Agenda and minutes

Members are asked to declare any interest and the nature of that interest which they may have in any of the items under consideration at this meeting. 

There were no declarations of interest.

The Chairman to advise whether they have agreed to any item of urgent business being admitted to the agenda.

There was no urgent business.

To confirm as a correct record the Minutes of the meeting of the Committee held on 5 March 2013.

The Minutes of the meeting held on 5 March 2013 were agreed as a correct record and signed by the Chairman.

The following reports contain exempt information as defined in the following paragraphs of Part 1, Schedule 12A of Local Government Act 1972.

3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information).

Members are reminded that whilst the following item has been marked as exempt, it is for the meeting to decide whether or not to consider each of them in private or in public. In making the decision, members should balance the interests of individuals or the Council itself in having access to the information. In considering their discretion members should also be mindful of the advice of Council Officers.

Should Members decide not to make a decision in public, they are recommended to pass the following recommendation:

“That, in accordance with Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act.”

Resolved

That, in accordance with Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business, on the grounds that they could involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act.

Exempt Report of Head of Transformation

The ICT Manager presented an exempt report to update the Resources & Performance Scrutiny Board on the current status of the EDRM business case and sought support for an EDRM pilot to enable the secure sharing of electronic information across Cherwell District Council, South Northamptonshire Council and external third parties to enable collaborative working.

In response to Members’ comments relating to projected savings, the ICT Manager explained that due to the vastness of the project it was difficult to provide overall figures and they would need to be identified on a service by service basis.

The Board agreed that the proposal to carry out a pilot was logical but stressed the importance of establishing success criteria which would inform any full business case.

Resolved

(1)               That support be given to Cherwell District Council and South Northamptonshire Council establishing an EDRM pilot that would provide the opportunity for members and staff at both councils to see the EDRM approach in-situ and mitigate the current risk of fines due to a Data Protection Act breach when sharing information online.

(2)               That support be given to Cherwell District Council and South Northamptonshire Council developing a joint data retention policy to enable secure disposal of information and subsequent obtention of an accurate inventory of data repositories.

(3)               That support be given to Cherwell District Council and South Northamptonshire Council creating a joint EDRM project group with an executive sponsor to report back the EDRM pilot analysis and results with further recommendations for EDRM developments, subject to a the development of a document outlining success criteria.

The Board is requested to resolve:

“That the press and public be readmitted to the meeting.”

Resolved

That the press and public be readmitted to the meeting.

To consider a briefing on the contract renewal process and timetable.

The Head of Environmental Services and the Street Scene and Landscape Manager will be present for this item.

The Landscape maintenance contract pre-tender preparation programme will be circulated under separate cover for information.

The Chairman welcomed the Streetscene and Landscape Services Manager and Head of Environmental Service to the meeting and advised Members that this was an opportunity for them to receive a briefing on the landscape maintenance contract renewal process and timetable.

The Streetscene and Landscape Services Manager provided an overview of the contract pre-tender preparation programme which would start in April 2013. Discussions would take place with internal and external clients to ascertain their views on the existing arrangements and requirements going forward to enable an informed review of options.

Members commended the programme and requested that an update be provided in due course.

Resolved

(1)       That progress and the contract pre-tender preparation programme be noted.

Report of Head of Environmental Services

Summary

To inform members about the potential opportunities of launching a Trade Recycling scheme centred on Bicester.

Recommendations

The meeting is recommended to consider:

(1)               Supporting the launch a trade recycling service aimed at small and medium sized enterprises (SMEs) in Bicester.

(2)               The rationale for the development of fees and charges which encourage businesses to recycle.

The Head of Environmental Services submitted a report which informed members about the potential opportunities of launching a Trade Recycling scheme centred on Bicester.

In considering the report, Members agreed that the proposal was very positive and there was merit in the scheme.

In response to Members’ questions, the Head of Environmental Services explained that it was anticipated that the scheme would be launched at the end of May following a decision by the Lead Member on fees.

Resolved

(1)               That the launch a trade recycling service aimed at small and medium sized enterprises (SMEs) in Bicester be supported.

(2)               That the rationale for the development of fees and charges which encourage businesses to recycle be supported.

The Board considered a report of the Head of Law and Governance which presented the Resources and Performance Scrutiny Board work programme 2012/13 for consideration.

Resolved

(1)               That the Resources & Performance Scrutiny Board work programme 2012/13 be noted.