Agenda and minutes

Apologies were received from Nigel Challis and Matthew Richardson.

There were no declarations.

To agree the public minutes and non-public summary of the meeting held on 17 January 2012.

RESOLVED: That the public minutes and non-public summary of the meeting held on 17 January 2012 be approved as an accurate record.

Report of the Town Clerk.

The Sub Committee were advised that the City Corporation’s new Committee Management Software (Modern.Gov) was due to go live on 25 May 2012. A further upgrade would be installed on Members’ iPads to ensure integration with Outlook calendars at a later stage. In addition, drop-in sessions to assist Members with using the features would be arranged.

The Chairman welcomed the update and looked forward to the introduction of the software which would aid efficiency and could support a move towards reducing printing costs.

RECEIVED

The Chairman welcomed Graham Bell, the new Chief Information Officer, and invited him to update the Sub Committee on his current strategy and priorities for the City Corporation. A particular priority was launching the new corporate website within the agreed timeframe as it had recently experienced some workflow issues. Members were assured that although the project was currently behind schedule, additional staff had now been deployed to address any slippage in the timetable and it was still intended that the website would be launched on time and within budget.

RECEIVED

Presentation of the Chamberlain.

The Chairman advised Members that the City Corporation had recently received an award from the Worldwide Government Solutions Forum 2012 in recognition of ‘delivering value to citizens, businesses, visitors and government workers’ and the Sub Committee were shown a short video which summarised the work that had gone in to achieving this award.

Members were then provided with an overview of ‘Sharepoint’, highlighting its key features which, amongst other things, would improve document management within the organisation.

RECEIVED

Report of the Chamberlain.

The Sub Committee considered a report of the Chamberlain which provided an update on Members’ equipment. For particular highlight was the proposal to issue iPads to all Members on request. This move had been supported by the fact that information was more secure on the iPad than in hard copy and could provide some cost savings if Members agreed to access Committee papers online instead of hard copy.

The Chamberlain advised Members that the rollout of iPads may not meet strict cost/benefit criteria at present but would bring other benefits such as more efficient working practices. He agreed to bring a report to the next Sub Committee meeting which set out both the potential for savings along with other less quantifiable benefits.

The Sub Committee discussed whether it would be useful to meet more regularly and it was agreed that it would be more effective to have informal meetings as an when particular matters arise.

RESOLVED – It be noted that:-

(i)            the security review of iPad, Blackberry and the Modern.Gov application currently underway is completed to confirm that there is appropriate protection in place for the sensitivity of the data to be stored on these devices;

(ii)           following the satisfactory outcome of this review, that iPads are added to the list of equipment available to Members and moved from a pilot into business as usual; and

(iii)          the savings from reduced printing enabled by these devices are used to offset their costs.

Report of the Chamberlain.

The Sub Committee considered a progress report on the 18 key projects in the IS work programme and were advised of a revised list of 16 projects for 2012/13.

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.

To agree the non-public minutes of the meeting held on 17 January 2012.

RESOLVED: That the non-public minutes of the meeting held on 17 January 2012 be approved as an accurate record.

Report of the Chamberlain.

The Sub Committee considered a report of the Chamberlain which updated them on the Procurement and Procure to Pay (PP2P) ICT Category Board.

RECEIVED

There were no questions.

There was no other business.