Resources Select Committee Minutes 03-02-05

51. MINUTES

THAT the minutes of the meeting held on 6 December 2004 be agreed, subject to the inclusion of values for Property Transaction in future.

52. DECLARATIONS OF INTEREST

There were no declarations at this stage.

53. FORWARD PLAN

The Select Committee was advised of the items contained in the Forward Plan for February to May 2005 relating to areas coming within its remit.

It was noted St Mary’s Road Car Park in Cowes appeared to have been moved from the remit of the Resources Select Committee to the Environment and Transport Select Committee, although the Portfolio Holder for Resources believed that land disposal was a part of his portfolio. The Chairman read out a letter received from Councillor Joyce requesting that the item be brought to the Resources Select Committee. As the development of the car park was a cross-cutting issue it was suggested that a joint meeting with the Environment and Transport Select Committee should be held. This could be raised at that Select Committee which was being held the following day.

Members asked if the outcome of the Print Unit Consultation was to be considered by the Select Committee before being presented to the Executive. The Portfolio Holder for Resources agreed to bring a report back to the Select Committee before it went to the Executive. He also promised to send a copy of the consultation document to all members of the Resources Select Committee.

ACTION TO BE TAKEN BY HEAD OF SELECT COMMITTEE AND REVIEW TEAM :

Subject to the views of the Environment and Transport Select Committee a joint meeting on St Mary’s Road Car Park, Cowes be held.

54. MEMBERS’ ICT SURVEY

The Select Committee were advised that a survey on Members ICT had been undertaken. 48 forms had been issued of which 15 were returned and three main themes had come out of the survey. The provision of a laptop and a printer did not achieve the aim of efficient ICT provision, training provision should be tailored to each members needs and experience and remote connection was deemed to be slow, unreliable and placed a financial burden on members.

Members asked if there was any possibility of purchasing their laptops after the elections which were due to be held in May 2005. A letter had been previously been sent to members advising them they would be unable to do so as there was a Council policy on the re-use and disposal of IT equipment. Some members believed that it was unethical to have the opportunity to purchase the laptops as members of the public were not given the same chance. The Portfolio Holder for Resources indicated that information stored on members laptops could easily be downloaded onto their own PC’s.

There was some discussion as to the inability of members to access their e-mail systems at weekends. After phoning the IT help-line and leaving a message it was sometimes found that the system was unavailable because of works being undertaken to it over the weekend. There was a suggestion that a message to that effect should be left on the help-line answer phone.

It was noted that there was only £20,000 in the budget for members ICT and there was some question as to whether that was all that had been left over from a bigger budget or was the sum total for 2005/06. It was understood the £20,000 was the underspend from members allowances that was being carried over but would have to be clarified.

It was highlighted that the Council could no longer purchase replacement batteries for the laptops as they were no longer made. Members asked if a contract that updated IT equipment annually was possible, not only for councillors but also for staff.

ACTION TO BE TAKEN BY THE HEAD OF ORGANISATIONAL DEVELOPMENT :

That a plan be drawn up whereby members are able to choose from a range of ICT options which best suit the way they choose to work, to include :

(i) The option to use a home based PC in place of a laptop, possibly connecting to a hand-held device to improve portability.

(ii) The option to integrate PC with mobile telephony equipment in order to increase mobile and remote working options.

(iii) The option to continue using an IWC provided laptop and printer.

(iv) The option to be able to opt-out of using ICT for those members who have no desire to use electronic communication, whilst recognising that this places additional burden on the Member Support Team.

(v) A report on the retention of laptops the relevant policies and clarification on the available budget be brought to the 7 April 2005 Resources Select Committee.

55. GREAT ACCESS TO GREAT SERVICES (GAGS) ACCOUNTABILITY

(Mr S Milford, the Principal Review Officer asked the Select Committee to note as his position as both the author of the report and the Union member on the GAGS Programme Board).

The Select Committee raised certain issues around accountability of the GAGS Programme. Constitutionally the Programme Board could not make decisions as it was a body comprising of Executive and Scrutiny Members and Officers and this had at times, made it difficult to manage the project. It had been successful in providing some solutions but new problems had been encountered as work progressed thereby affecting the programming of certain elements. There was a need for a Business Case to be developed as GAGS had never had a fully funded budget. A very ambitious timetable had originally been set which was not capable of being kept and the new timetable for completion was unclear.

The process should include risk assessment for each major stage and show the consequences of cutting short any developments. This would give a series of deliverable financial projects on which to build.

The Chairman of the GAGS Programme Board advised that he had not originally fully understood the implications and had underestimated the level of problems that had arisen. He believed however that much had been achieved and that foundations were now in place to help drive it successfully forward.

The Select Committee indicated if the Project Board consisted of Directors and Officers only there was still a need for member involvement. The Programme Board was mainly made up of Executive Members and although the Resources Select Committee members had not been fully involved they believed members from other Select Committees could be involved. On the operational side there was some concern with regard to ensuring the call centre at County Hall was kept appropriately manned at all times.

One of the main barriers to implementing GAGS smoothly and across the Council was that staff and managers needed to be convinced of the improvements to service delivery that could be achieved. This was largely due to the need to improve communications and this was now being addressed through a series of road show workshops. Ownership of GAGS could also be achieved by mainstreaming it into Service Plans and PPR’s.

ACTION TO BE TAKEN BY THE EXECUTIVE :

That it considers the GAGS accountability paper and advises the Resources Select Committee, by its 7 April 2005 meeting, as to what action it intends to take to ensure there is clear and full accountability for GAGS.

ACTION TO BE TAKEN BY THE PORTFOLIO HOLDER FOR RESOURCES :

(i) The Customer Services Performance Indicators within the Quarterly Performance Management Report be reviewed.

(ii) To report back to the Select Committee what specific budgets had been set and what these could achieve in delivering GAGS.

ACTION TO BE TAKEN BY THE HEAD SELECT COMMITTEE AND REVIEW TEAM :

A review of progress be included within the Select Committee Workplan, post 2005 elections.

56. SERVICE LEVEL AGREEMENTS

(Mrs B Lawson declared an interest as the Council representative on the Citizens Advice Bureau and left the meeting).

The Select Committee were advised that Service Level Agreements (SLA) and contracts were dispersed throughout the Council and no one department held responsibility. A wide ranging review of current arrangements for the management and monitoring of SLA’s and contracts was recommended, to be preceded by a scoping exercise to determine the range of the review. The review to be undertaken by Review Team.

Members were given an update on the three SLA’s managed by the Policy and Communications Unit which included an outline on the services that are supplied under these arrangements. These related to the Citizens Advice Bureau, Rural Community Council and Relate Solent.

ACTION TO BE TAKEN BY THE SELECT COMMITTEE AND REVIEW TEAM :

That a Task Group to include Mr M J Cunningham, Mrs M J Lloyd and Mr R R Barry be set up to scope the range of a review and this be brought back to the Resources Select Committees April 2005 meeting.

57. MEMBERS’ QUESTION TIME

Mrs M J Miller submitted a written question in relation to the office moves of Engineering Services, Consumer Protection and the Fire Service (MQ 05/05)

A copy of the written question and reply can be seen in the Members Question Register.

CHAIRMAN