Agenda, decisions and minutes

To receive apologies for absence from Committee members.

Apologies were received from Ms N Bulbeck.

To sign the minutes of the meeting held on 3 February 2015.

The minutes of the meeting held on 3 February 2015 were taken as read and signed by the Chair as correct.

Councillors are reminded of the need to declare any disclosable pecuniary interests that relate to business on the agenda and which have not already been included in the register of interests, before any discussion takes place on the item. Unless the interest is sensitive, you must also disclose the nature of the interest. In accordance with the Council's Code of Conduct, you must then leave the room and must not participate in any further discussion of the item.  Councillors requiring clarification should seek the advice of the Monitoring Officer prior to the day of the meeting.

No declarations of disclosable pecuniary interest were made.

To consider the report of the Chief Operating Officer with presentation.

The report and presentation of the Chief Operating Officer was submitted to inform Members of the progress of the implementation of Strata.

The Chief Operating Officer gave a presentation to update on the following:

·         Exeter Data Centres were fitted out as previously reported - completed four weeks later than planned

·         Servers and storage installed in the data centres and being configured

·         Latest telephony contracts indicate that savings targets would be met

·         Phase two detailed planning had been completed – has resulted in extension of four weeks to this phase of work

·         The first business benefits would appear in July with faster internet for all users

·         Management redundancy process now almost complete with savings on target

·         Three apprentice posts approved to be paid for by vacant posts

·         Working on Strata job descriptions to offer all staff within four months

·         Identified risks include consideration for the level of change that users would experience, such as new email, Lync and MS office upgrade as well as a new desktop

·         Was there a change needed to Joint Executive Committee (JEC) and Joint Scrutiny Committee (JSC) in terms of switching too quarterly meetings and dealing with quorum issues – to be considered at September JEC meeting

·         Opportunities were identified where Strata were working with individual councils to take advantage of existing technology solutions

·         Changing from Blackberry to iPhone – Teignbridge business case in progress

·         Member IT – Teignbridge switching to 0365

·         In cab technology for refuse vehicles - Exeter system extended to Teignbridge, project in progress, East Devon District Council (EDDC) are considering the technology

·         Mobile working experience from EDDC being shared with Teignbridge and Exeter

·         Investigating the use of iDOX system with Exeter - major review planned for 9 July.

A Member raised the issue of recent email system crashes at Exeter City Council the Chief Operating Officer reported that a business case was being made for out of hours support for infrastructure and service desk. A more robust email system will be in place when Strata infrastructure is implemented.

RESOLVED that the progress of the implementation of Strata be noted.

Verbal update from Assistant Director Finance Exeter City Council.

The Assistant Director Finance Exeter City Council gave a verbal update on the Strata financial position. He reported that the three Councils provided revenue funding and £1.7m in capital funding. The Government had provided £970k in transformation funding. Strata had broken even on salaries, including redundancy costs. An additional £395k had been spent on supplies and services. In past five months Strata had spent £1.4m on equipment and services.

Members noted that overall the financial position was on target with what had been expected with no additional funding required. The deficit over the Local Government Pension Scheme was noted but this was only in line with other authorities in the scheme.

RESOLVED that the financial report be noted.

To consider the report of the Chief Operating Officer.

The report of the Chief Operating Officer was submitted which defined a process for investigating and developing opportunities for new ways of working using common IT systems as the trigger.

The meeting discussed the process in detail and asked that changes be made to focus on the IT business case rather than the wider services implications and that each decision would be made in the context of the original Strata business case where councils agreed to drive towards common IT systems.

The five year systems convergence plan that was included in the original Strata business case will be refreshed and presented to the next JEC.

The suggestion is to use HR/payroll systems as the pilot for the shared project process particularly because of Teignbridge’s need for a new system. The IT business case for this will be worked up and presented to the board and the next JEC.

RESOLVED that the shared project process is revised to focus on the IT business case and will be approved by a future meeting.

To consider the report of: Duncan Moors, Solicitor to Teignbridge District Council.

The report of Duncan Moors, Solicitor to Teignbridge District Council was submitted and the JEC was advised on the progress that Strata had made in relation to the post-commencement tasks that were identified in the Business Plan, the Shareholder Agreement and the Service Contracts.

RESOLVED that the report be noted.

To consider the report of the Chief Operating Officer.

The report of the Chief Operating Officer was submitted identifying the initial suite of performance indicators that Strata would use to manage its business and to show stakeholders how Strata was performing. These indicators would be added to as the need arose.

RESOLVED that:-

(1)          the report be noted;

(2)          the indicators in the operation be approved; and

(3)          a presentation be given to the next Joint Executive Committee of a full suite of indicators that have also been approved by the Senior Management at the three councils.