Agenda, decisions and minutes

The Leader of Council made a short address to remind everyone present that the meeting would be broadcast live to the internet, and would be capable of repeated viewing, which could infringe their human and data protection rights.

In the absence of the Vice-Chairman, who had tended her apologies for the meeting, the Leader of Council requested nominations for the role of Vice-Chairman.

Resolved:

(1)        That Councillor J Philip be elected Vice-Chairman for the duration of the meeting.

(Director of Governance) To declare interests in any item on this agenda.

There were no declarations of interest pursuant to the Council’s Member Code of Conduct made by any member present at the meeting.

(Director of Governance) To confirm the minutes of the last meeting of the Cabinet held on 12 October 2017 (previously circulated).

(1)        That the minutes of the meeting of the Cabinet, held on 12 October 2017, be taken as read and signed by the Leader as a correct record.

Decision:

(1)        That the minutes of the meeting of the Cabinet, held on 12 October 2017, be taken as read and signed by the Leader as a correct record.

To receive oral reports from Portfolio Holders on current issues concerning their Portfolios, which were not covered elsewhere on the agenda.

Asset Management & Economic Development

The Portfolio Holder reported that contracts had been exchanged for the sale of Lindsay House in Epping in the sum of £835,000.

(Director of Governance) To receive any questions submitted by members of the public and any requests to address the Cabinet.

(a)        Public Questions

To answer questions asked by members of the public after notice in accordance with the provisions contained within Part 4 of the Constitution (Council Rules, rule Q3 refers) on any matter in relation to which the Cabinet has powers or duties or which affects the District.

(b)       Requests to Address the Cabinet

Any member of the public or a representative of another organisation may address the Cabinet on any agenda item (except those dealt with in private session as exempt or confidential business) due to be considered at the meeting, in accordance with the provisions contained within Article 7 of the Constitution (The Executive, paragraphs 27 & 28 refers).

The Cabinet noted that no public questions or requests to address the Cabinet had been received for consideration at the meeting.

(a)        To consider any matters of concern to the Cabinet arising from the Council’s Overview and Scrutiny function; and

(b)        To consider any matters that the Cabinet would like the Overview and Scrutiny Committee to examine as part of its work programme.

The Deputy Chief Executive reported that the following items of business had been considered at its meeting held on 31 October 2017:

(a)        a presentation from, and questions for, the Chief Executive Officer and Medical Director from Barts NHS Trust;

(b)        the final report from the Transformation Task & Finish Panel;

(c)        a review of the Overview & Scrutiny Work Programme and agreement to the proposed changes to the memberships of the Select Committees;

(d)        agreement of the scope for further scrutiny of Transport for London at the next scheduled meeting of the Overview & Scrutiny Committee; and

(e)        a review of the progress made during the first quarter of 2017/18 by the Corporate Plan Key Action Plan.

The Council’s Key Decision List and the Cabinet’s agenda was reviewed but there were no specific issues identified.

(Leader of Council) To consider the attached report (C-024-2017/18).

(1)        That the progress of the Projects and Programmes within the Transformation Programme for September 2017 be noted, alongside the planned actions for October 2017.

The Leader of Council presented a report outlining the progress made by the Transformation Programme during September 2017, and the planned actions for October 2017.

The Leader reminded the Cabinet that regular highlight reports on the progress of the Transformation Programme were presented to each meeting of the Cabinet. This was the monitoring report for September 2017 and covered progress for all chartered projects of Medium and High Risk Potential, as well as key aspects of the Transformation Programme.

The Cabinet noted that, overall, progress indicators for ‘cost’ and ‘benefits’ were Green for this period. The status indicator for ‘time’ was reported as Amber to highlight that 1 action (from a total of 98) was overdue when compared with the planned timelines. Project and Programme Managers had actions in place to deal with any potential negative effects and progress would be kept under review, but it was anticipated that the status of the majority of these items would return to Green in the next report.

The Leader added that the establishment of a Portfolio Holder Advisory Group was being considered to continue the work of the Transformation Task & Finish Scrutiny Panel, following the presentation of the Panel’s final report to the Overview & Scrutiny Committee. The Director of Neighbourhoods also informed the Cabinet that the planned report on the Estates Service Review would now go to a future meeting of the Cabinet, following further market assessments of salaries.

Decision:

(1)        That the progress of the Projects and Programmes within the Transformation Programme for September 2017 be noted, alongside the planned actions for October 2017.

Reasons for Decision:

To inform the Cabinet of the progress with the Transformation Programme, including workstreams, programmes and projects.

Other Options Considered and Rejected:

No other options were available, as failure to monitor and review progress of the Transformation Programme and to consider corrective action where necessary, could have negative implications for the Council’s reputation and might mean that opportunities for improvement were lost.

(Technology & Support Services Portfolio Holder) To consider the attached report (C-025-2017/18).

(Technology & Support Services Portfolio Holder) To consider the attached background paper alongside the main report (C-025-2017/18).

(1)       That the Technology Strategy 2018-23 be formally adopted to replace the current ICT Strategy with immediate effect;

(2)        That the projects (excluding server hosting) scheduled for the 2018/19 financial year be noted;

(3)        That growth bids be made in the sum of £635,150 for the Capital Programme, in the sum of £90,000 for the District Development Fund (DDF) and in the sum of £361,188 for the Continuing Services Budget (CSB), broken down as follows:

            (a)        for Technology projects to enable accommodation change:

                        (i)         £132,800 from the Capital Programme;

                        (ii)        £10,000 from the District Development Fund; and

                        (iii)       £45,100 from the Continuing Services Budget;

            (b)        for Technology projects to enable Flexible and Mobile Working:

                        (i)         £390,000 from the Capital Programme;

                        (ii)        £70,000 from the District Development Fund; and

                        (iii)       £178,720 from the Continuing Services Budget; and

            (c)        for Technology projects to improve the Customer experience and     internal processes:

                        (i)         £112,350 from the Capital Programme;

                        (ii)        £10,000 from the District Development Fund; and

                        (iii)       £137,368 from the Continuing Services Budget;

(4)        That, as part of the server hosting project, a District Development Fund growth bid be made in the sum of £20,000 to implement the reactivation of Computer Suite 1 (CS1) as an interim measure, and the longer-term investigation of hosting options;

(5)        That the future proposed projects be noted, along with the need for Capital budget provision to be made at the relevant point in the Programme’s funding bid cycle to ensure continued delivery of benefits;

(6)        That a Higher Level Apprentice position be agreed to provide the role of a Project Delivery Support Officer, at a total salary cost of £95,500 from the District Development Fund over the five years of the Strategy; and

(7)        That the Portfolio Holder for Technology & Support Services be authorised, in consultation with the Director of Resources, to agree any further changes to the Technology Strategy for 2017/18 and 2018/19.

The Portfolio Holder for Technology & Support Services presented a report on the Technology Strategy and associated funding for the period 2018 to 2023.

The Portfolio Holder stated that technology was intrinsic to every part of the Council’s operations. This Strategy was therefore essential for delivering transformational change, to ensure effective planning for both infrastructure and resources, and supporting the delivery of the Council’s new Corporate Plan. This Strategy was classed as one of the three key components for delivery of the Corporate Plan along with the Accommodation and People Strategies.

The Portfolio Holder explained that the transformational change in infrastructure provision would see an increase in Revenue funding requirements as the essential move to Office 365 and out-hosted email servers (for example) would require growth bids for funding from the Continuing Services Budget; however, this would reduce the need for frequent large-scale capital requests for refreshing the Council’s servers. This would make budgeting for technology more predictable, and make external partners responsible for the risks and costs associated with core hardware failure and upgrades.

The Portfolio Holder reminded the Cabinet that all proposed Capital funded Technology/ICT projects were considered on an annual basis and funding made available when appropriate. Estimated project costs for the financial year 2018/19 were detailed in the report, although it should be noted that some items in this Strategy would require further capital funding in subsequent years and this would be sought as required.

The Portfolio Holder reported that the Technology Strategy for the period 2018 to 2023 had been approved internally by the Leadership Team and Management Board, and had subsequently been presented to the Resources Select Committee on 17 October 2017.

The Portfolio Holder added that it was highly likely that more than one person would fulfil the role of the Higher Level Apprentice post over the five years of the Strategy. Some minor typographical errors in the report were highlighted and the correct Capital cost figures given to the Cabinet, although it was noted that the figures in the recommendations were correct. Finally, an independent review of the Strategy from the Society of Information Technology Management (SOCITM) had been received by the Council that morning, and the summary along with the recommendations would be published in the Council Bulletin for all Members to read.

Cllr Philip highlighted that, in paragraph 22 of the report, a capital budget of £20,000 was stated as being required to deliver projects which related to the server hosting project, but no detail was given. Cllr Philip also suggested that if the Council was hosting any webinars that recording of the session should be permitted for other Members to view later. The Assistant Director of Resources (ICT & Facilities) apologised for the confusion as the figure of £20,000 of proposed capital expenditure was an example and not a specific budget being requested. The Portfolio Holder concluded that the aims of the Strategy would be continually measured and reported to the Transformation Programme Board for monitoring.

Decision:

(1)       That the  ...  view the full minutes text for item 72.

(Leader of Council) To consider the attached report (C-026-2017/18).

(1)        That, as part of the Council’s Corporate Plan for the period 2015/16 - 2019/20, the progress with the achievement of the Council’s Key Action Plan for 2017/18 at the end of Quarter 1 be noted.

The Leader of Council introduced a report on the progress with the achievement of the Council’s Key Action Plan during the first quarter of 2017/18.

The Leader stated that the Corporate Plan was the Council’s key strategic planning document, setting out its priorities over the five-year period from 2015/16 to 2019/20. The priorities or Corporate Aims were supported by Key Objectives, which provided a clear statement of the Council’s overall intentions for these five years. The Key Objectives were delivered by an annual Action Plan, with each year building upon the progress against the achievement of the Key Objectives for previous years. The annual Action Plans contained a range of actions designed to achieve specific outcomes and were working documents, therefore subject to change and development to ensure the actions remained relevant and appropriate, and to identify opportunities to secure further progress or improvement.

The Leader reported that at the end of the first quarter: 46 actions (92%) had been achieved or were on target; three actions (6%) were behind schedule; and one action (2%) was pending. The Key Action Plan for 2017/18 had been adopted by the Council at its meeting on 27 September 2016, and progress in relation to individual actions was reviewedby the Cabinet, and the Overview and Scrutiny Committee, on a quarterly and outturn basis.

Decision:

(1)        That, as part of the Council’s Corporate Plan for the period 2015/16 - 2019/20, the progress with the achievement of the Council’s Key Action Plan for 2017/18 at the end of Quarter 1 be noted.

Reasons for Decision:

It was important that relevant performance management processes were in place to review progress against the key objectives, to ensure their continued achievability and relevance, and to identify proposals for appropriate corrective action in areas of slippage or under-performance.

Other Options Considered and Rejected:

No other options were appropriate in this respect. Failure to monitor and review performance against the key objectives,and to consider corrective action where necessary, could have negative implications for the Council’s reputation, and might mean that opportunities for improvement were lost. The Council had previously agreed arrangements for the review of progress against the key objectives.

Section 100B(4)(b) of the Local Government Act 1972, together with paragraphs 6 and 24 of the Council Procedure Rules contained in the Constitution requires that the permission of the Chairman be obtained, after prior notice to the Chief Executive, before urgent business not specified in the agenda (including a supplementary agenda of which the statutory period of notice has been given) may be transacted.

In accordance with Operational Standing Order 6 (non-executive bodies), any item raised by a non-member shall require the support of a member of the Committee concerned and the Chairman of that Committee.  Two weeks' notice of non-urgent items is required.

It was noted that there was no other urgent business for consideration by the Cabinet.

Exclusion

To consider whether, under Section 100(A)(4) of the Local Government Act 1972, the public and press should be excluded from the meeting for the items of business set out below on grounds that they will involve the likely disclosure of exempt information as defined in the following paragraph(s) of Part 1 of Schedule 12A of the Act (as amended) or are confidential under Section 100(A)(2):

The Local Government (Access to Information) (Variation) Order 2006, which came into effect on 1 March 2006, requires the Council to consider whether maintaining the exemption listed above outweighs the potential public interest in disclosing the information. Any member who considers that this test should be applied to any currently exempted matter on this agenda should contact the proper officer at least 24 hours prior to the meeting.

Background Papers

Article 17 of the Constitution (Access to Information) define background papers as being documents relating to the subject matter of the report which in the Proper Officer's opinion:

(a)        disclose any facts or matters on which the report or an important part of the report is based;  and

(b)        have been relied on to a material extent in preparing the report and does not include published works or those which disclose exempt or confidential information and in respect of executive reports, the advice of any political advisor.

The Council will make available for public inspection one copy of each of the documents on the list of background papers for four years after the date of the meeting. Inspection of background papers can be arranged by contacting either the Responsible Officer or the Democratic Services Officer for the particular item.

The Cabinet noted that there was no business which necessitated the exclusion of the public and press from the meeting.