MINUTES OF A MEETING OF THE RESOURCES SELECT COMMITTEE HELD AT COUNTY HALL, NEWPORT, ISLE OF WIGHT ON MONDAY, 15 SEPTEMBER 2003 COMMENCING AT 9.35 AM
Present :
Mrs M J Lloyd, (Chairman), Mr M J Cunningham, Mrs D Gardiner (deputising for Mr K Pearson), Mr P D Joyce, Mrs B Lawson, Mr A J Mellor (deputising for Mr R A Sutton), Mr R C Richards (deputising for Mrs M J Miller), Mr D T Yates
Apologies :
Mr J F Howe, Mrs M J Miller, Mr V J Morey, Mr K Pearson, Mr G P Price, Mr R A Sutton
Portfolio Holder :
Mr R R Barry, Mr P G Harris
Also Present (Non Voting) :
Mr A C Bartlett
29. MINUTES
RESOLVED :
THAT the Minutes of the meeting held on 21 August 2003 be confirmed.
30. DECLARATIONS OF INTEREST
Mrs D Gardiner declared a personal interest in all items because of her job.
Mrs B Lawson declared a personal interest in all items as a member of the GAGS Programme Board.
31. CORPORATE CALL CENTRE PREMISES
The Select Committee were advised on the proposal to use the top floor of Enterprise House as the Corporate Call Centre. There would be a need to install telephone switch call handling software. Members were given an explanation of the difference between lease and installed data lines. There was some discussion over whether Enterprise House would have sufficient capacity and the likely cost when the rent was reviewed in 2006. It was noted that the anticipated cost for the call centre was £1½ million over the next five years. After taking into account existing funding an additional £814,000 would need to be provided over a five year period.
Members asked how partnering would work of if a Customer Management System was implemented and were advised that the Council would be able to transfer any relevant parts to a joint venture company with contracts being transferred into supply arrangements. There was some concern over the lack of consultation with staff and the number of staff employed.
The Select Committee asked why electronic voting would be one of the three areas that would not be addressed through GAGS. The Portfolio Holder advised members that electronic voting should be in place by 2005 as part of e-government.
RESOLVED TO RECOMMEND TO EXECUTIVE :
(i) THAT the Executive support the use of Enterprise House as the location for a corporate contact centre.
(ii) THAT the Head of Organisational Development, in consultation with the Deputy Leader and the GAGS Strategic Programme Board be given specific delegation to deliver the contact centre and to ensure that all aspects of Best Value are fully addressed.
(iii) THAT the Executive receives a separate report in the near future on the use of the lower floor of Enterprise House.
(iv) THAT preliminary investigations be undertaken of the potential benefits, cost savings and reallocation of resources to the Council of engaging with a strategic partner and that a report be taken back to the Executive before the end of 2003.
32. LAND AND PROPERTY GAZETTEER PROJECT
The Head of Organisational Development advised the Select Committee that the Gazetteer project should be progressed as one of the key enablers of the Councils e-government strategy. The cost would be £396,000 over the next five years and would incorporate both street and land and property gazetteers.
Members discussed the implications this could have on the funding of the Councils land registry section, as it was believed that local search companies could be established thereby affecting the Council’s ability to attract income.
RESOLVED TO RECOMMEND TO EXECUTIVE :
(i) THAT the Head of Organisational Development, in consultation with the Portfolio Holder for Resources be given a specific delegation to purchase, implement and operate an accredited Gazetteer System.
(ii) THAT the costs of the project be met from budgets made available to the Head of Organisational Development for the purpose of implementing an accredited Gazetteer as part of the overall GAGS programme.
33. TERMS OF REFERENCE - GAGS PROGRAMME BOARD
Consideration was given to the draft report to be submitted to the Executive on 24 September 2003 relating to amending the terms of reference and associated decision making process in connection with the GAGS Programme Board. The original terms of reference had been agreed by Council at its meeting on 19 February 2003. There was an need to review these in the light of a number of practical issues highlighted in recent months.
Members discussed the involvement of a trade union representative on the Programme Board. It was noted that such a representative could be part of one of the Task Groups to be established under the Board. The Select Committee believed however that there would be benefits arising from the involvement of a trade union representative on the Board.
The Select Committee considered the proposed delegations forming part of the decision making process for the GAGS project. Members were unable to come to a consensus on these. Any decisions taken, whether by the Executive, Portfolio Holder or Head of Service would still be subject to the call in process.
The Select Committee indicated that it would continue to include items related to the GAGS Project in its future workplan.
RESOLVED TO RECOMMEND TO EXECUTIVE :
(i) THAT the Executive be recommended to include a trade union representative on the GAGS Programme Board and the terms of reference be endorsed.
(ii) THAT no specific comment be made on the delegations proposed in the report.
(iii) THAT the Select Committee will continue to include elements of GAGS in its workplan.
CHAIRMAN