Agenda and minutes

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

There were no declarations of interest.

The Chairman to report on any requests to submit petitions or to address the meeting.

There were no petitions or requests to address the meeting.

To receive communications from the Chairman.

There were no Chairman’s announcements.

To confirm as a correct record the Minutes of the meeting held on 10 August 2015.

The minutes of the meeting of the Committee held on 10 August 2015 were agreed as a correct record and signed by the Chairman.

Report of Head of Strategic Planning and the Economy

Purpose of report

This report presents the final business case following consultation for a Joint Economic Growth Service across Cherwell District and South Northamptonshire Councils (hereafter “Cherwell” or “CDC” and “South Northamptonshire” or “SNC” respectively).

The report recommends the formation of a two way Joint Economic Growth Service and in doing so seeks the Joint Commissioning Committee’s agreement for the staffing elements of the business case.

The proposal is part of the wider transformation programme across the two Councils.

Recommendations

The meeting is recommended:

1.1       To consider the responses to the consultation process with the affected staff and trade union representatives received as detailed in the consultation log and from the Joint Councils Employee Engagement Committee (attached as an appendix) and whether any amendment to the business case is required as a result of them.

1.2         To note that the business case was considered in respect of non-staffing matters  by CDC Executive on 7 September 2015 and approved, subject to similar consideration and approval by SNC Cabinet and approval of the staffing implications by the Joint Commissioning Committee.

1.3         To note that the business case was considered in respect of non-staffing matters by SNC Cabinet on 14 September 2015 and approved following similar consideration and approval by CDC Executive, subject to consideration and approval of the staffing implications by the Joint Commissioning Committee.

1.2         To approve the staffing aspects of the final business case to share a joint Economic Growth Service between SNC and CDC and to delegate to the Head of Strategic Planning and the Economy in consultation with the Chairman of the Joint Commissioning Committee any subsequent non-significant amendment that may be required to the business case.

The Head of Strategic Planning and the Economy submitted a report which presented the final business case, following consultation, for a Joint Economic Growth Service across Cherwell District Council (CDC) and South Northamptonshire Council (SNC) and sought approval of the staffing elements of the business case. 

The proposal was part of the wider transformation programme across the two Councils.

In introducing the report, the Head of Strategic Planning and the Economy advised the Committee that the non-staffing elements of the business case had been agreed by the Cherwell District Council Executive at their meeting of 7 September 2015 and the South Northamptonshire Council Cabinet at their meeting of 14 September 2015.

In response to Members’ comments, the Head of Strategic Planning and the Economy explained that the proposal was for one team across both councils however there would continue to be separate Economic Strategies for each district. The business case ensured that a district focus was retained as there would be district leads and the team would be based at both CDC and SNC ensuring the joint team had local knowledge within each district.

Resolved

(1)          That the responses to the consultation process with the affected staff and trade union representatives received as detailed in the consultation log and from the Joint Councils Employee Engagement Committee be noted.

(2)          That it be noted that the business case was considered in respect of non-staffing matters by CDC Executive on 7 September 2015 and approved, subject to similar consideration and approval by SNC Cabinet and approval of the staffing implications by the Joint Commissioning Committee.

(3)          That it be noted that the business case was considered in respect of non-staffing matters by SNC Cabinet on 14 September 2015 and approved following similar consideration and approval by CDC Executive, subject to consideration and approval of the staffing implications by the Joint Commissioning Committee.

(4)          That the staffing aspects of the final business case to share a joint Economic Growth Service between SNC and CDC be approved and authority delegated to the Head of Strategic Planning and the Economy, in consultation with the Chairman of the Joint Commissioning Committee and the CDC Lead Member for Financial Management, any subsequent non-significant amendment that may be required to the business case.

(5)          That a report be submitted to the Transformation Joint Working Group and subsequently the JCC for review setting out the proposed efficiency and indicators relating to the implementation of the new team and that this be monitored by the SNC Cabinet and CDC Executive in twelve months time.

Report of Head of Finance and Procurement

Purpose of report

This report presents the final proposal following consultation for a restructure of the existing shared Corporate Finance service across Cherwell District and South Northamptonshire Councils (hereafter “Cherwell” or “CDC” and “South Northamptonshire” or “SNC” respectively).

The report recommends the restructure and in doing so seeks the Joint Commissioning Committee’s agreement for the staffing elements of the proposal.

The proposal is part of the wider transformation programme across the two Councils.

Recommendations

The meeting is recommended:

1.1       To consider the responses to the consultation process with the affected staff and trade union representatives received as detailed in the consultation log and from the Joint Councils Employee Engagement Committee (attached as an appendix) and whether any amendment to the business case is required as a result of them.

1.2         To note that as the proposal is for a restructure of an existing shared service between CDC and SNC and there are negligible financial implications, the proposal does not need to be considered by either CDC Executive or SNC Cabinet.

1.3         To approve the staffing aspects of the final proposal to restructure the existing shared Corporate Finance team between SNC and CDC and to delegate to the Head of Finance and Procurement in consultation with the Chairman of the Joint Commissioning Committee any subsequent non-significant amendment that may be required to the proposal.

The Head of Finance and Procurement submitted a report which presented the final proposal, following consultation, for a restructure of the existing shared Corporate Finance service across Cherwell District Council (CDC) and South Northamptonshire Council (SNC) and sought agreement of the staffing elements of the proposal.

Resolved

(1)          That the responses to the consultation process with the affected staff and trade union representatives received as detailed in the consultation log and from the Joint Councils Employee Engagement Committee be noted.

(2)          That it be noted that as the proposal was for a restructure of an existing shared service between Cherwell District Council (CDC) and South Northamptonshire Council (SNC) and there were negligible financial implications, the proposal did not need to be considered by either CDC Executive or SNC Cabinet.

(3)          That the staffing aspects of the final proposal to restructure the existing shared Corporate Finance team between SNC and CDC be approved and authority delegated to the Head of Finance and Procurement, in consultation with the Chairman of the Joint Commissioning Committee and the CDC Lead Member for Financial Management, for any subsequent non-significant amendment that may be required to the proposal.

Report of Chief Executive

Purpose of report

The purpose of this report is to provide an update with regards to transformation programme governance following the implementation of new governance arrangements in June 2015 (i.e. the Joint Commissioning Committee, hereafter referred to as JCC, and the Joint Councils Employee Engagement Committee referred to as JCEEC).

The report makes recommendations to ensure governance arrangements remain effective and transparent and are ready to respond to any developments with regards to joint working and/or the development of any commercial opportunities.

Recommendations

The meeting is recommended:

1.1         To discontinue the Joint Arrangements Steering Group (JASG). (The informal role of reviewing draft business cases for joint working prior to the formal consultation process should now be undertaken by the JCC. Additionally all members will be informed during the consultation phase of business cases. All other functions related to joint working can be undertaken by the JCC). 

1.2         To recommend to the respective Councils that the membership of the JCC be increased from 4 to 6 from each council and that the frequency of JCC meetings is increased to bi-monthly diarised meetings to ensure effective Member oversight of the transformation programme.

1.3       To agree that the Transformation Joint Working Group (TJWG) continues to meet on a monthly basis as an informal sub-group of JCC to oversee the detail of the transformation programme, the development of business cases and any other proposals relating to transformation and organisational change.

1.4       To agree to implement the proposed ‘Commercial Development Panel’ (as a sub-group of the JCC) to oversee any developmental work that is undertaken on commercial ideas. This would include the detailed oversight of workstream 11 (commercial development) and any opportunity for commercialising existing services. Following informal consideration in August 2015 by JCC it is recommended that the make-up of this group will be 3 members from SNC and three members from CDC and the first meeting would be late October – early November 2015.

1.5       In the light of feedback from Members to agree that communication and engagement activities around the transformation programme are widened. To support this it is proposed that there are more frequent updates on the transformation programme in Member communications, ad hoc Member and group briefings take place for matters of significance (for example the recent round of Member briefings held on proposed management changes) and an informal Transformation Reference Group is established, consisting of 12 members from each council, but open to any Members this would provide an opportunity for questions and answers and any updates around the transformation programme, initially it is proposed that this event would happen twice a year. 

1.6       To agree that the proposals outlined in section 2 of the paper attached at exempt appendix 1 are developed and progressed through the appropriate engagement, consultative and decision making processes.    

1.7       To agree that a report is brought to a future meeting of JCC to consider appropriate three way governance for services shared with Stratford on Avon DC (currently ICT and  ...  view the full agenda text for item 19.

The Chief Executive submitted a report which provided an update with regards to transformation programme governance following the implementation of new governance arrangements in June 2015 (i.e. the Joint Commissioning Committee (JCC) and the Joint Councils Employee Engagement Committee (JCEEC).

The report made recommendations to ensure governance arrangements remain effective and transparent and are ready to respond to any developments with regards to joint working and/or the development of any commercial opportunities.

In response to Members’ comments regarding the Commercial Development Panel and the informal Transformation Reference Group, the Democratic and Elections Manager explained that meetings of the Panel and Group would be ad-hoc. Whilst there would be a core membership for each to ensure continuity, meetings would be open to all elected Members from both authorities.   

Resolved

That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the ground that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part 1, Paragraph 4 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

The Democratic and Elections Manager provided an overview of the proposals contained in the exempt appendix which related to the Joint Council’s Employee and Engagement Committee.

Resolved

That the press and public be readmitted to the meeting.

Having readmitted the press and public, the Committee voted on the recommendations.

Resolved

(1)          That the Joint Arrangements Steering Group (JASG) be discontinued and it be noted that the informal role of reviewing draft business cases for joint working prior to the formal consultation process would now be undertaken by the Joint Commissioning Committee (JCC) and that all members would be informed during the consultation phase of business cases. All other functions related to joint working could be undertaken by the JCC.

(2)          That the respective Full Councils be recommended to agree to increase the membership of the  JCC be increased from 4 to 6 elected members from each council and that the frequency of JCC meetings be increased to bi-monthly diarised meetings to ensure effective Member oversight of the transformation programme.

(3)          That it be agreed that the Transformation Joint Working Group (TJWG) continues to meet on a monthly basis as an informal sub-group of JCC to oversee the detail of the transformation programme, the development of business cases and any other proposals relating to transformation and organisational change.

(4)          That it be agreed to implement the proposed ‘Commercial Development Panel’ (as a sub-group of the JCC) comprising three members from CDC and three members for SNC to oversee any developmental work that is undertaken on commercial ideas. This would include the detailed oversight of workstream 11 (commercial development) and any opportunity for commercialising existing services.

(5)          That, in the light of feedback from Members, it be agreed that communication and engagement activities around the transformation programme be widened. To support this there should be more frequent updates on the transformation programme in Member communications, ad hoc Member and group briefings to take place for matters of significance (for example the recent round of Member briefings held on proposed management changes) and an informal Transformation Reference Group established, consisting of 12 members from each council, but open to any Members which would provide an opportunity for questions and answers and any updates around the transformation programme, with this event happening twice a year.

(6)          That the proposals outlined in section 2 of the paper attached at exempt appendix 1 (exempt annex to the Minutes as set out in the Minute Book) be developed and progressed through the appropriate engagement, consultative and decision making processes.

(7)          That a report be submitted to a future meeting of JCC to consider appropriate three way governance for services shared with Stratford on Avon DC (currently ICT and Legal) and the wider transformation programme taking account of decisions made by Stratford DC with regards to how they wish to proceed with the confederation approach (decision expected October 2015).

(8)          That it be noted that as a consequence of resolutions (1), (2), (3), (4) and (6) above, it would be necessary to review certain HR policies and procedures that may be impacted. Following this review, certain policies and procedures may need to be updated and agreed before the recommendations could be implemented.

Councillor Barry Richards  ...  view the full minutes text for item 23.

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

There were no items of urgent business.

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

2 – Information which is likely to reveal the identity of an individual

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

4 – Information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the authority or a Minister of the Crown and employees of, or office holders under, the authority.

Members are reminded that whilst the following items have been marked as exempt, it is for the meeting to decide whether or not to consider 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 decisions in public, they are recommended to pass the following recommendation:

“That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the ground that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part 1, Paragraphs 2, 3 and 4 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

Resolved

That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following items of business on the ground that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part 1, Paragraphs 2, 3 and 4 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Resolved

(1)          That the exempt appendices to the report be noted.

Resolved

(1)          That the exempt appendices to the report be noted.

Exempt Report of Head of Strategic Planning and the Economy

The Head of Strategic Planning and the Economy submitted an exempt report which presented the final business case following consultation for a Joint Transport Resource across Cherwell District Council (CDC) and South Northamptonshire Council (SNC) and sought approval of the staffing elements of the business case.

The proposal was part of the wider transformation programme across the two Councils.

In introducing the report, the Head of Strategic Planning and the Economy advised the Committee that the non-staffing elements of the business case would be considered by the CDC Executive at their meeting of 5 October 2015 and the SNC Cabinet at their meeting of 12 October 2015.

In response to Members’ comments, the Head of Strategic Planning and the Economy advised that as a strategic network ran between, and affected, both councils, it would be advantageous for the transport resource to cover both districts. It was however acknowledged that it could be reviewed and revisited if it turned out that the business was not exactly right.

Resolved

(1)          That the responses to the consultation process with the affected staff and trade union representatives and received as detailed in the consultation log and from the Joint Councils Employee Engagement Committee be noted.

(2)          That it be noted that the business case will be considered in respect of non-staffing matters by Cherwell District Council Executive on 5 October 2015.

(3)          That it be noted that the business case will be considered in respect of non-staffing matters by the South Northamptonshire Council Cabinet on 12 October 2015.

(4)          That the staffing aspects of the final business case to share a Transport Resource between SNC and CDC be approved and authority be delegated to the Head of Strategic Planning and the Economy, in consultation with the Chairman of the Joint Commissioning Committee and the CDC Lead Member for Financial Management, to make any subsequent non-significant amendment that may be required to the business case.

(5)          That the CDC Executive and SNC Cabinet be requested to review the Joint Transport Resource in twelve months time.

Councillor Chris Lofts requested that his vote against this item be recorded.