Transfer of 4 Full-Time Equivalents (FTE) to Jersey Property Holdings

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A decision made 15 June 2015:

Decision Reference: MD-HSS-2015-0018

Decision Summary Title:

Request to transfer 4 FTEs from HSSD to T&R - JPH for maintenance of the HSS community properties

Date of Decision Summary:

26 May 2015

Decision Summary Author:

Assistant Director of Finance

Decision Summary:

Public or Exempt?

(State clauses from Code of Practice booklet)

Public

Type of Report:

Oral or Written?

Written

Person Giving

Oral Report:

Written Report

Title :

Request to transfer 4 FTEs from HSSD to T&R - JPH for maintenance of the HSSD community properties.

Date of Written Report:

21 May 2015

Written Report Author:

Assistant Director of Finance

Written Report :

Public or Exempt?

(State clauses from Code of Practice booklet)

Public

Subject:

To approve the transfer of 4 Full Time Equivalents (FTE) from the Health and Social Services Department (HSS) to the Treasury and Resources Department (T&R)( Jersey Property Holdings (JPH)) to deliver maintenance, repairs and other works on properties used by HSS Community and Social Services.

Officer recommendation:

The Minister is recommended to request the Treasurer of the States to approve the transfer of 4 FTE from H&SS to T&R (JPH) to deliver maintenance, repairs and other works on properties used by HSS Community and Social Services.

Decision(s):

The Minister agreed the transfer of 4 FTE posts from HSS to JPH for use in the JPH FM team to deliver maintenance, repairs and other works on properties used by HSS Community and Social Services. The Minister requested that the Treasurer of the States approve the transfer under his delegated authority.

Reason(s) for Decision:

To comply with P67/ 1999, which charges the Minister for Treasury and Resources to regulate the number of persons that may be employed by the States. Delegation 2.3 delegates authority to the Treasurer of the States for agreeing non-contentious increases to States manpower.

Responsibility for the upkeep of HSS community properties was transferred to T&R (JPH) in 2014 along with the existing budget of £300,000. The approval of the transfer of vacant FTEs completes the transfer to enable JPH to deliver the service.

Resource Implications:

This decision will increase the Treasury and Resources - JPH FTE budget from 53 to 57. This decision does not change the total financial amount approved by the States of Jersey in the 2015 budget. The additional staff costs for these will be met from the existing JPH revenue budget. This will increase JPH’s existing FTE count from the current of 53 to 57 and reduce H&SSD FTE by four. This does not change the total FTE budget allocation for the States of Jersey.

Action required:

Assistant Director of Finance HSS to submit signed copy to the Head of Decision Support, Treasury and Resources, who will process the related Treasurer’s decision.

Signature:

Position:

Minister for Health and Social Services

Date Signed:

Date of Decision:

Transfer of 4 Full-Time Equivalents (FTE) to Jersey Property Holdings

Health and Social Services

Ministerial Decision Report

Transfer of 4 FTE from H&SS to JPH for use on delivering maintenance in HSS community properties

Purpose

To enable the Treasurer of the States to approve the transfer of 4 Full Time Equivalent (FTE) from Health and Social Services Department (HSS) to Treasury and Resources (T&R) (Jersey Property Holdings (JPH)) to deliver maintenance, repairs and other works on community properties used by HSS.

Background to this Decision

MD-HSS-2014-0031 agreed the transfer of responsibility for the maintenance of an agreed list of buildings from HSS to JPH with effect from August 2014. It transferred a recurring revenue budget of £300,000 being the average annual expenditure on maintenance, repairs and alterations to these buildings over the previous 3 years but did not transfer FTEs.

Subsequent to this agreed transfer, JPH undertook an assessment review and produced a Business Case that demonstrated that the existing JPH Maintenance Facilities Management team are not be able to absorb the workload to manage the transferred HSS properties (60+) within the existing team of 3 FTE Maintenance Officers. The existing team manages a property portfolio of approximately 150+ properties plus the reactive workload that comes with these properties and cannot accommodate an additional 60+ properties.

These 4 FTE are currently vacant within H&SS. The transfer of these FTE will enable a specific delivery team to be set up to undertake the maintenance works on the recently transferred H&SS community properties to JPH. These 4 FTE will be funded from JPH’s existing revenue budget, including the £300,000 transferred from HSS. No further funding is required either from T&R or from HSS.

There is a potential mechanism for some of the properties being transferred (JC and HE Le Seelleur and E Bailhache Trust properties, 16 number in total) to recharge staff costs when undertaking works on these properties as the budgets are outside of the SoJ revenue budget and held by a Trust organisation.

Recommendation

The Minister for Health and Social Services is recommended to request the Treasurer of the States approve the transfer of 4 FTE from H&SS to T&R JPH to undertake maintenance, repairs and other works in the HSS community properties.

Reason for Decision

To comply with P67/1999, which charges the Minister for Treasury and Resources to regulate the number of persons that may be employed by the States. Delegation 2.3 delegates authority to the Treasurer of the States for agreeing non-contentious increases to States manpower.

The H&SS community properties were recently transferred to JPH and associated maintenance work. The present JPH maintenance facilities management team do not have the spare capacity to accommodate the increase in workload. These 4 FTE are currently vacant within H&SS and will be used to set up a specific team to undertake the maintenance works on these properties.

Resource Implications

This decision will increase the T&R (JPH) approved FTE total from 53 to 57 and will reduce the approved FTE in HSS by an identical amount. The additional staff costs for these FTE will be met from the existing JPH revenue budget. This decision does not change the total amount of expenditure approved by the States for the period of the current Medium Term Financial Plan 2013-2015. In addition this decision does not change the total approved FTE for the States of Jersey.

Report author : Finance Manager – JPH/Assistant Director of Finance HSS	Document date : 21 May 2015
Quality Assurance / Review : Head of Decision Support	File name and path: L:\Finance\Ministerial Decisions\2015\JPH FTE\WR - Transfer of 4 FTE from HSS to JPH T&R.docx