Policy & Resources Cabinet Member – Minutes – 20 December 2013
94 (34) VIREMENTS 2013-2014 – The Director of Policy and Resources submitted a report which sought approval for changes to the revenue and capital budgets for 2013/14.
On 19 February 2013 Council approved the revenue and capital budgets for the 2013/2014 financial year. The report gave details of virements approved by the Director of Policy and Resources under delegated powers and those that required Cabinet Member approval.
Resolved – (a) That the virements at paragraph 3.1 of the report, approved by the Director of Policy and Resources under delegated powers be noted, and (b) that the permanent virements outlined in paragraph 3.2 of the report be approved.
95 (35) REGULATION OF INVESTIGATORY POWERS ACT 2000 (RIPA) – The Director of Policy and Resources submitted a report to inform the Cabinet Member of the council’s usage of Regulation of Investigatory Powers (RIPA) between the period from 1 July 2012 to 30 June 2013.
RIPA was used by public authorities to secure the lawfulness of surveillance activities. The Council had a RIPA Policy which was located on the website and had been deposited in group offices. Officers referred to this Policy when completing and authorising RIPA applications.
In accordance with the council RIPA Policy, the four applications that were authorised detailed why the surveillance was necessary and proportionate, and considered the risk of collateral intrusion. The four authorisations had since been cancelled in accordance with the council RIPA policy.
Resolved – That the usage of RIPA for the period from 1 July 2012 to 30 June 2013 be noted.
96 (36) INTERNAL INFORMATION SHARING POLICY AND PROTOCOL – The Director of Policy and Resources submitted a report which sought approval to adopt an internal information sharing policy and protocol and endorsement of the undertaking of a system/information audit resulting in an up to date register of systems and information held in the council along with a register of data exchanges.
The appropriate exchange of information both externally and internally was essential to deliver effective and efficient services to customers, to meet their needs and ensure their welfare and protection. However, there was a balance between the need to share sufficient information to deliver effective services, and preserve the privacy of the individual.
It was explained that it would be helpful to identify and document what could and could not be shared with who, how and for what purpose.
To ensure compliance with the requirements of the Data Protection Act 1998 and to demonstrate openness and transparency it was advisable to inform individuals about how their data would be used and consent to share should be sought. This was except where statutory requirements or common law principles supported the disclosure or withholding of information without consent.
It was explained that in addition compliance with the NHS Information Governance self assessment toolkit required robust arrangements to be in place for information sharing.
For external sharing of information the Humber Information Sharing Charter establishes the principles and standards under which information sharing will take place between signatory organisations from the Humber region. The principle of the information sharing for the Humber Information Sharing Charter were outlined in paragraph 2.8 of the report
The sharing of information internally within the council is necessary for the design and delivery of services. Appendix 1 to the report set out an internal information sharing policy and protocol (which would form part of the information management framework) for the formal exchange of personal information and intelligence within the council.
Resolved – (a) That the internal information sharing policy and protocol be approved, and (b) that the undertaking of a system/information audit resulting in a register of systems and information held in the council along with a register of data exchanges be endorsed.
97 (37) PROCUREMENT STRATEGY 2013-16 AND PANNEL PERFORMANCE HIGHLIGHTS – The Director of Policy and Resources submitted a report which introduced an updated procurement strategy for 2013 – 16 together with an annual highlight report on the progress made by the council’s shared procurement service with NELC: Procurement Alliance North & North East Lincolnshire Council (PANNEL).
The council’s shared procurement service with North East Lincolnshire Council, Procurement Alliance North & North East Lincolnshire (PANNEL), co-ordinated the £215m spent every year on supplies, services and works across both councils.
The joint team had been operational for 6 years and had continued to make positive progress over the last 12 months across a broad range of development activities. A summary of key performance highlights for 2012 – 13 was set out at appendix A to the report.
An updated joint procurement strategy had been produced to build on this progress. Its purpose was to help ensure that the council’s procurement activity continued to deliver excellent value for money outcomes. The updated strategy was appended to the report.
Resolved – (a) That the progress made by the PANNEL team over the last year be noted; (b) that the procurement strategy for 2013 – 2016 be considered and approved, and (c) that an update on progress with implementing the strategy be submitted to Cabinet Member in November 2014.
The corresponding reports of the following items (Minutes 98, 99 and 100 refer) contain exempt information as defined in Paragraphs 1, 2 or 3 of Part 1 of Schedule 12A of the Local Government Act 1972 (as amended).
98 (38) CONTRACT FOR THE SUPPLY OF ELECTRICITY 2015-2019 – The Director of Policy and Resources submitted a report to inform the cabinet member of the award of the corporate electricity contract for the period 1 April 2015 to 31 March 2019.
Contract Procedure Rules detailed that the outcome of all procurements for requirements over £1m whole life cost must be reported to the relevant Cabinet Member for information.
It was explained that the contract for the council-wide supply of electricity was due to end in March 2015. It was structured as two lots: metered supply for buildings/schools and unmetered supply (UMS) for street-lighting requirements.
An early award of a new replacement contract was necessary to enable advance purchases of electricity “clips” at favourable market rates prior to the contract’s end date.
Details of the key procurement process and the benefits arising from the exercise were outlined in appendix 1 to the report.
Resolved – That the award of contract for the supply of unmetered and metered electricity for a period of 4 years from 1 April 2015 by YPO be noted.
99 (39) SCHOOLS BROADBAND AND YORKSHIRE HUMBER GRID FOR LEARNING (YHGFL) MEMBERSHIP UPDATE – The Director of Policy and Resources submitted a report to inform the cabinet member of the new contractual arrangements with schools and academies for the delivery of broadband connectivity services and to detail the decision to maintain YHGfL membership for 2014/15.
Historically schools’ broadband provision was delivered in an aggregated approach in line with the previous national and local funding streams applicable to the provision of this service. This enabled broadband services to be rolled out in a common cost effective manner. An infrastructure design and connectivity service was provided which included a contract with Yorkshire & Humber Grid for Learning (YHGfL).
It was explained that funding was now devolved directly to schools/academies and was no longer controlled by the council, and that as a result, an aggregated approach to the delivery of this service was no longer viable.
During February 2013 IT Services committed to removing the aggregated model and this required the procurement of a new broadband platform. The strategy was outlined in a report on the Public Services Network (PSN) which the cabinet member considered and approved earlier in the year (minute 87 refers).
Further details were outlined within the report.
Resolved – (a) That the revised contractual approach taken to delivering broadband services to schools and academies be noted, and (b) that the decision to maintain YHGfL membership for 2014-15 be noted.
100 (40) LOCAL TAXATION AND BENEFITS – SHARED SERVICES WITH NORTH-EAST LINCOLNSHIRE COUNCIL – The Director of Policy and Resources submitted a report which sought approval to amend the management structure for the Local Taxation & Benefits Shared Service.
The report proposed changes to management arrangements, not to the shared service as a whole and fulfilled the commitment to review the operation of the shared service after the first year.
The implementation of the shared services was approved in three phases with Phase 1, the management structure, being approved by the cabinet member on 7 February 2012.
A review of management operations was always planned to take place a year after the ‘go-live’ date and this had highlighted that management resources could be used more effectively as the shared service moved forward.
Details of the proposals were outlined within the report and associated appendices.
Resolved – That the revised structure and the evaluated grades be approved.