Issue - meetings

This report sets out the update of requests made under the Freedom of Information Act 2000.

The Committee received a report of the Head of Democracy and Governance which provided the half yearly report of the requests made under the Freedom of Information Act 2000, covering the period from 1 April to 30 September.  An updated version of the Appendix was circulated at the meeting.

The Head of Democracy and Governance reported that the revised Appendix showed that 196 requests had been received during the period rather than 202, as shown on the original report.  The difference was due to some duplication and the inclusion of a few requests for information from Three Rivers District Council. 

The Head of Democracy and Governance informed the Committee that there were still ongoing problems with the Council’s CMS system, Lagan.  This was a system used by all Customer Liaison Officers (CLOs) and the Customer Services Team to record all requests for information and the responses.  The latest information advised that Capita had been in contact with the external supplier to try to resolve the issues.  The latest information had been compiled by the CSC Team Leader, who had contacted all CLOs for information.

The Head of Revenues and Benefits circulated a further update for his service.  He apologised that the information had been provided to the Committee late.  He explained that his service kept a spreadsheet of all requests received and their progress.  This was separate to the one maintained be the CSC Team Leader.  He would ensure that in the future the two were reconciled in sufficient time.

The Head of Revenues and Benefits reported that all requests for information in the first half of the year had been completed.  Some of the requests shown as overdue had been due to requests made for further information from the requestor.  He also highlighted the number of requests for information since 1 October.  Some requests could be very complex, for example requesting information about businesses with outstanding credits on their accounts.  It had been agreed that more information would be published on the website, including creditor lists.  If the information appeared on the website officers were able to direct the requestor to the relevant page.  It was hoped this would reduce some of the frequent requests.

Councillor Khan asked for further information explaining why the software had not yet been repaired. 

The ICT Client Section Head advised that the problem related to software which was attached to Lagan, containing the electronic forms.  Capita was currently liaising with the third party supplier.  Part of the software had been repaired but it was still not complete.  The issue had been escalated at all levels.  She added that she had requested a further update from Capita’s Accounts Director. 

In response to a further comment from Councillor Khan, the ICT Client Section Head advised that if the Council had not outsourced the ICT service to Capita, then the Council would have liaised directly with the third party.  It was not possible for her small team to liaise with the third party as it did  ...  view the full minutes text for item 27