Policy and Resources (Finance, Administration and Information Systems) Sub-Committee 24 May 2007
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Policy and Resources Committee Thursday, 24th May, 2007
MEETING OF POLICY AND RESOURCES (FINANCE, ADMINISTRATION AND INFORMATION SYSTEMS) SUB-COMMITTEE
Members present
Councillor Jones (Chairman); the High Sheriff (Councillor Kirkpatrick); and Councillors Kyle and Rodgers.
In attendance
- Mr. G. Wright (Head of Facilities Management)
- Mrs. K. Russell (Business Improvement Manager)
- Mr. N. Malcolm (Committee Administrator)
Apologies
Apologies for inability to attend were reported from Councillors Cunningham and Newton.
Minutes
The minutes of the meeting of 22nd March were taken as read and signed as correct.
End of Year Performance Report for the Business Improvement Section
The Sub-Committee considered an end of year report (This should be requested under Freedom of Information) regarding the performance of the Business Improvement Section. The report indicated that the Section had generated a surplus income of £206,998 for the Council in the previous financial year and had met or exceeded all the targets which had been contained within its Business Plan. The report indicated also that, in addition to being re-accredited as an Investor in People organisation, the Section had been one of eleven Bodies in Northern Ireland to be awarded Investor in People "Profile" status, which involved a more robust and comprehensive assessment process.
Following discussion, the Sub-Committee noted the contents of the end of year report on the Business Improvement Section.
Transfer of Delegated Authority
The Sub-Committee was reminded that, at its meeting on 22nd March, it had agreed to invite tenders for a range of building-related services and to delegate authority to accept the tenders and/or to approve inclusion on Select Lists in respect of those services to the Director of Corporate Services, in consultation with the Chairman of the Sub-Committee.
The Head of Facilities Management informed the Members that, due to the size and complexity of the procurement exercises for the tenders, the evaluation processes had not yet been completed. Therefore, since the Sub-Committee would cease to exist under the new governance arrangements, it would be necessary to transfer this delegated authority to the Director of Corporate Services, in conjunction with the Chairman of the Strategic Policy and Resources Committee, and he recommended accordingly.
The Sub-Committee adopted the recommendation.
Tender for the Provision of Window Cleaning at the Cecil Ward Building
The Head of Facilities Management informed the Sub-Committee that, following public advertisement, four tenders had been received for the supply of specialist window cleaning services at the Cecil Ward Building from 1st July, 2007 till 30th June, 2008, with the option to renew for a further one-year period. He informed the Sub-Committee that, following evaluation of the tenders against pre-agreed criteria, he was recommending acceptance of the most economically advantageous tender received, that submitted by Resource Limited, Pennybridge Industrial Estate, Ballymena, in the sum of £12,750 per annum.
After discussion, the Sub-Committee agreed to accept the tender from Resource Limited for a one-year period, in the sum of £12,750 per annum, with the option to renew for one year, subject to the completion of form of contract to be prepared by the Director of Legal Services.
Invitation of Tenders for the Provision of Drainage Clearance and Camera Surveys
The Sub-Committee agreed that tenders be invited for the provision of drainage clearance and camera surveys for a period of three years. The Sub-Committee agreed further to delegate authority to the Director of Corporate Services, in consultation with the Chairman of the Strategic Policy and Resources Committee, to accept the tenders and/or approve the Select Lists for the provision of those services.
Visit to the Control Room
(Mr. P. Evans, Security Manager, attended in connection with this item.)
In pursuance of its decision of 22nd March, the Sub-Committee viewed the equipment which was used within the Control Room. The Members were advised that the facility monitored the closed-circuit cameras and the fire and intruder alarms for a number of Council premises and that the Department was in the process of upgrading the equipment used in the Control Room and refurbishing the facility.
In answer to a Member's question, the Security Manager indicated that, as part of the refurbishment of the City Hall, new cameras would be installed within the building and that it was his intention that the facility would become a Command and Control Centre for the Council.
During the visit, several Members expressed concern at the temperature within the facility and, having been advised by the Head of Facilities Management that the cooling system was operating at its maximum capacity, the Members requested that he examine the possibility of installing air conditioning within the Control Room as part of the work being undertaken to refurbish the City Hall.
Last Meeting of the Sub-Committee
The Chairman referred to the fact that, due to the introduction of the new governance arrangements on 4th June, this would be the last meeting of the Finance, Administration and Information Systems Sub-Committee and he thanked the Members and officers for their contribution to the work of the Sub-Committee over the years.
Chairman
