Agenda and minutes

Joint Committee of the London Boroughs of Lewisham and Brent
Thursday 16 February 2017 6.30 pm

Venue: Board Room 4 - Lewisham Town Hall, Catford Rd, London SE6 4RU. View directions

Contact: Tom Welsh - Governance Officer  Email:; 0208 937 6607

No. Item


Apologies for Absence

To receive any apologies for absence and substitutions from Members.


There were no apologies for absence.


Declarations of Interests

Members are invited to declare any disclosable pecuniary interests, or other interest, and the nature of it, in relation to any item on the agenda.


There were no declarations of interests received from Members.


Minutes of the Previous Meeting pdf icon PDF 97 KB

To approve the attached minutes of the previous meeting on 27 October 2016 as a correct record.


RESOLVED that the minutes of the previous meeting held on 27 October 2016, be approved as an accurate record of the meeting.


Report to the ICT Shared Service Joint Committee (February Update) pdf icon PDF 183 KB

This report updates the Joint Committee of the London Boroughs of Lewisham and Brent on the shared ICT service which is now nearing the completion of its first year in operation.


The report specifically addresses:

·         Key updates;

·         The latest detail from the performance pack;

·         A budget update;

·         An update on the proposed expansion of the service with the London Borough of Southwark.


Please note that the key detail from performance pack is attached as Appendix 1.

Additional documents:


Prod Sarigianis (Head of Digital Services, Brent Council) introduced the report, which provided the Joint Committee with key updates on the Shared IT Service that had taken place since the last meeting of the Joint Committee.


He drew the Committee’s attention to the migration of all of Lewisham’s IT services to the new infrastructure, which had included a roll out of new thin clients to replace desktop computers and an upgrade to the Council’s servers, which was due to be completed by April 2017. He noted that work to fully implement failover arrangements and increased resilience between the two datacentres for Lewisham had now been prioritised after the initial critical issue on core business systems at the start of the project. The Committee heard that a live dashboard had also been developed, which enabled any member of staff at either Council to view real time IT performance statistics and that the URLhad been included in the agenda pack. Mr Sarigianis also explained that a service improvement plan was being developed after meetings with Heads of Service and that there had been a successful negotiation with Xerox to merge printing contracts, which had secured a saving of 20% on annual printing costs for both Councils. He also specified that both the telephony support and Cap Gemini contracts for hosting OneOracle were due to end for both Council’s in mid-2018 and noted the procurement steps being taken (paragraphs 3.13 and 3.14 of the report) and also that there was a pressing need to re-procure network equipment (such as firewalls, security software, web filters etc) with permission to award a contract likely to be sought by both Council’s Cabinets in April 2017.  


Mr Sarigianis continued by providing an update on the potential for the London Borough of Southwark to also join the Shared IT Service. He outlined that discussions with Southwark remained ongoing and that a number of steps were being taken and developed to ensure that all of the requisite logistics were in place for this possibility (specified in paragraph 3.10 of the report). He noted that work was continuing to finalise the budget for 2017/2018 and that this work had factored in the prospect of Southwark joining the service in November 2017. The Committee heard that due diligence planning was underway for these considerations and that a detailed financial report was envisaged to be presented at each Councils three respective Cabinets in June 2017.      


A question was raised on what key concerns had arisen from the data in the performance pack. Prod Sarigianis responded that the ‘Calls Resolved with Service Level Agreements (SLAs)’ sections had been the most concerning, however the data had not necessarily been a wholly accurate reflection of performance. It was noted that a lot of the service calls logged had been assigned the wrong priority status. He explained that higher priority calls drew negative data if they had not been addressed quickly, which could skew the data if calls were categorised incorrectly from the outset. Mr  ...  view the full minutes text for item 4.


Any Other Urgent Business


There was no other urgent business to be transacted.