Policy and Resources (Finance, Administration and Information Systems) Sub-Committee 25 August 2005
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B145
Policy and Resources Committee
Thursday, 25th August, 2005
MEETING OF POLICY AND RESOURCES (FINANCE, ADMINISTRATION AND INFORMATION SYSTEMS) SUB-COMMITTEE
Members present: Councillor Jones (Chairman); the High Sheriff (Councillor D. Browne); and Councillors Campbell, Cunningham, Hartley, Kirkpatrick, McKenzie, Newton, O'Neill, O'Reilly and Rodgers.
In attendance:
- Mr. T. Salmon, Director of Corporate Services;
- Mrs. R. Crozier, Head of Information Services;
- Mrs. H. Louden, Head of Financial Services Designate;
- Mr. F. Maguire, Head of Financial Services;
- Mr. D. Cartmill, Directorate Support;
- Mr. J. Halligan, Senior Information Services Manager;
- Mr. M. McVitty, Head of Projects and Corporate Systems;
- Mr. G. Wright, Head of Facilities Management;
- Mr. M. Stanley, Project Manager, Urban Development Section; and
- Mr. N. Malcolm, Committee Administrator.
Minutes
The minutes of the meetings of 24th March and 19th April, which had been printed and circulated, were taken as read and signed as correct.
Day and Time of Future Meetings
The Committee Administrator informed the Members that the Sub-Committee normally held its meetings at 9.30 a.m. on the fourth Thursday every two months.
During discussion in the matter, several Members made the point that, since the Sub-Committee met late in the month, a considerable period of time elapsed before its minutes were adopted by the Policy and Resources Committee. It was suggested that the Sub-Committee should hold its meetings earlier in the month which would therefore enable its minutes to be adopted, as other Policy and Resources Sub-Committees’ minutes were, at that month’s meeting of the principal Committee.
Other Members expressed the view that, given the high number of meetings which were held each month and the difficulty in obtaining an alternative day on which to meet, no change should be made. It was also pointed out that the delay in the Sub Committee’s minutes being adopted had not caused any difficulties previously.
After further discussion, the Sub-Committee requested that it receive at its next monthly meeting, which would be held at the usual date and time, a report regarding alternative days on which it could hold its meetings.
Overview of Corporate Services Department and Special Meetings
The Director of Corporate Services introduced the various members of staff to the Members and provided an overview of the work which the different Sections within the Department undertook. He indicated that it would be beneficial for the Sub Committee to be provided with information concerning the work which was undertaken by these Sections. Accordingly, a number of Briefing Sessions would be held in the coming months. The Director reminded the Sub-Committee that it acted also as the Council’s Audit Panel and that it would be necessary for a meeting of the Panel to be held.
Following discussion, the Sub-Committee agreed that a meeting of the Audit Panel be held on 8th September at 9.30 a.m. and that a special meeting for the Sub Committee be held on 20th September, commencing at 9.30 a.m.
Financial Services Section - Business Plan 2005/2006
The Head of Financial Services Designate submitted for the Sub-Committee’s consideration the Business Plan for the Financial Services Section for 2005/2006. She provided the Members with information in regard to how successful the Section had been in meeting the objectives which it had been set during the 2004/2005 financial year and referred to the objectives which had been set for the 2005/2006 year. She indicated that the introduction of new accounting and payroll systems might have implications for the future delivery of support services to Departments.
In answer to a Member’s question, the Head of Financial Services informed the Sub-Committee that the Council undertook risk analysis regarding events which could adversely affect the Council’s budget and that, in addition, a number of contingency arrangements were in place regarding the Council’s Information Systems.
After further discussion, the Sub-Committee agreed to approve the Business Plan for the Financial Services Section for the period 2005/2006.
Investors in People
Arising out of discussion of the foregoing matter, several Members stated that they had been advised by “front-line staff” in Sections where the Investors in People award had been achieved that they had derived no benefit from the Section having received the award. The staff had indicated also that they had found it difficult to obtain further training in order to improve themselves. The Members pointed out that the Council had expended sums of money enabling Sections to obtain awards, such as Investors in People and the Charter Mark, and enquired as to whether the Council had obtained value for money in this regard. Accordingly, the Sub-Committee requested that it receive at a future meeting a report regarding the costs associated with Sections within the Council achieving the Investors in People and the Charter Mark awards.
In response, the Head of Financial Services indicated that it was a Council objective that all Sections obtain the Investors in People award. He made the point that, given the staff issues which were involved, the information which had been requested was not necessarily a matter for the Finance, Administration and Information Systems Sub-Committee. However, he undertook to provide a report indicating the amounts which had been expended across the Council on achieving awards such as Investors in People and the Charter Mark, although he indicated that the report might take time to compile as information would be required from the several Departments of the Council.
Noted.
Reprographics Unit Year End Report 2004/2005
The Sub-Committee noted the contents of a Year End Report in relation to the performance of the Reprographics Unit for the 2004/2005 financial year and the additional objectives which had been set for the current year.
Arising from discussion in this matter, the Sub-Committee agreed to undertake a visit to the Reprographics Unit on a date to be determined in conjunction with the Chairman.
Approval to Tender for a High Speed Colour Photocopier
The Sub-Committee considered the undernoted report.
In response to a Member’s question, the Sub-Committee was advised that the request for authority to award the tender to be delegated to the Director was being made in order to expedite the matter and ensure that the photocopier could be installed as soon as possible.
After discussion, the Sub-Committee adopted the recommendation contained within the report.
Provision of Internet Services
The Head of Information Systems informed the Sub-Committee that the contract for the provision of internet services to the Council was due for renewal. She indicated that internet traffic had increased substantially since the contract had been awarded in 2003 and that the capacity of the service was required to be increased to enable the system to keep pace with the increase in its use. She stated that the estimated cost of the provision of the high capacity internet connection would be £30,000 per annum and that the costs would be met from within the Section’s budget.
She requested that, since it would be likely that Information Services Belfast would be in a position to award the tender prior to the next scheduled meeting of the Sub-Committee and in order to expedite the matter, authority be delegated to the Director of Corporate Services, in conjunction with the Chairman of the Sub-Committee, to accept the tender based on the lowest received. She indicated that, if a tender other than that which had submitted the lowest price was to be recommended, a report would be submitted to the next scheduled meeting of the Sub-Committee before the tender was awarded.
After discussion, the Sub-Committee agreed that tenders be sought for the provision of a high capacity internet service and agreed further to delegate authority to the Director of Corporate Services, in conjunction with the Chairman of the Sub Committee, to award the tender to the company which submitted the lowest price, on the understanding that the proposals from that company were acceptable.
Acquisition of a Replacement Licensing System
The Head of Information Services informed the Sub-Committee that the Health and Environmental Services Department had a number of licensing responsibilities which were administered currently by different Sections within the Department using various software and paper-based systems. As a number of these systems were being constrained by functionality restraints, the Department had requested that Information Services Belfast examine the possibility of providing a replacement licensing system. Accordingly, she recommended that tenders be sought for a licensing system at an approximate cost of £48,000 over a five year period. The costs associated with the tender would be met from the Health and Environmental Services Department’s budget.
The Sub-Committee adopted the recommendation.
Study Visit to Information Services Belfast
The Sub-Committee agreed that a special meeting to undertake a study visit to Information Services Belfast to view the facilities thereat be arranged on a date to be determined in conjunction with the Chairman.
New Internet Recruitment System
The Head of Projects and Corporate Systems informed the Sub-Committee that quotations had been sought from six suppliers of internet recruitment systems and that only one company, Transformational Services Limited, Greystone Road, Antrim, had responded, at a cost of £20,565, inclusive of a first year licence. Accordingly, he recommended that the Sub-Committee agree to award the contract for the supply of an internet recruitment system to Transformational Services Limited.
In answer to a Member’s question, the Head of Projects and Corporate Services informed the Sub-Committee that the system would enable persons to submit application forms on-line, thereby reducing the workload of the staff in the Human Resources Section and providing a more efficient service to the public. He indicated that the system should meet all of the Human Resources Section’s requirements in this regard and that the installation of this system was part of a larger strategy involving the computerisation of the Council’s recruitment process.
After discussion, the Sub-Committee agreed to award the contract for the supply of an internet recruitment system to Transformational Services Limited.
Capital Programme Monitoring Report
The Sub-Committee agreed to defer consideration of a report regarding the monitoring of the current Capital Programme to enable the Members to have sufficient time to consider its contents. In addition, the Sub-Committee requested that, when the report was submitted to the next scheduled meeting, information regarding schemes which cost either more or less than the amount allocated in the Programme be provided to the Members.
Chairman
