Agenda and minutes

Orbis Joint Committee
Friday, 20 January 2017 2.00 pm

Venue: Members' Conference Room, County Hall, Kingston upon Thames, KT1 2DN

Contact: Andrew Baird 

Items
No. Item

1/17

Apologies for absence

2/17

Declarations of interest

    All Members present are required to declare, at this point in the meeting or as soon as possible thereafter

    (i)            Any disclosable pecuniary interests and / or

    (ii)           Other interests arising under the Code of Conduct in respect of any item(s) of business being considered at this meeting

    NOTES:

    ·         Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest

    ·         As well as an interest of the Member, this includes any interest, of which the Member is aware, that relates to the Member’s spouse or civil partner (or any person with whom the Member is living as a spouse or civil partner)

    ·         Members with a significant personal interest may participate in the discussion and vote on that matter unless that interest could be reasonably regarded as prejudicial.

     

    Minutes:

    There were none.

3/17

Procedural Matters

3/17a

Members' Questions

3/17b

Public Questions

4/17

Minutes of the Previous Meeting pdf icon PDF 127 KB

5/17

ORBIS JOINT COMMITTEE FORWARD PLAN pdf icon PDF 73 KB

    To review and agree the Committee’s Forward Work Programme.

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    None

     

    Key points raised during the discussion:

     

    1. Officers introduced the Orbis Joint Committee Forward Plan which was noted by Members. It was highlighted that the intention was to discuss the frequency of Orbis Joint Committee meetings would be discussed as part of item 12 on the agenda.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED:

     

    The Orbis Joint Committee agreed to note the Forward Plan.

     

6/17

November Budget Monitoring pdf icon PDF 102 KB

    To provide an update to the Orbis Joint Committee on the financial position of Orbis at the end of November 2016.

     

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Kevin Foster, Chief Operating Officer, East Sussex County Council

     

    Key points raised during the discussion:

                                                    

    1. Officers introduced the report and highlighted that Orbis was on course to deliver £1.8 million in efficiency savings for 2017/18 early. Members noted that there were ongoing discussions in Orbis regarding officers accepting voluntary severance packages which would lead to future savings.
    2. A discussion was had regarding the level of investment that the partnership would make in technology in order to increase efficiency through the integration of self-service methods. Officers highlighted that work was still ongoing. 
    3. Members sought clarification on if the savings outlined in the report were proportional to the level of investment made by each local authority in the partnership. Officers confirmed that the savings in the report were proportional. 
    4. A discussion was had regarding redundancy costs in which it was highlighted that a separate finance provision would be used for East Sussex County Council’s (ESCC) redundancy costs. 

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED: That;

    the Orbis Joint Committee notes the:

                  i.        Services forecast -£1.8m budget variance at year end on the joint operating budget and £1.7m variance on the investment fund.

                 ii.        Services forecast to achieve £3m efficiencies by year end.

     

7/17

Orbis Operating Budget 2017/18 pdf icon PDF 125 KB

    To provide an update to the Orbis Joint Committee on the 2017/18 Orbis Operating budget, in order for the Joint Committee to recommend the 2017/18 contribution to be made by East Sussex County Council and Surrey County Council.

     

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Kevin Foster, Chief Operating Officer, East Sussex County Council

    Sergio Sgambellone, Director of HR, Orbis

    Key points raised during the discussion:

     

    1. Officers introduced the report and gave a brief summery of the savings included in the report. Members noted that work was still ongoing and a further report should be expected.  
    2. Members sought confirmation on whether the savings identified in the report had been adjusted in accordance with updates to the Orbis Operating Budget in October 2016 and enquired if there was potential for further savings to be achieved. Officers advised that the savings identified had been revised to reflect the changes to the Orbis Joint Operating budget while also stressing that it was possible for further savings to be achieved by in year by the partnership.
    3. A discussion took place regarding the importance and financial benefits of revaluating how front line services are provided. It was noted that that there were identifiable benefits in providing self-service opportunities and by looking into ways of empowering staff to facilitate improved decision making. 
    4. Committee Members questioned a footnote in the report which stated that management costs include an adjustment to ensure that the cost of pension contributions was similar in both SCC and ESCC. Officers informed the Committee that this was due to the pension provisions of each council being different and that they were equalised for the purposes of fairness.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED: That;

     

    the Orbis Joint Committee agreed to recommend the level of 2017/18 contributions to the Orbis Joint Operating Budget to both ESCC and SCC Cabinets for inclusion in the 2017/18 budget proposals for approval by the respective County Councils.

     

8/17

Orbis and EY Consultancy Partnership pdf icon PDF 93 KB

    To provide an update to the Orbis Joint Committee on the development of the partnership between Orbis and EY.

     

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Kevin Foster, Chief Operating Officer, East Sussex County Council 

    Neil Sartorio, EY

    Adele Jenkins, EY

     

    Key points raised during the discussion:

     

    1. Officers introduced the report and provided Members with an update of the partnership between Orbis and Ernst & Young (EY). It was noted that there were a number of key areas in which the partnership between EY and Orbis was developing such as the provision of specialist advice on areas where Orbis would benefit from an external viewpoint. Discussions also took place regarding the EPIC+ programme and the different development opportunities provided to help nurture and support talent.
    2. Members sought an update on the Business Solutions Platform (SAP) and how it would be used in the organisation. Officers stated that they were currently exploring its strengths and the potential benefits that could be achieved by implementing a new system and how the two might dovetail together.
    3. Officers highlighted further efforts to establish and strengthen the partnership between EY and Orbis. This initiatives such as shadowing officers to further understand how they work, research into the benefits of behavioural science and how it can be used in the organisation as well as further exploration into commercial opportunities.  

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED: That;

     

    the Orbis Joint Committee notes the progress being made by EY and Orbis on key elements of the work plan of this Public and Private Sector Partnership.

     

9/17

Brighton & Hove City Council Update pdf icon PDF 92 KB

    To provide an update to the Orbis Joint Committee on the development and integration of Brighton and Hove City Council (BHCC) into the Orbis Partnership.

     

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    David Kuenssberg, Director of Finance & Resources, Brighton & Hove City Council

     

    Key points raised during the discussion:

     

    1. Officers introduced the report and informed Members that progress was continuing to be made on Brighton and Hove City Council joining the Orbis Partnership. Members noted that work was ongoing to understand how different services could be aligned and advised that thus far services had proved to be working well together. Officers concluded by expressing their confidence in the integration process although it was highlighted that work was ongoing to ensure that BHCC would be integrated into the partnership effectively.
    2. Members discussed the financial benefits and learning opportunities that came with working with other services within the partnership and stressed these would benefit the partnership as a whole.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED: That;

     

    the Orbis Joint Committee notes the progress being made towards BHCC joining the Orbis Partnership

     

10/17

Orbis Pay Strategy pdf icon PDF 171 KB

    With Brighton and Hove City Council (BHCC) joining Orbis as the third founding partner a need to review the Orbis Pay strategy has emerged in order to support all Orbis services in their journey towards greater integration and efficiency. This report sets out the proposed approach to developing a pay and reward strategy for staff within Orbis in light of the addition of BHCC to the partnership.

     

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Sergio Sgambellone, Director of Human Resources, Orbis

     

    Key points raised during the discussion:

     

    1. Officer introduced the report and discussed challenges that were faced with pay grades and how these would differ between local authorities within the partnership. Further discussion was had regarding those whose roles require travelling between counties and how this would be reflected within pay grades.
    2. Members discussed the importance of integrating video conferencing to solve issues with travelling between each local authority.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED: That;

     

    the Orbis Joint Committee notes the approach being taken to develop the pay strategy and how this will inform blended pay for ‘true partnership’ roles

     

11/17

EPIC + Staff Development Programme pdf icon PDF 76 KB

    As part of the Orbis vision, it is recognised that the development of the brand and its employees is pivotal in achieving the objective of making Orbis the compelling alternative.

     

    Orbis is undertaking several wider programmes to develop and provide opportunities for staff through initiatives such as Ingenium, creativity and innovation training and the launch of the EPIC+ talent development programme.

     

    Additional documents:

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Kevin Foster, Chief Operating Officer, ESC

    David Kuenssberg, Director of Finance & Resources, BHCC

    Adele Jenkins, EY

     

    Key points raised during the discussion:

     

    1. Officers introduced the report and informed Members of the ongoing progress of the Orbis brand by providing development opportunities to staff through the EPIC+ development programme. It was highlighted that staff would be supported and that those who show initiative and take responsibility for their own development would be most successful.

     

    Actions/ further information to be provided:

     

    None.

     

    RESOLVED: That;

     

    the Orbis Joint Committee notes the business challenges identified for the EPIC + development programme.

     

12/17

Frequency of Orbis Joint Committee Meeting pdf icon PDF 78 KB

    For Board member’s to discuss the number and frequency of Orbis Joint Committee meetings which take place each year.

     

    Minutes:

    Declarations of interest:

     

    None

     

    Witnesses:

     

    Adrian Stockbridge, Orbis Programme Manager

     

    Key points raised during the discussion:

     

    1. A discussion was had around the frequency of Orbis Joint Committee meetings. Members agreed that the number of formal public meetings should be reduced to two a year and that there should be an additional two informal private meetings a year.

     

    Actions/ further information to be provided:

     

    That the number of formal public meetings conducted by the Orbis Joint Committee should be reduced to two a year and that there should be an additional two informal private meetings a year.

     

    RESOLVED: That;

     

    the Orbis Joint Committee agree the number of meetings that the Joint Committee will have each year.

     

13/17

DATE OF THE NEXT MEETING