Shared ICT Service
To consider the report of the Deputy Chief Executive.
Scrutiny Committee – Resources considered the report at its meeting on 2 July 2014 and its comments will be reported.
Decision:
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Agreed
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That it is recommended to Council to:-
(1) implement a shared ICT service between Exeter, Teignbridge and East Devon Councils, according to the detail set out in the Updated Business Case and Implementation Plan attached to the report;
(2) support the creation of a stand-alone limited company (“the Company”) to be called Strata Service Solutions Ltd which is wholly owned and controlled equally by the three councils to deliver the ICT shared service;
(3) grant delegated authority to the Chief Executive, in consultation with the Leader of Exeter City Council, to finalise and sign legal agreements in line with the Updated Business Case and Implementation Plan;
(4) grant delegated authority to the Section 151 Officer, in consultation with the Deputy Chief Executive, to transfer the remaining ICT budgets for FY 14/15 as at go-live date (expected to be 1st November 2014 ) to the shared service (Strata) and to transfer future budgets as per the payment plan in the Updated Business Case;
(5) approve the budget for this Council’s share of the implementation costs, as set out in the report;
(6) approve the transfer of ICT staff to the new company (under TUPE) at go-live date;
(7) approve the transfer of all ICT assets to the company at the go-live date;
(8) agree the appointment of Chris Powell as the interim Chief Operating Officer (COO) of the company from 1 August 2014, with recruitment to the permanent post to be delegated to the Chief Executive and Leader in negotiation with the other local authority partners;
(9) approve the transfer of line responsibility for all ICT staff from 1 August 2014 to the Interim COO. However staff will remain employees of the council until formal transfer; and
(10) approve the creation of a Joint Executive Committee and Joint Scrutiny Committee, the terms of reference for which will be set up following a formal report to Council to agree this constitutional change.
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Reason for Decision:
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As set out in the report |
Minutes:
The report of the Deputy Chief Executive was submitted to seek approval to enable the Council to progress with an ICT shared service with two other local authorities, East Devon and Teignbridge.
The Assistant Director Finance advised Members on the discussion taken place at East Devon District Council Cabinet on 2 July 2014 and the way forward with regards to the permanent appointment of the Chief Operating Officer.
Scrutiny Committee – Resources considered the report at its meeting on 2 July 2014 and the comments of the Members were noted.
RECOMMENDED that Council:-
(1) implement a shared ICT service between Exeter, Teignbridge and East Devon Councils, according to the detail set out in the Updated Business Case and Implementation Plan attached to the report;
(2) support the creation of a stand-alone limited company (“the Company”) to be called Strata Service Solutions Ltd which is wholly owned and controlled equally by the three councils to deliver the ICT shared service;
(3) grant delegated authority to the Chief Executive, in consultation with the Leader of Exeter City Council, to finalise and sign legal agreements in line with the Updated Business Case and Implementation Plan;
(4) grant delegated authority to the Section 151 Officer, in consultation with the Deputy Chief Executive, to transfer the remaining ICT budgets for FY 14/15 as at go-live date (expected to be 1st November 2014 ) to the shared service (Strata) and to transfer future budgets as per the payment plan in the Updated Business Case;
(5) approve the budget for this Council’s share of the implementation costs, as set out in the report;
(6) approve the transfer of ICT staff to the new company (under TUPE) at go-live date;
(7) approve the transfer of all ICT assets to the company at the go-live date;
(8) agree the appointment of Chris Powell as the interim Chief Operating Officer (COO) of the company from 1 August 2014, with recruitment to the permanent post to be delegated to the Chief Executive and Leader in negotiation with the other local authority partners;
(9) approve the transfer of line responsibility for all ICT staff from 1 August 2014 to the Interim COO. However staff will remain employees of the council until formal transfer; and
(10) approve the creation of a Joint Executive Committee and Joint Scrutiny Committee, the terms of reference for which will be set up following a formal report to Council to agree this constitutional change.
Information and Communications Technology (ICT) Shared Service Option
To consider the report of the Deputy Chief Executive.
Minutes:
The Assistant Director Finance presented the report and sought approval to enable the Council to progress with an Information and Communications Technology (ICT) shared service with two other local authorities (East Devon and Teignbridge District Councils). He responded to a Member’s enquiry regarding the transfer of terms and conditions to new and existing staff, and also provided clarification on the management structure. A Member welcomed the report and suggested this would ensure a robust and resilient back up service. It was considered that an opportunity for Members to receive a Briefing on the new shared service would also be arranged in due course.
Scrutiny Committee Resources noted the report and recommended that Executive and Council approve the following:-
(1) implementation of a shared Information and Communications Technology (ICT) service between Exeter, Teignbridge and East Devon Councils, according to the detail set out in the Updated Business Case and Implementation Plan circulated with the report;
(2) creation of a stand-alone limited company (“the Company”) to be called Strata Service Solutions Ltd which is wholly owned and controlled equally by the three councils to deliver the ICT shared service;
(3) delegated authority be given to the Chief Executive & Growth Director, in consultation with the Leader of Exeter City Council, to finalise and sign legal agreements in line with the Updated Business Case and Implementation Plan;
(4) delegated authority be given to the Section 151 Officer, in consultation with the Deputy Chief Executive, to transfer the remaining ICT budgets for FY 2014/15 as at go-live date (expected to be 1 November 2014 ) to the shared service (Strata) and to transfer future budgets as per the payment plan in the Updated Business Case;
(5) the budget for this Council’s share of the implementation costs as set out in the circulated report;
(6) transfer of the ICT staff to the new company (under TUPE) at the go-live date;
(7) transfer of all ICT assets to the company at the go-live date;
(8) the appointment of Chris Powell as the Interim Chief Operating Officer of the company from 1 August 2014, with the expectation that recruitment for the final post will be competitive and conducted through an internal and external campaign starting in September;
(9) transfer of the line responsibility for all ICT staff from 1 August 2014 to the Interim Chief Operating Officer. However staff will remain employees of the council until formal transfer; and
(10) the creation of a Joint Executive Committee and Joint Scrutiny Committee, the terms of reference for which will be set up, following a formal report to Council agreeing this constitutional change.