Agenda, decisions 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.

12. Recommendation from the Joint Chief Executive's Appraisal.

Sue Smith, Disclosable Pecuniary Interest, as the item related to her appraisal.

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 26 January 2017.

The Minutes of the meeting of the Committee held on 26 January 2017 were agreed as a correct record and signed by the Chairman.

Report of Assistant Director - Transformational Governance

Purpose of report

To update members on progress with regards to the setup of joint local authority owned companies.

Recommendations

The meeting is recommended:

1.1         To note the progress on activities that is taking place with regard to the establishment of the companies, the communication plan activity, the sequence for the company establishment and transfer of revenues and benefits provision.

1.2         To agree that final sign off of the articles and shareholder agreement/ memorandum of understanding and the business plans of the revenues and benefits teckal company and sister trading company be delegated to the Head of Law and Governance in consultation with the Chairman of Vice-Chairman of JCC, Chief Finance Officer and Assistant Director – Transformational Governance.

1.3         To request officers to bring a gateway decision report to the committee in September to decide on the transfer date and to review the business and financial plans. This report will also include an update on governance specifically in relation to shareholder arrangements.

Resolved

(1)          That the progress on activities taking place with regard to the establishment of the companies, the communication plan activity, the sequence for the company establishment and transfer of revenues and benefits provision be noted.

(2)          That authority for the final sign off of the articles and shareholder agreement/ memorandum of understanding and the business plans of the revenues and benefits teckal company and sister trading company be delegated to the Head of Law and Governance in consultation with the Chairman of the Joint Commissioning Committee, the Vice-Chairman of the Joint Commissioning Committee, the Chief Finance Officer and the Assistant Director – Transformational Governance.

(3)          That officers be requested to bring a gateway decision report to the committee in September to decide on the transfer date and to review the business and financial plans and it be noted that this report will also include an update on governance specifically in relation to shareholder arrangements.

The Assistant Director - Transformational Governance submitted a report to update members on progress with regards to the setup of joint local authority owned companies.

Resolved

(1)          That the progress on activities taking place with regard to the establishment of the companies, the communication plan activity, the sequence for the company establishment and transfer of revenues and benefits provision be noted.

(2)          That authority for the final sign off of the articles and shareholder agreement/ memorandum of understanding and the business plans of the revenues and benefits teckal company and sister trading company be delegated to the Head of Law and Governance in consultation with the Chairman of the Joint Commissioning Committee, the Vice-Chairman of the Joint Commissioning Committee, the Chief Finance Officer and the Assistant Director – Transformational Governance.

(3)          That officers be requested to bring a gateway decision report to the committee in September to decide on the transfer date and to review the business and financial plans and it be noted that this report will also include an update on governance specifically in relation to shareholder arrangements.

Report of Joint Chief Executive

Purpose of report

To inform Members of the decision taken by the Joint Chief Executive under urgent powers in consultation with the Councillor Wood (Chair of JCC) to adopt a revised Drugs and Alcohol Policy, across both Cherwell District Council and South Northamptonshire Council.

Recommendations

The meeting is recommended:

 1.1        To note the urgent action taken by the Joint Chief Executive to adopt the revised shared Drugs and Alcohol Policy (Appendix 1) with immediate effect.

Resolved

(1)          That the urgent action taken by the Joint Chief Executive to adopt the revised shared Drugs and Alcohol Policy (annex to the Minutes as set out in the Minute Book) with immediate effect be noted.

The Joint Chief Executive submitted a report to inform Members of the decision taken by the Joint Chief Executive under urgent powers in consultation with the Councillor Wood (Chairman of the Joint Commissioning Committee) to adopt a revised Drugs and Alcohol Policy, across both Cherwell District Council and South Northamptonshire Council.

Members requested that an update on the implementation of the Policy be submitted to the Committee in twelve months’ time.

Resolved

(1)          That the urgent action taken by the Joint Chief Executive to adopt the revised shared Drugs and Alcohol Policy (annex to the Minutes as set out in the Minute Book) with immediate effect be noted.

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

1             Information relating to any 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 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 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 paragraphs 1, 3 and 4 of Schedule 12A of that Act 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, in accordance with Section 100A(4) of 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 paragraphs 1, 3 and 4 of Schedule 12A of that Act and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Exempt Report of Commercial Director

Resolved

(1)          That the draft IT Strategy (exempt annex to the Minutes as set out in the Minute Book) be agreed as the framework and plan for future development of the IT service.

(2)          That the investments requires to deliver the strategy (as set out in the Strategy, exempt annex to the Minutes as set out in the Minute Book, and agreed by the Chief Finance Officer) and the expected return on investment being realised within 2018/19.

(3)          That the high level forward plan which will form the basis of the delivery plan for the period of the strategy be noted.

The Commercial Director submitted an exempt report which presented the joint Cherwell District and South Northamptonshire Councils’ IT Strategy for the period 2017-2020. The Strategy sets out the vision and direction for the development of an IT service that will ensure the councils are able to meet their strategic priorities address customer needs and deliver transformation objectives.

The Strategy had been considered by the Member led IT Transition Board who had endorsed and recommended that the Strategy be agreed by the JCC.

Peter Marston, EntectSi, gave a presentation on the IT Strategy.

Members asked a number of questions to which answers were duly given.

Resolved

(1)          That the draft IT Strategy (exempt annex to the Minutes as set out in the Minute Book) be agreed as the framework and plan for future development of the IT service.

(2)          That the investments requires to deliver the strategy (as set out in the Strategy, exempt annex to the Minutes as set out in the Minute Book, and agreed by the Chief Finance Officer) and the expected return on investment being realised within 2018/19.

(3)          That the high level forward plan which will form the basis of the delivery plan for the period of the strategy be noted.

Exempt Report of Commercial Director

Resolved

(1)          That the scope and background of the project (exempt annex to the Minutes as set out in the Minute Book) be noted.

(2)          As set out in the exempt decisions.

(3)          That officers be requested to submit updates on the progress of the project to meetings of the Commercial Panel.

The Commercial Director submitted an exempt report which presented an update on a potential opportunity being explored by the Commercial Panel, which was now at a stage where feedback was required from potential partners to ascertain whether the project has any scope to deliver longer term benefits.

The report set out the background to the project to date and the framework of an agreement to continue scoping the project with a third party.

With regards to Members receiving updates on the projects, the Commercial Director advised the Committee that regular updates were submitted to the Commercial Panel, which reported to the Transformation Joint Working Group and subsequently to the Joint Commissioning Committee as required. Bi-annual reports would also be submitted to CDC Executive and SNC Cabinet.

Resolved

(1)          That the scope and background of the project (exempt annex to the Minutes as set out in the Minute Book) be noted.

(2)          As set out in the exempt decisions.

(3)          That officers be requested to submit updates on the progress of the project to meetings of the Commercial Panel.

Exempt Report of Chief Finance Officer / Deputy Head of Paid Service

Resolved

(1)          As set out in the exempt decisions.  

The Committee considered an exempt report of the Chief Finance Officer / Deputy Head of Paid Service to consider a recommendation from the Joint Chief Executive’s appraisal.

Resolved

(1)          As set out in the exempt minutes. 

(Having declared an interest, the Chief Executive left the meeting for the duration of this item)