Venue: Bromley Civic Centre
Contact: Philippa Gibbs 020 8461 7638
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APOLOGIES FOR ABSENCE AND NOTIFICATION OF SUBSTITUTE MEMBERS Minutes: Apologies for absence were received from Councillor Will Harmer and Councillor Mary Cooke. Councillor Keith Onslow attended as substitute for Councillor Cooke.
The Chairman welcomed those present – particularly the new Members of the Committee - to the first meeting of the new municipal year, noting that it was the first physical meeting of the Committee following what was best described as a ‘peculiar’ year. |
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DECLARATIONS OF INTEREST Minutes: Councillor Colin Hitchins declared that he had a pecuniary interest in respect of Items 8 and 14 on the Executive Agenda (Biggin Hill Airport Ltd) and left the meeting for the duration of these items. |
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QUESTIONS FROM COUNCILLORS AND MEMBERS OF THE PUBLIC ATTENDING THE MEETING In accordance with the Council’s Constitution, questions that are not specific to reports on the agenda must have been received in writing 10 working days before the date of the meeting.
Questions specifically on reports on the agenda should be received within two working days of the normal publication date of the agenda. Please ensure that questions specifically on reports on the agenda are received by the Democratic Services Team by 5pm on Wednesday 19th May 2020. Minutes: No questions had been received. |
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Minutes: The minutes of the Executive, Resources and Contracts PDS Committee meeting held on 24 March 2021, were agreed and signed as a correct record. |
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MATTERS OUTSTANDING AND WORK PROGRAMME PDF 263 KB Minutes: Report CSD21059
The report dealt with the Committee’s business management including matters outstanding from previous meetings and the proposed work plan for the remainder of the year.
The Committee agreed that its overarching priorities for 2021/22 would be:
In addition to the above priorities, Members requested that in October 2021, the Committee undertake a review of the Covid grants that had been received and the way in which the grants had been administered.
Members noted that the Committee’s Work Programme would be updated to reflect the Scrutiny of the Amey contract in September.
A Member requested that consideration be given to conducting a review of the Governance of the Council including the Scheme of Delegations, procurement processes and local planning protocols. It was agreed that a recommendation should be made to the Executive for the Constitutional Improvement Working Group to be convened within the next three months.
The Chairman noted that Scrutiny of the Portfolio Holder for Resources, Commissioning and Contracts Management had been included in the June meeting of the Work Programme in error. This Scrutiny would instead take place in January 2022.
In addition, the Committee requested that the Information Items be included on the agenda as a substantive item giving Members the chance to call for a discussion on the item (with notice) if necessary.
RESOLVED: That
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FORWARD PLAN OF KEY DECISIONS PDF 151 KB Minutes: The Committee noted the Forward Plan of Key Decisions covering the period April 2021 to July 2021.
Members noted that three items due for consideration by the Executive at its May meeting had been delayed:
Procurement of HR/Payroll Software - The report had unfortunately been delayed and was now due to go to the next meeting as a result of some outstanding information regarding change to costs. The current contract was in place until June 2023 with the project planned to start in November 2021.
Adventure Kingdom – the Clinical Commissioning Group (CCG) was considering its options and a formal proposal was awaited. It was anticipated that the report would be presented to the Executive in July 2021.
Countryside Housing – It was anticipated that the report would be presented to the Executive in July 2021 following receipt of outstanding information. It was noted that this report would be scrutinised by the Renewal, Recreation and Housing PDS Committee.
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SCRUTINY OF THE RESOURCES, COMMISSIONING & CONTRACT MANAGEMENT PORTFOLIO HOLDER Minutes: The Portfolio Holder for Resources, Commissioning and Contracts Management, Councillor Graham Arthur, attended the meeting to respond to questions from the Committee. Councillor Arthur gave a brief introduction highlighting the following issues:
The Portfolio Holder then responded to questions, making the following comments:
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RESOURCES, COMMISSIONING AND CONTRACTS MANAGEMENT PORTFOLIO - PRE-DECISION SCRUTINY Portfolio Holder decisions for pre-decision scrutiny. Minutes: The Committee considered the following report where the Resources, Contracts and Commissioning Portfolio Holder was recommended to take a decision. |
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Minutes: Report CSD21052
The report set out the successful outcomes of the Upgrade of the Corporate Customer Services IT systems including MS Dynamics CRM System and Corporate Website funded from the capital programme.
In response to questions the Assistant Director of Customer Services confirmed that the software supported the corporate website and the customer relationship management system used by the Customer Services Team.
In respect of the cost of the short-term extension, the Assistant Director explained that Microsoft had withdrawn support for the software and arrangements had been put in place for BT to conduct a full review. Consequently, it was felt that the short-term extension represented value for money as the advice from the Council’s IT Department was that software had to be supported in the interests of data compliance.
RESOLVED: That the Portfolio Holder be recommended to endorse the findings of the Post Completion Reviews that have been carried out in respect of:
· The successful upgrade of the CMS Corporate Website to the Jadu Continuum product and the successful migration of the My Bromley Accounts to the new software.
· The successful upgrade of Microsoft Dynamics to Version 2011 and the completion of the IT Options Appraisal which outlined the roadmap to move from Dynamics 2011 to Jadu CXM. |
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PRE-DECISION SCRUTINY OF EXECUTIVE REPORTS Members of the Committee are requested to bring their copy of the agenda for the Executive meeting on 26 May 2021 Minutes:
(6) CHIEF EXECUTIVE’S UPDATE REPORT
The report provided the Executive with key updates on behalf of the senior leadership team across a number of areas including the response to the Covid-19 pandemic, COVID-19 Staff Wellbeing Survey, Return to office working approach, Arrangements for committee meetings, and Economic Development Strategy for 2021 – 2031.
The Director of Finance highlighted that the response from staff in relation to the Covid-19 pandemic had been incredible. There had also been an amazing response to the Staff Wellbeing Survey with a number of staff speaking positively about working for the Council. Thanks was expressed to Members for the support that had been provided throughout the last 14 months.
The Committee noted that there was now a need to look to the future and focus on rebuilding the economy. A key aspect of this would be joint working with partners in the health sector and progress was already being made in this area. There was now a focus on setting aside resources to begin to rebuild post-Covid.
Members highlighted the importance of building on the progress that had been made in relation to agile working, noting that the Covid pandemic had “fast forwarded” plans for agile working. It was recognised that going forward there was a need to harness the benefits that could be delivered in terms of savings on office accommodation and reduction in Council estate.
The Committee noted that the Covid pandemic had significantly impacted on a number of Departments across the Council. It was notable that there had been an unprecedented increase in the number of planning applications received and additional staff had been brought on board to manage this additional demand.
A Member highlighted the opportunities that had now presented in terms of holding remote Member-level meetings. It was noted that back in 2012, the then Secretary of State for Communities, Housing and Local Government had dismissed the idea of remote meetings. However, throughout the pandemic a highly successful programme of remote meetings had been held and this progress should now be sustained. Although Members had now returned to in person meetings there should still be the option of remote meetings available to Members who were unable to attend in person meetings for whatever reason. The technology was in place and had been proven to work. The Chairman suggested that the Leader should be asked to make representations to this effect to the relevant Minister and it was suggested that the Council should provide a response to the Government Call for Evidence in respect of the future of remote meetings.
The Committee noted that the Economic Development Strategy would be considered by the Renewal, Recreation and Housing PDS Committee.
RESOLVED: That the Executive be recommended to note the report.
Report CSD21062
The Substance ... view the full minutes text for item 9. |
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LOCAL GOVERNMENT ACT 1972 AS AMENDED BY THE LOCAL GOVERNMENT (ACCESS TO INFORMATION) (VARIATION) ORDER 2006, AND THE FREEDOM OF INFORMATION ACT 2000 The Chairman to move that the Press and public be excluded during consideration of the items of business listed below as it is likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information. Minutes: RESOLVED that the Press and public be excluded during consideration of the items of business referred to below as it is likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information.
The following summaries refer to matters involving exempt information
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EXEMPT MINUTES OF THE MEETING HELD ON 24 MARCH 2021 Minutes: The Part 2 (exempt) minutes of the meeting held on 24 March 2021 were agreed, and signed as a correct record. |
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PRE-DECISION SCRUTINY OF EXEMPT EXECUTIVE REPORTS Minutes: The Committee considered the following reports on the Part 2 agenda for the meeting of the Executive on 26 May 2021:
(14) BIGGIN HILL AIRPORT LIMITED (BHAL)REQUEST TO VARY THE USER CLAUSE OF THE AIRPORT LEASE BETWEEN THE COUNCIL AND BHAL. Report CSD21048
The Committee noted the Part 2 (exempt from publication) information contained within the report. |
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PART 2 CONTRACTS REGISTER AND CONTRACTS DATABASE UPDATE Minutes: Report CEO21003
The report presented May 2021’s Corporate Contracts Register for consideration and provided a Part 2 (exempt from publication) detailed commentary on each of the contracts.
A Member expressed disappointment that no action had been taken on two contracts which had been flagged on previous reports to the Committee. The importance of timely action being taken by service departments to regularise arrangements, rather than contracts having to be flagged again in subsequent reports was highlighted.
In respect of the Amey Contract, Members were reminded that in July 2020 a Gateway report had been presented to the Committee setting out the procurement options for that contract.
RESOLVED: That the report be noted. |