Agenda and draft minutes

Overview and Performance Scrutiny Forum
Thursday, 19th September, 2019 5.00 pm

Venue: Town Hall, Chesterfield

Contact: Charlotte Kearsey  01246 345236

Items
No. Item

12.

Declarations of Members' and Officers Interests relating to items on the Agenda

Minutes:

No declarations of interest were received.

13.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillors Bagshaw and Dyke.

14.

Deputy Leader - More Environmentally Friendly Council pdf icon PDF 47 KB

5:05pm to 5:35pm

Minutes:

The Assistant Director – Health and Wellbeing attended to present a report regarding the efforts which were being made to make Chesterfield Borough Council (CBC) a more environmentally friendly council.

 

CBC declared a Climate Emergency on 17 July, 2019 and resolved to establish a Chesterfield Climate Change Working Group to respond to this challenge. The working group was tasked to develop a costed action plan and report back to Full Council by March 2020.

 

The Overview and Performance Scrutiny Forum would provide an opportunity for the action plan development work to be reviewed and discussed.

 

The current position was reported to the Overview and Performance Scrutiny Forum. It was explained that CBC had taken steps to address issues relating to the contributory factors of climate change. Examples of the work which had already been carried out included: thermal improvements to the housing stock, a boiler replacement programme and low energy lighting schemes.

 

The working group and CBC as a whole faced a number of challenges including availability of alternative sustainable options, public perception and budget implications.

 

Members enquired why it had taken two months for members of the working group to be identified and the Assistant Director accepted that it had taken some time to get the current position. During this length of time a large amount of work had been taking place to gather background information and support for the working group.

 

The Assistant Director was asked whether certain organisations would be included in the working group. Members were informed that specific organisations were referred to in the Full Council motion and these organisations would be included. The challenge would be to ensure that the working group was a manageable size while covering a wide range of views to ensure that people were not excluded from the conversation. Members enquired whether there was a number in mind for the working group and were informed that a number between 12-15 was anticipated but there would be flexibility in this number.  

 

Members queried how much progress the working group was expected to have made by March 2020. It was explained that work would be required past March but that a costed action plan would need to be submitted by March.

 

A question was asked about the budget for the working group and the Assistant Director explained that a budget had been identified.

 

Members asked whether the working group would consult with the public and were advised that public consultation would be taking place. The working group would decide the most effective way to consult to take into account the different requirements which would need to be met to ensure that input is received from a variety of people in Chesterfield.

 

The importance of effectively communicating information about the working group was emphasised.

 

RESOLVED –

 

1.   That the update be noted

 

2.   That an update on the more environmentally friendly council be brought to the Overview and Performance Scrutiny Forum on 21 November, 2019

15.

Cabinet Member for Business Transformation and Customers - ICT Improvement Programme

5:35pm to 6:05pm

Minutes:

The Cabinet Member for Business Transformation and Customers and the Head of ICT Improvement attended to provide an update on the ICT Improvement Programme.

 

The Head of ICT Improvement delivered a presentation regarding the current position of the outcomes of the programme.

 

The first outcome, related to enhance service levels in the theatre box office, had been achieved.

 

The second outcome to increase skills and knowledge within the ICT department was on target to be achieved. All of the new posts which would improve the versatility and capability of the ICT department had been recruited to apart from one, a Platform Lead.

 

The third outcome was to achieve the Cyber Essentials + and the Public Services Network accreditations. A decision regarding the Cyber Essentials + accreditation was awaited and the Public Services Network accreditation had been achieved.

 

The fourth outcome related to increased ICT resilience and was on target to be achieved. New upgraded storage had been procured and the servers had been migrated. The previous storage had been recycled and to provide increased resilience for the Stonegravels site. The back up software had been improved and given geographical distance in line with good practice. The internet connection had been upgraded and a second connection point had been established.

 

The fifth outcome related to implementation of end to end digital services. The digital platform for customers was scheduled to go live in June 2020. The Environmental and Regulatory Services were testing processes to identify any issues or stresses with the platform.

 

The future outcomes of the programme were explained to the members, these included:-

 

·        More end to end services being available, on target;

·        Greater visibility for progress of member casework, some slippage against the target;

·        Enhanced security levels including server containerisation and upgrade technology in Town Hall;

 

The Head of ICT Improvement concluded that excellent progress had been made and he would maintain a tight grip on the scope, to prevent any scope and budget creeping, while allowing for agility.

 

Members noted that after the box office upgrade the booking system was robust enough to include market events but it was not possible to print out invoices and asked that this issue be investigated.

 

Members asked about the position of the budget for the programme and how often the budget position was reported. The Head of ICT Improvement advised that the budget was ringfenced and all budget codes had been set up to ensure that the budget could be closely reviewed. The Head of ICT Improvement RAG rated the current position of the budget at amber. This was due to some additional elements which needed to be carried out, such as the server upgrade, but it was believed that the additional spend could be absorbed into the overall budget. Monthly budget reporting to the ICT Improvement Board took place, along with regular meetings with the finance department and reporting to the Executive Board.

 

The Head of ICT Improvement was asked how often backing up occurred and advised that this took  ...  view the full minutes text for item 15.

16.

Scrutiny Monitoring pdf icon PDF 115 KB

6:10pm to 6:25pm

Minutes:

The HS2 Project Manager attended to provide a monitoring progress update on a recommendation of the HS2 Scrutiny Project Group report.

 

The Scrutiny Monitoring Schedule was considered.

 

RESOVLED –

 

1.   That the update on a recommendation of the HS2 Scrutiny Project Group be noted.

 

2.   That the Scrutiny Monitoring Schedule be noted.

17.

Forward Plan

Please follow the link below to view the latest Forward Plan.

 

Forward Plan

 

6:05pm to 6:10pm

Minutes:

The Forward Plan was considered.

 

RESOLVED –

 

That the Forward Plan be noted.

 

18.

Work Programme for the Overview and Performance Scrutiny Forum pdf icon PDF 85 KB

6:25pm to 6:30pm

Minutes:

The Work Programme for the Overview and Performance Scrutiny Forum was considered.

 

RESOLVED –

 

That the Work Programme be noted.

 

19.

Joint Overview and Scrutiny

6:30pm to 6:35pm

Minutes:

The Joint Chairs would be attending the first East Midlands Scrutiny Network Conference which would be taking place on 4 October, 2019.

 

RESOLVED –

 

That the update be noted.

 

20.

Overview and Scrutiny Developments

6:35pm to 6:40pm

Minutes:

There was nothing to report.

21.

Minutes pdf icon PDF 86 KB

6:40pm to 6:45pm

Minutes:

The Minutes of the Overview and Performance Scrutiny Forum held on 4 July, 2019 were presented.

 

RESOLVED –

 

That the Minutes be approved as a correct record and signed by the Chair.