Agenda and minutes

Apologies were received from Nigel Challis, Jeremy Mayhew and Hugh Morris.

There were no declarations.

To agree the minutes of the meeting held on 02 October 2012.

RESOLVED: That the minutes for the meeting held on 02 October 2012 be approved as an accurate record.

MATTERS ARISING: One Member requested that the email confirming that access to social media sites had been granted on PCs in the Members’ room.

Report of the Chamberlain.

The Chamberlain introduced Andrew Forrester and Liz Constance who had recently joined the IS Team. He then set out the procurement options for Phase 3 of the IS Review, which seeks to deliver a more cost effective IS/IT service through potentially outsourcing elements of the current, fully in-house IS Division.

In relation to setting up a Members’ reference group to oversee this process, an invitation would be sent out to all Members of the Sub Committee in due course, with further detail on what this would entail.

The Chamberlain advised Members that, in addition to finding a more cost effective service, the City Corporation was also looking for an excellent employer for any staff that may transfer under TUPE arrangements. It was agreed that the Chamberlain, Chairman and Deputy Chairman should agree appropriate communication to the affected staff.

The Sub Committee noted that the intake of newly elected Members in May 2013 should be taken into consideration when building a service to meet their needs.

RESOLVED: That –

      i.        the IS Review proceeds to the formal procurement stage using an OJEU tender process;

     ii.        the evaluation of bids is based on 35% cost and 65% quality and other factors;

    iii.        a Members’ reference group comprising a sub set of the Information Systems Sub Committee membership is created and meets regularly to consult and review progress; and

   iv.        the decision for the approval of the preferred bid is delegated to Information Systems Sub Committee.

Report of the Chamberlain.

Members welcomed the revised report which had first been submitted to the meeting on 02 October 2012.

Members also noted some additional information relating to the City’s website (as circulated in advance of the meeting) which set out the current overspend for delivery of the website due to an increase of internal staff resources. Members were advised that work was underway to resolve the outstanding issues and a post implementation project review would be undertaken and reported to the Sub Committee.

The Chairman noted that it would be helpful to establish a research team within the IS department responsible for looking at emerging technologies and assessing what may or may not be suitable for implementation within the City Corporation. The Chamberlain advised that the Chief Information Officer would consider this in detail alongside the new IS Strategy which would be considered at the next Sub Committee meeting in February 2013.

RECEIVED

There were no questions.

There was no other business.

MOTION - That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part I of the Schedule 12A of the Local Government Act.

RESOLVED - That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part I of the Schedule 12A of the Local Government Act.

There were no non-public questions.

There was no other non-public business.