Transfer of Staff Posts from Infrastructure Department to Economic Development, Tourism, Sport and Culture Department for Playing Field Service

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A decision made on 5 December 2016:

Decision Reference: MD-T-2016-0106
Decision Summary Title:	Resource transfer from the Department for Infrastructure (DFI) to the Economic Development, Tourism, Sport & Culture Department (EDTS&C)		Date of Decision Summary:	30 November 2016
Decision Summary Author:	Finance Manager		Decision Summary: Public or Exempt?	Public
Type of Report: Oral or Written?	Written		Person Giving Oral Report:	N/A
Written Report Title:	FTE Transfer from DfI to EDTS&C department.		Date of Written Report:	30 November 2016
Written Report Author:	Finance Manager		Written Report : Public or Exempt?	Public
Subject: The transfer of one civil servant FTE, eight manual worker FTE and two apprentice FTE being the resource for the Playing Field Service from DfI to EDTS&C.
Decision(s): The Minister for Infrastructure requested the Minister for Treasury and Resources to approve the transfer of the Playing Field Service together with 11 FTE from DfI to EDTS&C
Reason(s) for Decision: Analysis and reviews of current business functions within the Parks & Gardens section of DfI were undertaken in order to deliver objectives set out in the Medium Term Financial Plan 2016-2019.The decision to transfer the Service FTE resource was the preferred option of this review making financial savings for both departments, retaining core specialist skills and placing those skills in the correct area of responsibility enabling the service to continue. 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 and Delegation 2.3 in which authority is delegated to the Treasurer of the States for agreeing non-contentious increases to States staffing levels.
Resource Implications: There is no financial transfer required as there has been a service level agreement in place between the two departments. The requested transfer is of one civil servant FTE, eight manual worker FTE and two apprentice FTE totalling eleven FTE and the associated headcount.
Action required: The Finance Director to request the approval of the Minister for Treasury and Resources to approve the transfer and request that the FTE posts be transferred to EDTS&C.
Signature:		Position: Minister for Infrastructure
Date Signed:		Date of Decision:

Transfer of Staff Posts from Infrastructure Department to Economic Development, Tourism, Sport and Culture Department for Playing Field Service

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DEPARTMENT FOR INFRASTRUCTURE

FTE TRANSFER FROM DEPARTMENT FOR INFRASTRUCTURE TO THE ECONOMIC

DEVELOPMENT, TOURISM, SPORT AND CULTURE DEPARTMENT

Purpose of Report

The transfer of one civil servant FTE, eight manual worker FTE and two apprentice FTE being the resource for the Playing Field Service from the Department for Infrastructure (DFI) to the Economic Development, Tourism, Sport & Culture Department (EDTS&C).

Background

At the time of commencing the Service Review, the Playing Fields Section had a team of twelve staff which was supported by five Tractor operators, one HIAB operator and one Line Marking Groundsperson. Historically two seasonal staff have been employed to support and cover peak workloads throughout the year. The team provide a broad range of playing surfaces throughout the year, at multiple sites island wide.

The Playing Fields Manager provides support and technical knowledge to the section and oversees all work undertaken in this area. He also works directly with the Sports Division at EDTS&C on policies, programme of works and the general day to day running and availability of facilities with the booking office.

Current Organisation Structure

In each business review carried out by the department, one objective is to investigate and consider options to outsource services which are provided by DfI, however, because of the specialist nature of the work carried out by this section and the high standards required to maintain the sporting facilities, at this point in time there aren’t any local companies who offer these services. Local golf clubs do have staff with similar skills, but they couldn’t do several other elements of the work required, so for that reason the option to fully outsource this service to the private sector has been excluded.

The review has highlighted that there are additional contracts which take place for areas outside the EDTS&C Playing Fields contract which will continue in the future, these are:

Jersey Rugby Club
British Show Jumping Association
Les Landes Racecourse

The justification for these packages of work to continue has been made on the grounds that the work involved maximizes the use of the specialist equipment and skills the section already has at their disposal and no other local contractors have the equipment to carry out this type of work.

Also by completing the work internally, this ensures the facilities are maintained to the high standards required to host events, which in turn enhances the islands reputational value as a great sporting venue, and boost sports tourism on island.

EDTS&C have confirmed that these contracts are to continue for all of the reasons above.

3. Outcome and Recommendation

As a result of this business review carried out in Playing Fields, there were three options recommending service redesign to deliver a financial saving to the States of Jersey and also ensure the service remains viable for the future.

Option 3 was the preferred option with a recommendation for the implementation of a new shift arrangement which will deliver resource saving as a result, offering the most effective solution going forward for EDTS&C, and in addition significant savings for the States of Jersey. The transfer of the remaining staff to EDTS&C also ensures the island retains the core specialist skills required to maintain excellent sporting facilities for the public to enjoy, and puts direct line management in the most appropriate department.

The result is a reduction in staff numbers from twelve to ten, with three of the ten posts currently vacant. This will now consist of two Chargehand Groundspersons, four Groundspersons, two Tractor Operators and two Apprentices to support the Playing Fields section.

No transfer of financial resource is required as the current Service Level Agreement between the departments means that EDTS&C already have the expenditure budget to cover the existing costs of the service.

Revised Organisation Chart

4. Reason for Decision

To seek Ministerial Approval for the transfer of the Playing Fields section to the EDTS&C department, together with the appropriate FTE and staff, in accordance with the outcome of the Service Review of this area and subsequent discussions with EDTS&C.

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 and Delegation 2.3 in which authority is delegated to the Treasurer of the States for agreeing non-contentious increases to States staffing levels

5. Resource Implications

The Department for Infrastructure FTE and headcount to decrease by eleven from 1st January 2017 and the EDTS&C Department to increase by the same eleven FTE and headcount. The EDTS&C department already has budget in place for this service (through the SLA) so there is no transfer of financial resource proposed.

6. Action Required

The Finance Director to request the approval of the Minister for Treasury and Resources to approve the transfer and request that the FTE posts be transferred to EDTS&C.

Written by:	Finance Manager
Approved by:	Director of Finance