Agenda and minutes

Apologies for absence were received from Councillor De Ryk (London Borough of Lewisham) with Councillor Slater attending as a substitute

To confirm the appointment of the Chair for the meeting.

In accordance with Section 10 of the Joint Committee Terms of Reference the chair should rotate between the appointed members from each Council at each meeting. As this meeting is an additional meeting, being hosted by the London Borough of Brent the practice is for the chair of the meeting to be appointed from the membership of that authority.

RESOLVED that in accordance with Section 10 of the Joint Committee’s Terms of Reference, Councillor McLennan as representative of the hosting Authority (London Borough of Brent) be appointed as Chair for the duration of the meeting.

Members are invited to declare at this stage of the meeting, the nature and existence of any relevant disclosable pecuniary or personal interests in the items on this agenda and to specify the item(s) to which they relate.

There were no declarations of interest from Members.

No deputations or request to speak were submitted by members of the public.

To receive an update from the Head of the Shared Service on progress with development of the Target Operating Model for the Shared Service.

Fabio Negro, Managing Director of Shared Service, supported by Tim Green, Senior Programme Manager, Digital Services, advised members that the Committee had been arranged as an additional meeting to provide the Committee with an update on the development of the Target Operating Model (TOM) following its review by the Shared Technical Service (STS) Joint Management Board.  Members were then provided with a brief overview of the proposed STS Operating Model.

As part of the overview, Members noted the background to the development of the Operating Model following establishment of the STS in 2016, which had been designed to reflect the progress made and key long term strategic priorities and changes identified in terms of delivery of the service moving forward.  The development of the operating model had been based on a detailed review of service provision, strengths, weaknesses and key strategic goals with three options having been identified for review by the Joint Management Board.  The preferred option selected by the Joint Management Board had been Option 2, which it had been felt would provide the best opportunity for improved outcomes whilst also delivering an affordable and value for money service, given the budgetary pressures all Councils are experiencing.

The full report outlining all options in detail had been provided for Members as an additional background document for the meeting, with the Committee noting the summary and key benefits of the recommended Option 2 as follows:

·                An organisation designed to meet or exceed a more complete set of Service Level Agreements and improved end-user experience.

·                An extra 15 net resources (including 5 from Lewisham Homes (LH) subsumption), with a total of 37 increase in establishment headcount; reducing the dependency on agency staff for operation.

·                A dedicated 24 hour telephone Service Desk channel provided by a specialist third party supplier, making permanent the out of hours service provided since March 2020 and extending to in-work hours.

·                A dedicated 2nd Line Support team to provide appropriate role definition between service management and operations in the Infrastructure teams; in order to provide clear responsibility and ownership

·                Provision of additional resource in the Infrastructure teams to meet the needs of Project change and Operational management.

·                A dedicated Service Design and Improvement team, to continually improve service performance, efficiency and service management definition for each of the  key platforms and applications.

·                Other changes included the provision of new Strategy, Technical Architecture, Finance and PMO/Delivery disciplines.

·                Enhanced cyber and security capability recognised to be critical for the service in the future.

Having noted the summary provided, the Committee then went on to consider the Benefits and Drawbacks of the preferred Option, proposed changes in Service Level Agreement KPIs along with the revised Key Performance Indicators and Financial Implications as detailed within the presentation provided for the Committee and included with the agenda. It was noted that the report had been separated into two parts and that any questions or detailed discussion regarding the proposed organisational structure or specific roles proposed within the structure would need  ...  view the full minutes text for item 5.

To consider and agree, in accordance with Section 100A(4) of the Local Government Act 1972, whether the consideration of any items will require the exclusion of the press and public on the grounds that they involve the disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act (as amended).

Members are asked to note that any detailed consideration of the proposed organisational structure & roles within the Target Operating Model will require the exclusion of the press and public on the grounds that this will involve the disclosure of exempt information as defined in the paragraphs 1 & 4 of Part 1 of Schedule 12A to the Act (information relating to any individual and information relating to any consultations or negotiations or contemplated consultations or negotiations in connection with any labour relations matter arising between the authority and employees of or office holders under the authority).

No items were identified at the meeting that required the exclusion of the press and public.

None.

To note that the final meeting of the Joint Committee in the 2020/21 Municipal Year is scheduled to take place at 6:30pm on Tuesday 2 March 2021.

This will be undertaken as an onlibe virtual meeting, with the London Borough of Southwark now to chair.

Members noted the next meeting would take place on: Tuesday 2 March 2021 – 6pm to be hosted virtually by London Borough of Southwark.