There was one change of membership for this meeting: Councillor Collett replaced Councillor Greenslade.

The Vice Chair, Councillor Hastrick, had sent her apologies.

The Lead Member for Shared Services, Councillor Matthew Bedford (Three Rivers District Council), had sent his apologies.

The Portfolio Holder, Councillor Watkin, sent his apologies after the meeting.

No apologies for absence were received from Councillor Dhindsa.

There were no disclosures of interest.

The minutes of the meeting held on 23 September 2014 to be submitted and signed.

Copies of the minutes of this meeting are usually available seven working days following the meeting.

(All minutes are available on the Council’s website.)

The minutes of the meeting held on 23 September 2014 were submitted and signed.

The update on actions is attached for the Panel's comments and sign-off of any completed actions.

The Panel received an update on actions which had arisen from previous meetings. 

The Chair asked whether the item at VE12 of the Outstanding Actions and Questions report was practicable.  The Committee and Scrutiny Support Officer (JK) informed the Panel that overgrown vegetation could be reported on the Hertfordshire County Council Highway’s fault reporting website and that they did most of the works.  She confirmed that the Transport and Infrastructure Section Head was the contact within WBC.

Councillor Collett made reference to VE9  stating that there had been no launch event in Woodside this year despite a Green Flag being held.  It was agreed that the matter be discussed at the next Panel meeting with the Environmental Services Client Manager for Parks and Streets.

ACTION - Committee and Scrutiny Support Officer

RESOLVED - that the actions and update be noted and the completed actions be signed off.

Report of the ICT Client Section Head

The Panel received a report from the ICT Client Section Head updating Members on matters in relation to the ICT contract.  The ICT Client Section Head introduced the report and invited questions.

Councillor Martins thanked the ICT Client Section Head for the report and asked whether user requirements would be driving improvements and what the time frame would be to get the service to the required standard.

The ICT Client Section Head explained that feedback was being obtained from staff and that all services were being engaged.  This informed how the technology could be improved to help support users.  She added that from a contract management perspective, users were being forthright with information and she was confident ICT were aware of the issues.  The contract team conducted a gap analysis looking at what was actually being delivered and comparing this to the contracted delivery.  User experience was used within this.  With regard to the time frame, it was anticipated that the core contract delivery  would be much improved by Christmas with the Modernising IT programme being implemented longer term – March 2015.  She explained how the improvements would relate to the Public Service Network (PSN) for members.

The Chair asked if there were any figures in relation to the additional resources being utilised.  The ICT Client Section Head explained that the Capita Account Manager would be able to assist with this information and there would be more detail in 2015.  The Capita Account Manager advised that there would be seven additional staff employed by Christmas and that there would ultimately be 10 staff engaged with the account recovery team.

Councillor Joynes expressed concerns that staff may be employed on weekly contracts that were not effective.  The Capita Account Manager responded that agency staff were only employed to fill gaps and that they were not engaged on weekly contracts; rather they could be given a week’s notice.  Agency staff would be employed until Christmas with some taking on permanent roles.

Councillor Joynes asked whether there would be a permanent team by Christmas.  The Capita Account Manager said that the proportion of permanent staff would gradually increase.  He agreed that it was more effective to have permanent staff with a good knowledge of the issues and with the right skills; and that was the aim for the construct of the team.

In response to a question from Councillor Counter about the longer term plans, the ICT Client Section Head explained there would be a six to eight month time frame to resolve the current problems (under the Modernising IT programme) when greater value would then be obtained from Capita, such as looking at innovation forums, which was within the contract.  Work had now commenced in this regard with Capita interviewing all services across Watford and Three Rivers and preparing a strategic document.  She explained that she had received positive feedback from services about the entire process.  An examination of high level processes had been conducted which would identify the key strategic requirements  ...  view the full minutes text for item 19.

The Panel is asked to consider any conclusions and recommendations arising out of the item on the ICT contract.

These were as follows:

·        The Committee and Scrutiny Support Officer to circulate the ICT roadmap to the Panel following its approval.

• The ICT Client Section Head to provide a report on the progress of improvements to the IT service for the February 2015 meeting of the Panel.

·        The Partnership and Performance Section Head to include the five Key Performance Indicators on the core ICT service in the next Performance Report to the Panel.

The Panel are asked to discuss any conclusions and learning points from the visit to the depot.

The Chair asked for any feedback on the visit to the Depot on 21 October.

Councillor Collett stated that the visit was good and the staff should be complimented on being out in all weathers.  She expressed some concern as to the number of shopping trolleys left abandoned in public places.  The Director of Finance commented that supermarkets do pay a reward for their return.  Councillor Collett also expressed concern about litter in Meriden and Woodside and wondered whether there were enough staff to deal with the issue, particularly as priority seemed to be given to shop fronts.  The Chair asked that the matters be discussed at the next meeting of the Panel with the Environmental Services Client Manager for Parks and Streets.

ACTION -  Committee and Scrutiny Support Officer

The Committee and Scrutiny Support Officer (JK) suggested that a presentation prepared by the Environmental Services Client Manager for Waste and Recycling outlining how the waste contract worked be re-circulated to the Panel.  This was agreed.

ACTION - Committee and Scrutiny Support Officer

The Chair wondered whether there were any maps of areas cleared of litter.  Councillor Martins commented that it seemed vague as to how locations were identified for clearing.

Councillor Collett asked that the staff at the Depot be thanked for hosting the visit.  The Committee and Scrutiny Support Officer (JK) explained that a message of thanks had been sent.

The Committee and Scrutiny Support Officer (JK) said that it had been suggested that a visit to Leisure Centres might also be of use to the Panel as SLM was an agenda item at the Panel meeting in January.  This was agreed and also that the visit should take place before the end of the year - possibly during an evening.   Councillors Collett and Joynes said that they would not need to attend as they had a user perspective.  The Chair suggested that a Saturday morning should also be considered for the visit.  It was agreed that the Committee and Scrutiny Support Officer would arrange the visit and also explore the possibility of visiting the Woodside Stadium.

ACTION - Committee and Scrutiny Support Officer 

The work programme is attached.

The Panel is asked to note the programme and discuss any changes they would wish to make.

The Chair asked that the update on the Veolia contract - waste and recycling be removed from the agenda for the 12 February 2015 meeting and be replaced by the update on the ICT contract with Capita.

ACTION - Committee and Scrutiny Support Officer