Agenda and decisions

Report of Service Director Performance and Innovation

On 14 December 2017 the Service Director Performance and Innovation submitted a report seeking the Resources Portfolio Holder’s approval to invest in the Modern.gov Committee Minutes system to improve the agenda publication process and enable paperless working.

Following questions asked by a Councillor about the report, the Portfolio Holder has taken account of the following additional information provided by the Service Director Performance and Innovation:

The report specifically relates to the procurement of a new committee system which will improve the agenda publication process. The system will enable reports to be drafted, amended, collated and uploaded in a much more efficient way and will reduce the amount of admin time currently spent on the process. It is estimated that these efficiency savings equate to around £7,120 per annum.

Once implemented the new system will enable the council to move forward with paperless working for Councillors. The hardware for Councillors to support paperless working will be purchased and rolled out once the new system is established and is expected to coincide with the May 2019 elections. The phased approach offers the following benefits:-

·         Allowing the Democratic Services staff the time they need to implement the software and new processes;

·         Removing the strain currently felt by the service and freeing up admin time;

·         Allowing the hardware purchase and roll out to fit around existing IT workloads;

·         Fitting in with the term of office for Councillors.

The time saving element of the system will be realised through the procurement and implementation of the system as will some reduction in printing and postage but the full cost savings for the system (specifically for paper, printing and postage) will not be realised until the second year of the project (during the financial year 2019/20).

Decision taken

The Resources Portfolio Holder gave approval to invest £68,540 (over a five year period) to purchase the Modern.gov software and associated support, hosting and mobile device app for the modern.gov committee minutes system.

Report of Service Director People and Places

On 14 December 2017 the Service Director People and Places submitted a report seeking the Resources Portfolio Holder’s approval to procure the services of an external organisation to collect subscriptions by direct debit on behalf of the council.

Decision taken

The Resources Portfolio Holder gave approval to proceed with the engagement of Gocardless.com under the exemption to Contract Procedures contained within the Financial Regulations and Financial Procedure Rules on the grounds that exceptions may apply where “goods, works or services are of a specialised nature carried out by only one or a limited number of firms with no reasonably satisfactory alternatives available”.

Report of Service Director for People and Places

On 14 December 2017 the Service Director People and Places submitted a report seeking the Planning and Economic Development Portfolio Holder’s approval to enter into a contract for the running of the Fleetwood to Knott End Ferry Service.

Decision taken

The Planning and Economic Development Portfolio Holder agreed that

·         a contract be entered into between supplier A, Wyre Council and Lancashire County Council on the terms of the procurement exercise undertaken under the Official Journal of the European Union (OJEU) regulations.

·         a Joint Ferry Services Working Group with member representation from both authorities be set up to oversee the running of the ferry service.