leave:

The Board monitors the incidence of staff taking up the opportunity for flexible/part time working, maternity and paternity leave. The Board also monitors the incidence of mothers returning to work after maternity leave.

2 Provision of Training:

The Board monitors the extent to which training is delivered to employees including, where training requests are submitted by employees, whether such requests are approved by management in order to identify any equality issues that may arise.

3 Employee Opinion Survey:

A survey of employee opinions is undertaken each year. This takes the form of a questionnaire which employees are invited to complete and return anonymously. In the course of this survey employees are able to express their experiences with regard to, among other things, discrimination and equality issues and their views upon the way in which these issues are dealt with by management. The results of the questionnaire are analysed and considered by management.

4 Employee Interviews:

In addition to the employee opinion survey a series of confidential employee interviews are conducted by the Assessor and Electoral Registration Officer. Approximately 20% of employees are interviewed and are drawn from all sections of the organisation. All employees are given the opportunity to express their experiences with regard to, among other things, discrimination and equality issues and their views upon the way in which these issues are dealt with by management. Whilst the confidentiality of individual interviews is preserved a report summarising, in general terms, the feedback is prepared by the Assessor and considered by management.

5 Equalities Monitoring:

The Board monitors the breakdown of employees by gender, race and disability both by grade and work group. It also monitors the gender, race and disability details of both internal and external applicants for employment/promotion and the incidence of staff leaving the employment of the Board. These details are included within the Board's Equality Monitoring Statement. See Appendix 4.

The Board monitors the use of language line and other translation services, the disabled access and the hearing loop.

1. Training

Training has recently been provided to all AVJB staff in “Respect at Work” this course highlighted the equality standards expected of staff in their treatment of both colleagues and the Board's clients and stakeholders.

It is intended that further training will be delivered to all staff once the new specific duties provided for by the Equality Act 2010 have been determined and this has been included in our Action Plan. See Appendix 2.

5.0 Impact Assessment

The Board adopts, wherever possible, the policies, practices and procedures of its lead authority, South Ayrshire Council. This includes, among others, policies concerning; Equalities, Recruitment and Selection, Respect at Work, Harassment and Bullying and Training and Development. The Board has also adopted South Ayrshire Council's procedures for Exit Interviews and Performance Review and Development.

The impact that the policies and procedures the Board has adopted from South Ayrshire Council have upon equality groups will be assessed by South Ayrshire Council. Any changes arising from such impact assessment will be reflected by updating the Board's policies, practices and procedures in line with those of South Ayrshire Council.

The Board's management team will review the impact on equality groups of the practices and procedures followed in the exercise of its statutory functions which do not directly follow those of South Ayrshire Council at regular management meetings. Where the impacts arising from these practices and procedures are considered to be of high relevance a full impact analysis will be carried out in accordance with South Ayrshire Council's guidance. A copy of South Ayrshire Council's Guidance for Impact Assessment is attached at Appendix 3.

6.0 The Action Plan

In order to achieve objectives set out above, the Board has created an Action Plan. This is attached as Appendix 2.

7.0 Publicity

This Scheme will be published and circulated to all employees of the Board. Copies will be available from the Assessor and Electoral Registration Officer at 9 Wellington Square, Ayr, KA7 1HL. The Scheme will also be placed on the Board's website at www.ayrshire-vjb.gov.uk and the Scottish Assessors' Association website at www.saa.gov.uk. Translation will be made available on request using the services of “Language Line” or other translation services.

8.0 Duration and Review

This Scheme is intended to cover the period October 2010 to September 2013 and will be subject to review at the end of that period. However, the Board may require to revisit the Scheme once the Scottish Government has determined the new specific duties to be undertaken by public authorities.