Circular BPA/328/18

Meeting of the BPA HR & Employment Network

BPA offices – 1st floor, 30 Park Street, London, SE1 9EQ

30 November 2018

Minutes

Present

Nicky Goldsborough (Chair) Shoreham Port Stuart Balmer-Howieson Port of Blyth Warren Rogers Harwich Haven Authority Ruth Cadman Harwich Haven Authority Gemma Gray City Council Lorrie Green Portland International Port Liz Pawadyira Associated British Ports Judith Polden Port of Patricia Toolan Sara Walsh British Ports Association Emma Williams Port of Dover Amanda Willis Peel Ports Deanne Wink Port of Cromarty Firth Glenn Witham

In attendance

Peter de Norville Pinsent Masons (item 2 only) Nic Hart Steptoe (item 2 only) Richard Steele Port Skills and Safety (item 4, absence data only)

British Ports Association – Speaking for UK Ports a: 30 Park Street, London, SE1 9EQ t: +44 (0)20 7260 1780 e: [email protected] w: www.britishports.org.uk 1 STANDING ITEMS

The Chair welcomed the Group and apologies were noted from the following people:

Sinclair Browne Port of Inverness Nicola Barlow Stena Line Ports John Clark Joanne Clowes Stena Line Ports Sharon Davis Warrenpoint Harbour Brian McGrath Foyle Port Mark Simmonds British Ports Association Jane Spencer Associated British Ports Vidette Swales Port of Milford haven Arlene Thompson Foyle Port Louise Tinkler Port of Tyne Owen Vasey Ministry of Defence Steve Wisdom

Liz noted that Jane Spencer had been mistakenly left off the attendee list in the last meeting minutes. Besides this change, attendees agreed the minutes were correct and Sara said she would update the attendee list.

2 PRESENTATIONS AND SPEAKERS

Unlocking unconscious bias Contact: Peter de Norville, Diversity & Inclusion Business Executive, Pinsent Masons [email protected]

Peter firstly gave an overview of diversity and inclusion, and noted that diversity doesn’t always lead to inclusion. He advised organisations to look at both of these from a moral, legal and business point of view. He also discussed unconscious bias with the Group and noted how people can often be naturally hard wired to group and categorise people, especially during the recruitment and interview process. He suggested attendees try the implicit bias testing questionnaire which was developed by Harvard University, to view please click here. Lastly, Peter outlined the benefits of being an ‘inclusive leader’, in comparison to a ‘traditional leader’, and explained why leaders should be open to being challenged and comfortable enough to allow others to teach them things.

For more details please refer to the presentation slides which can be downloaded by clicking here.

Employment law hot topics Contact: Nic Hart, Partner – Steptoe [email protected]

British Ports Association – Speaking for UK Ports a: 30 Park Street, London, SE1 9EQ t: +44 (0)20 7260 1780 e: [email protected] w: www.britishports.org.uk Nic firstly gave his thoughts on the rise in automation including artificial intelligence and robotics. He noted that in coming years this would very much change the way we live and work, which would provide employers with various challenges.

Secondly, Nic provided attendees with some information about social media misconduct, which could include disclosing confidential information, making defamatory comments, excessive use during work hours and inappropriate use by staff during the recruitment process. Nic provided various options of how employers may wish to manage this and recommended attendees implement a social media policy if they haven’t already, in addition to an IT/email/communications policy. He noted that a significant amount of case law has developed in relation to employees using social media outside of work and gave a couple examples of dismissals that were found to be fair or unfair by the Employment Tribunal.

Lastly, Nic gave an overview of Section 145B TULRCA 1992 which deals with how employers can impose a pay rise or change terms and conditions in a deadlock scenario with a union. Nic said this is a fast developing area of employment law and gave details on the two cases which have been reported on this matter, both cases are in the Court of Appeal and are awaiting a final verdict.

For more details please refer to the presentation slides which can be downloaded by clicking here.

3 GROUP MATTERS

2019 BPA benchmarking survey Nicky confirmed that the BPA would once again be conducting another salary benchmarking survey in 2019. It will be the same format as this year (an online Survey Monkey form) but with a few minor amendments. Sara prepared the below timeline as a guide for members.

Date Action Late January Survey form sent to members 3 May Ports to complete survey by w/c 10 June Benchmarking survey results to respondents 21 June HR & Employment Network meeting

4 DISCUSSION ITEMS

Absence data Warren gave an overview of how Harwich Haven Authority calculate absence rates (click here to view) and advised that their board are particularly interested in looking at how they compare to other ports. Warren noted that at present there is no port industry data available for absence and asked the Group whether they might be interested in sharing their data which was briefly discussed at the last meeting.

Richard Steele gave a brief overview of the data available for health related absence (click here to view) and the port industry health and safety achievements

British Ports Association – Speaking for UK Ports a: 30 Park Street, London, SE1 9EQ t: +44 (0)20 7260 1780 e: [email protected] w: www.britishports.org.uk for 2017/18 (click here to view). He also explained what information ports who are members of PSS have the option of submitting each month which are then used to produce a monthly average for lost time injury (click here to view). Richard noted that PSS are particularly keen to do more on health related issues and he has been working with members of the UK Major Ports Group to produce an average time lost due to absence at their ports. He gave an overview of the data that had been received from them and said he would very much welcome working with the Group to look at this further.

Sara said she would be happy to collate monthly data from ports, which would be kept confidential, and report on the averages each quarter to those ports who supplied data. The Group said they were happy with this proposal and it was agreed that Warren would take the lead in developing a short form which would be sent to members for comments, with the aim of having it ready for January 2019. The form will allow members to submit data for their port as a whole, as well as for operational and non-operational roles. It is hoped the form will also allow ports to supply data for particular roles such as pilots, VTS and engineering.

Pay awards 2019 There was a brief discussion on pay awards for 2019.

Women in Maritime Taskforce Sara and Nicky gave a brief overview of the Women in Maritime Taskforce initiative, noting that three launch events had taken place in September and it is hoped that similar events will take place in Northern Ireland and Scotland in the first half of 2019. Sara noted that good progress was being made on developing the Charter and the four toolkits, which would help organisations within the maritime sector attract more young people, attract more women, retain talent and increase diversity in leadership. For more information please click here.

Sara invited attendees along to the next Women in Maritime Taskforce meeting, which is taking place in London on the afternoon of 17 December. After this meeting in December, Sara said she will send a further update to the Group. Nicky advised that Shoreham Port were one of four organisations participating in the charter pilot scheme and work is underway on their action plan.

Employee Assistance Programmes There was a brief discussion on what employee assistance programmes attendees use at their port.

Why shipping matters – an introduction for schools Nicky said she would be speaking with local primary schools next year to discuss how they might be able to incorporate activities and information about ports and shipping into their curriculum. Nicky said the Institute of Chartered Shipbrokers have just launched an excellent programme titled ‘Why Shipping Matters’ which consists of six interactive lessons for primary school children that talk about the maritime sector quite broadly and how it is present in everyday life, rather than specifically promoting careers. She is working with the Institute to develop a programme which is based on Shoreham and Sussex’s maritime history, rather

British Ports Association – Speaking for UK Ports a: 30 Park Street, London, SE1 9EQ t: +44 (0)20 7260 1780 e: [email protected] w: www.britishports.org.uk than London, which will be rolled out to schools in Sussex in 2019. If members would like to know more information please contact Sara or Nicky.

General Data Protection Regulation – lessons learnt There was a brief discussion about how members have been working to ensure their organisation is GDPR compliant, which includes providing appropriate training for staff. Attendees noted there were various training courses available which included Knowledge Academy (a four day course with two exams), Essential Skillz (a 60 minute online course) and Engage in Learning (a two part online course totalling 60 minutes which provides staff with a certificate of competence).

5 ANY OTHER BUSINESS

Suggestions for speakers and other agenda items for the next meeting were welcomed and should be sent to Nicky and Sara.

6 NEXT MEETING

The next meeting will be Friday 21 June 2019 in London, 11am – 3pm at ABP’s offices (25 Bedford Street, WC2E 9ES).

British Ports Association – Speaking for UK Ports a: 30 Park Street, London, SE1 9EQ t: +44 (0)20 7260 1780 e: [email protected] w: www.britishports.org.uk