Agenda, decisions and minutes

To receive apologies for absence from Committee members.

Apologies for absence were received from Mark Williams – East Devon District Council Chief Executive.

To sign the minutes of the meeting held on 30 March 2016.

The minutes of the meeting held on 30 March 2016 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 Strata Board.

The report of the Strata Board was submitted responding to the Strata Joint Scrutiny Committee request for access to the Board minutes. The Teignbridge Strata Director advised that the level of information on the Board minutes was operational and was not appropriate for general release. The Joint Scrutiny Committee and Joint Executive Committee had the relevant information to monitor the performance of Strata.

Councillor A Dewhirst of Teignbridge District Council spoke on this item. He had been asked to attend the meeting by the Teignbridge District Council Strata Joint Scrutiny Committee Members. He raised concerns that the Joint Scrutiny Committee could not adequately fulfil their scrutiny role if they did not have access to the Board minutes. The request that the Board minutes be made available to both Strata Joint Scrutiny Committee and Joint Executive Committee was unanimously agreed at the Scrutiny meeting on 7 June 2016.

The Teignbridge Strata Director clarified that the Board would consider requests from Members regarding information should they be relevant to the strategic way forward for Strata.

Executive Members felt that is was not appropriate for the Board minutes to be made available and they did not support the request from Strata Joint Scrutiny Committee that the Board minutes be made available to the Strata Joint Scrutiny and Executive Committee.

Strata Joint Scrutiny Committee considered the report at its meeting on 7 June 2016 and its comments were reported which included a recommendation that the Board minutes be made available in Part B of the agenda to both the Strata Joint Scrutiny and Executive Committees.

RESOLVED that the Boards response be noted.

To consider the report of the Chief Operating Officer.

The report of the Chief Operating Officer was submitted advising Members on the progress of Strata implementation during 2015/16, including a project outturn assessment against the savings set out in the Business Plan. 

Members were advised that the implementation of the new IT infrastructure to provide the Global Desktop for all Councils continued to be a central theme within Strata and the majority of staff were now users of the system within Exeter City Council. There had been good feedback from Exeter City about the installation of Global Desktop. The system was now starting to be rolled out within East Devon District Council.

The next phase in the Business case was the convergence projects whilst the current requests could be delivered there were a number of opportunistic projects that had arisen from new work being requested by councils, where contracts were being renewed or demand from external agencies. The resources of the Business Systems Team were limited on what they could deliver and, in due course, Members would be asked to consider the options.

Executive Members recognised that there were limited resources and that Members would need to consider what additional projects could be taken forward and the resource implications of these projects.

In response to the a question from the Leader of Exeter City Council, the Chief Operating Officer clarified the position with regards to the problems with Airwatch and confirmed that these were being actively pursed with the company.

Strata Joint Scrutiny Committee considered the report at its meeting on 7 June 2016 and its comments were reported.

RESOLVED that the progress of the Implementation Plan be noted.

To consider the report of the Director (Finance Lead)

The report of the Director (Finance Lead) was submitted advising Members of the final financial position of Strata for the 2015/16 financial year, including the refund reflecting the savings made in the year.

Members were advised that Strata was looking to refund a total of £230,000 back to the three Councils, having been given a total of £5.752 million to run IT services in 2015/16 along with funding for various capital projects. The Company also maintained an account for additional purchases throughout the year, which was invoiced to each Council based on actual purchases made. It was noted that turnover now was £6.5 million.

The Director with responsibility for Finance reported that there had been a significant improvement in reducing the pension fund liabilities to Strata which was a benefit to the business.

Strata Joint Scrutiny Committee considered the report at its meeting on 7 June 2016 and its comments were reported.

RESOLVED that the report be noted.

To note Strata Board Annual Work Plan.

The Strata Board Annual Work Plan was submitted.

Strata Joint Scrutiny Committee considered the report at its meeting on 7 June 2016 and its comments were reported.

RESOLVED that the Annual Work plan be noted.

RESOLVED that, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of item 11on the grounds that it involves the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Part I, Schedule 12A of the Act. 

RESOLVED that under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following item on the grounds that it involve the likely disclosure of exempt information as defined in paragraphs 1, 2, and 3 of Part 1, Schedule 12A of the Act. 

To consider the report of the Strata Board.

The report of the Strata Board was submitted updating Members on the progress with the key Human Resources work.

The Chief Operating Officer advised that all staff members were being dealt with on an individual basis and that they would not be forced to take Strata terms unless they were being offered new roles. The HR strategy and advice to Strata was that although harmonisation of terms was the ultimate aim, new terms needed to be offered for existing roles where it was affordable and suited the needs of the business.

The results of the Staff engagement survey had been published and were available on the Strata internet. It had been recommended that the Strata management team draw up an action plan on feedback received from the survey and to assist towards the attainment of Investors in People. Staff meetings were now in place and there were regular 1-2-1’s in which staff could discuss issues directly with their line managers.

Strata Joint Scrutiny Committee considered the report at its meeting on 7 June 2016 and its comments were reported.

RESOLVED that the report be noted.