Agenda and minutes
PDF 308 KBContact: Kunwar Khan, Scrutiny Officer
Media
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APOLOGIES FOR ABSENCE AND SUBSTITUTIONS
Purpose of the item:
To receive any apologies for absence and substitutions. Additional documents: Minutes: None received. |
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MINUTES OF THE PREVIOUS MEETINGS: 17 DECEMBER 2021
Purpose of the item:
To review the minutes of the previous meeting. The minutes will be formally agreed as a true and accurate record of proceedings at the next public meeting of the Select Committee. Additional documents: Minutes: The minutes of the Resources and Performance Select Committee held on 17 December 2021 were reviewed. The minutes will be formally agreed at the 14 April 2022 Committee Meeting. |
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DECLARATIONS OF INTEREST
Purpose of the item:
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. Additional documents: Minutes: None received. |
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QUESTIONS AND PETITIONS
Purpose of the item: To receive any questions or petitions.
NOTES:
1. The deadline for Members’ questions is 12:00pm four working days before the meeting (14 January 2022).
2. The deadline for public questions is seven days before the meeting (13 January 2022).
3. The deadline for petitions was 14 days before the meeting, and no petitions have been received. Additional documents: Minutes: None received. |
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DIGITAL BUSINESS AND INSIGHTS PROGRAMME UPDATE
Purpose of the item:
To provide an update on the Digital Business & Insights programme including its projected benefits. Additional documents: Minutes: Witnesses: Becky Rush, Cabinet Member for Finance and Resources
Leigh Whitehouse, Deputy Chief Executive & Executive Director of Resources Andrew Richards, Digital, Business and Insights Programme Manager
Key points raised during the discussion:
1. The Chairman read out the recommendations made by the Resources and Performance Select Committee on 8th October 2020, before current membership of the committee was in place: “The Select Committee is concerned about the tight deadlines, achievement of savings, and lack of an obvious contingency plan. Therefore, the Select Committee recommends that there is assurance put in place demonstrating effective monitoring of risks, timely review of progress and implementation of next steps”. Officers were invited to provide an update regarding the delay to the go-live date and the programme currently. An officer summarised that a review was undertaken in Autumn 2021 when it was realised that the planned December go-live was no longer deemed achievable. This resulted in a re-plan and additional funding request being put before Cabinet on 21 December 2021. Good progress had been made towards the April go-live since that point, including a finalised build of the solution, integrated testing system and parallel payroll running activity. A Cutover Readiness Checkpoint will be completed on 28 January 2022 to assess readiness to progress with the cutover plan for an April go-live and whilst uncertainty and risks remain, the team continued to focus on the delivery of the April go-live.
2. The Chairman asked if the material risk to achieving the April go-live could result in further delay and cost to the Council. An Officer said that the programme was replacing the existing SAP (Systems and Applications) system at Surrey County Council (SCC) and would touch the whole organisation of approximately 10,000 users in addition to 30,000 external users included in school’s payroll. Back-office processes across finance, procurement, Human Resources (HR) and payroll as well as integrations currently in existence for SAP would be included with the addition of new integrations. The result was a very large-scale programme and a significant risk of further delays remained. A Deed of Variation had been agreed to the existing contract with Unit4 to reflect agreed milestones and to ensure that SCC was able to exercise its rights fully. Unit4 were paid on achievement of agreed milestones, with SCC being responsible for delivering its side of the contract to avoid any additional costs or delays.
3. A Member recalled that the Committee had questioned the Digital, Business and Insights (DB&I) deadline overview at the Resources and Performance Select Committee Meeting on 17 September 2021 and received the response that it was too early for an update. A programme update, was expected at this stage, including stakeholder board meetings with RAG (Red, Amber, Green) rated information on processes at that time. There was a concern that translation mapping of the target source data from the existing SAP system was not obvious or of sufficient quality and that data mapping and translation into Unit4 was not completed fully or accurately. ... view the full minutes text for item 5/22 |
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CAPITAL, INVESTMENT AND TREASURY MANAGEMENT STRATEGY 2022/23
Purpose of the item:
Scrutiny of the Capital, Investment and Treasury Management Strategy. (report to follow initially, now included in the supplementary agenda) Additional documents: Minutes: Witnesses: Becky Rush, Cabinet Member for Finance & Resources
Anna D’Alessandro, Finance Director – Corporate & Commercial Mark Hak-Sanders, Strategic Finance Business Partner
Key points raised during the discussion:
Actions/further information to be provided:
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AGILE OFFICE ESTATE STRATEGY
Purpose of the item:
The overall intention is for the Committee to have sight of the office estate proposals in advance of any further reports being submitted to Cabinet, to provide review and support for key recommendations as well as highlighting any areas of concern.
N.B There are Part 2 annexes to this item.
Additional documents: Minutes: Witnesses: Natalie Bramhall, Cabinet Member for Property and Waste
Leigh Whitehouse, Deputy Chief Executive and Executive Director for Resources Simon Crowther, Director – Land and Property Matthew Pizii, Client Account Manager Dominic Barlow, Assistant Director, - Corporate Landlord Brendon Kavanagh, Portfolio Lead – Corporate
Key points raised during the discussion:
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EXCLUSION OF THE PUBLIC
That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information under the relevant paragraphs of Part 1 of Schedule 12A of the Act. Additional documents: Minutes: The Cabinet Member for Property and Waste introduced a Part 2 report containing information which was exempt from Access to Information requirements by virtue of paragraph 3 – Information relating to the financial or business affairs of any particular person (including commercially sensitive information to the bidding companies)
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AGILE OFFICE ESTATE STRATEGY
This Part 2 report contains information which is exempt from Access to Information requirements by virtue of paragraph 3 – Information relating to the financial or business affairs of any particular person (including commercially sensitive information to the bidding companies).
Additional documents: Minutes: [Part Two discussion internal record only, not for publication]
Witnesses: Natalie Bramhall, Cabinet Member for Property and Waste
Leigh Whitehouse, Deputy Chief Executive and Executive Director for Resources Simon Crowther, Director – Land and Property Matthew Pizii, Client Account Manager Dominic Barlow, Assistant Director, - Corporate Landlord Brendon Kavanagh, Portfolio Lead – Corporate The Cabinet Member for Property and Waste introduced a Part 2 report containing information which was exempt from Access to Information requirements by virtue of paragraph 3 – Information relating to the financial or business affairs of any particular person (including commercially sensitive information to the bidding companies)
Key points raised during the discussion:
1. The Select Committee discussed the exempt annexes asking questions of the witnesses under Part 2 conditions.
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COMMERCIAL INVESTMENT PROPERTY
Purpose of report:
To scrutinise the Council’s commercial investment property.
Additional documents: Minutes: [Part Two discussion internal record only, not for publication]
Witnesses: Becky Rush, Cabinet Member for Finance & Resources Natalie Bramhall, Cabinet Member for Property & Waste
Anna D’Alessandro, Director – Corporate, Finance & Commercial Simon Crowther, Director – Land & Property Ryan Curran, Senior Development Manager Paul Forrester, Strategic Finance Business Partner
The Cabinet Member for Property and Waste introduced a Part 2 report containing information which was exempt from Access to Information requirements by virtue of paragraph 3 – Information relating to the financial or business affairs of any particular person (including commercially sensitive information to the bidding companies).
Key points raised during the discussion:
1. The Select Committee discussed the exempt annexes asking questions of the witnesses under Part 2 conditions.
Resolved: The Resources and Performance decided to make its recommendations public:
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PUBLICITY OF PART 2 ITEMS
To consider whether the items considered under Part 2 of the agenda should be made available to the Press and public. Additional documents: Minutes: To consider whether the item considered under Part 2 of the agenda should be made available to the press and public.
It was agreed that the information in relation to the Part 2 items discussed at the meeting would remain exempt. |
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FORWARD WORK PROGRAMME AND RECOMMENDATION TRACKER
Purpose of the item:
For the Select Committee to review the attached Forward Work Programme and Recommendation Tracker, making suggestions for additions or amendments as appropriate. Additional documents: Minutes: The Select Committee noted the Recommendation Tracker and the Forward Work Programme.
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DATE OF THE NEXT MEETING: 14 APRIL 2022
The next meeting of the Resources and Performance Select Committee will be held on 14 April 2022 at 10:00am. Additional documents: Minutes: The Committee noted its next meeting would be held on 14 April 2022.
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