Agenda and minutes

Decision: (Unanimous) That the minutes of the Shared Services Joint Committee held on 2 September 2020 be held as a correct record.

Members are reminded of their responsibility to declare any pecuniary interest in respect of matters contained in this agenda.

If you have a pecuniary interest you must withdraw from the meeting. Normally you should leave the room before the business starts to be discussed. You do, however, have the same right to speak as a member of the public and may remain in the room to enable you to exercise that right and then leave immediately. In either case you must not seek to improperly influence a decision on the matter.

Gary Hall, Chief Executive declared a pecuniary interest in item 4 Shared Services Phase 2, appendix f: Proposals for a Shared Chief Executive. 

Councillor David Shaw declared a personal interest item 4 Shared Services Phase 2, appendix f: Proposals for a Shared Chief Executive as Gary Hall’s ward councillor. 

To consider the exclusion of the press and public for the following items of business on the ground that it involves the likely disclosure of exempt information as defined in Paragraph 4 of Part 1 of Schedule 12A to the Local Government Act 1972.

By Virtue of Paragraph 1: Information relating to any individual.

Condition:

Information is exempt to the extent that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Information is not exempt if it relates to proposed development for which the local planning authority may grant itself planning permission pursuant to Regulation 3 of the Town & Country Planning General Regulations 1992(a).

By Virtue of Paragraph 3: Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Condition:

Information is not exempt if it is required to be registered under-

The Companies Act 1985

The Friendly Societies Act 1974

The Friendly Societies Act 1992

The Industrial and Provident Societies Acts 1965 to 1978

The Building Societies Act 1986 (recorded in the public file of any building society, within the meaning of the Act)

The Charities Act 1993

Information is exempt to the extent that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Information is not exempt if it relates to proposed development for which the local planning authority may grant itself planning permission pursuant to Regulation 3 of the Town & Country Planning General Regulations 1992(a).

By Virtue of Paragraph 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.

Condition:

Information is exempt to the extent that, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Information is not exempt if it relates to proposed development for which the local planning authority may grant itself planning permission pursuant to Regulation 3 of the Town & Country Planning General Regulations 1992(a).

Decision: To exclude the press and public for the following items of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 1, 3 and 4 of Part 1 of Schedule 12A to the Local Government Act 1972.

To receive and consider the report of the Deputy Chief Executive. 

Councilor Alistair Bradley proposed that the Committee discuss each appendix in turn and then take the decisions at the end of the debate.

Joint Digital Strategy 2021-24

Chris Sinnott, Deputy Chief Executive presented appendix B: Joint Digital Strategy 2021-24.  The strategy has 4 key themes designed to achieve our shared vision and address the key drivers for change:

·         Work

·         Place

·         People

·         Data and Intelligence

Members supported the Strategy and thanked the staff involved in producing it.   The importance of this Strategy given the impact of Covid-19 and many staff working from home was acknowledged.  The long-term implications and effectiveness of working from home will be reviewed moving forwards.

The digital implications of the recent Planning white paper were noted.  Members were mindful of those residents who are not confident with technology and the need for digital inclusion. 

The recently revised Digital Strategy for South Ribble will be forwarded to Councillor Clark following the meeting.

Developing Shared Customer Services

Chris Sinnott, Deputy Chief Executive presented appendix D: Developing Shared Customer Services.  A single model will enable both councils to deliver customer transformation on a bigger scale, working in a more agile way to make the best use of the collective workforce to achieve shared objectives and greater efficiency.

Both councils will gain economies of scale through shared systems and processes but retain individual culture and identity through the way in which customers interact with the service.

Members noted that, whilst this is a challenge, many of the building blocks required are already in place. The seven service design principles set out within the report are key to delivering excellent customer services for the residents of both Boroughs.  The growth of population was discussed and the increase in demand for services. 

The approach of undertaking a service review in the New Year will enable staff to feed into the proposals before making any changes.  All proposals will be brought back to the Joint Committee before consideration at each Council. 

Proposals for Shared Leadership and Management

Chris Sinnott, Deputy Chief Executive presented appendix E: Proposals for Shared Leadership and Management.  The report sets out the benefits and risks.  Benefits include vision and direction, efficiency and resilience, whilst risks include loss of sovereignty, management pressure and external developments. 

Members noted the concept of a single management team has been tested through the response to Covid-19 where a single Business Continuity Management Team was set up for Chorley and South Ribble.  This has worked well.

A query was raised over the title ‘Director of Place’.  The need for a Deputy Chief Executive role will be included within the Council reports.  The need for effective deputies was noted, for example, if a conflict of interests arose. 

Members will be involved in the appointment of the Shared Leadership Team and noted that there is a risk of redundancy for one member of staff.  Members expressed concern at the pace of the proposals, but acknowledged that the majority of staff appreciate certainty, not delay, in these circumstances.  ...  view the full minutes text for item 20.45