Venue: Room 1P05, 1st Floor - City Hall, College Green, Bristol, BS1 5TR. View directions
Contact: Louise deCordova
Welcome, Introductions and Safety Information PDF 92 KB
The Chair led welcome and introductions.
Apologies for Absence
There were no apologies for absence.
Declarations of Interest
To note any declarations of
interest from the Councillors. They are
asked to indicate the relevant agenda item, the nature of the
interest and in particular whether it is a disclosable
Any declarations of interest
made at the meeting which is not on the register of interests
should be notified to the Monitoring Officer for
There were no declarations of interest.
Minutes of the Previous Meeting PDF 215 KB
the minutes of the last meeting as a correct
To agree the minutes of the last meeting as a correct
Action Sheet PDF 115 KB
To note the progress of actions
from the previous meeting.
The Commission noted the
progress of actions from the previous meeting.
The following points were noted
Business Change Structure
- It was noted that the
current organisational structure for Business Change had been
circulated to Members. It was confirmed
that these were transitional arrangements and Officers would update
Members as and when changes occurred. Action: Anna
- Advised that officers
were talking to Microsoft to find the most appropriate and cost
effective way to provide Office 365 licences for Members.
Action: Richard Billingham
to provide an update at the next meeting
- Advised that officers
were in the process of refining the performance indicators and
would bring a revised version to the Commission for comment.
Action: Anna Klonowski
- The Commission
received a verbal update on the progress of the finance upgrade
project and the status of the current mitigation. Officers confirmed that the vendor’s current
development programme carried additional risks during the annual
software upgrade implementation phase. Officers to go back to
supplier to find out whether a biennial upgrade cycle was possible
which may carry less risk. Action: Annabel Scholes/Denise Murray to update in January
To note any announcements from
There was no Chair’s business.
Up to 30 minutes is allowed for
Any member of the public or Councillor may
participate in Public Forum. The
detailed arrangements for so doing are set out in the Public Information Sheet at the back of this
agenda. Public Forum items should be
emailed to firstname.lastname@example.org and please note
that the following deadlines will apply in relation to this
Questions - Written
questions must be received 3 clear working days prior to the
meeting. For this meeting, this means
that your question(s) must be received in this office at the latest
by5 pm on Friday 14 October
Petitions and Statements
- Petitions and statements must be received on the working
day prior to the meeting. For this
meeting this means that your submission must be received in this
office at the latest by 12.00 noon on Wednesday 19 October
There was none received.
The Chair proposed and it was agreed that the
Work Programme item be considered at the end of the meeting.
The draft Corporate Strategy 2017-2022, Business Plan 2017/18 and Medium Term Financial Plan 2017/18 - 2021/22 PDF 149 KB
To consider and comment on the draft Business
Plan 2017/18 section for Finance, Governance and Performance,
including the draft financial and saving proposals contained within
The Commission considered a report from the
Interim Strategic Director - Business Change. The report set out
Bristol City Council’s draft five-year Corporate Strategy and
Medium Term Financial Plan. The Commission was asked to comment on
the draft Business Plan 2017/18 section for Finance,
Governance and Performance, including the
draft financial and saving proposals contained within it.
The Strategic Director circulated the Business
Change ‘Increasing Business Efficiency’ savings
The following points were raised in
ICT – stop or
substantially reduce colour printing
- It had been noted at Corporate
Health and Safety meetings that the papers provided did not
translate well in black and white.
Officers to provide advice to enable the meeting to transition to
paperless principles. Action: Richard
Finance - Restructure
- The invoice e-scanning project
timescales had slipped due to the finance system (Milestone)
upgrade due in December.
ICT - legacy system
- The Strategic Director and Service
Director (HR) were committed to develop an effective internal ICT
strategy which focused on core systems and addressed how systems
would work with each other to improve the necessary compatibility
or integration between them. There was evidence of duplication of
effort or use of manual systems to compensate where this was not
working well. It was recognised that there was a need to consult
with existing staff to understand how systems worked in practice to
inform next steps. The Strategic Director and Service Director were
considering whether external support might be necessary to address
these issues as, there was a necessity
to look at some of the basics in ICT at present.
- In response to Member questions, ICT
officers advised that integration with NHS care systems was
difficult, in part due to the interpretation of Data Protection
legislation. There was an opportunity to look at instances where
information security and data protection had caused
barriers. It was noted that this could
require a risk based approach supported by training of all staff to
understand their data protection responsibilities.
HR - Restructure
- The HR cost profile was 90% people
employed. In 2013 196 employees provided an end to end HR service.
At the end of the voluntary severance period the service would
employ 89 people. It was noted that this was at the lower quartile
than comparable national organisations and the cost per FTE (full
time equivalent) was also lower. 26
applications voluntary severance had been accepted. HR management
continued to ensure the service’s resilience to run payroll
and fulfil statutory duties, however it was noted that HRthe future HR service would rely on BCC’s
managers self-serving much more.
- It was understood that there was a
need to make sure that managers were equipped to lead and manage
people and finance etc effectively.
However, the level of available resources for staff learning and
development was £780k, lower than other comparable
organisations. The majority of the spend
related to statutory training for Health and Safety and for social
workers and care workers – attain and retain professional
level qualifications. ...
view the full minutes text for item 31.
Up-date Paper - Members ICT Issues PDF 150 KB
To note and comment on the paper.
The Commission considered a report from the
Acting Service Director Legal and Democratic Services. The report
set out the status of current ICT issues and the plans to meet
Members future ICT requirements. The Commission was asked to note
the report for information.
The following points were raised in the
discussion that followed:
- Members asked if the implementation
of a transition away from landline calls, to calls through a mobile
device application, could result in an increased cost to
constituents. Officers advised that the pilot and prototype test
with a group of councillors planned for December and subsequent
business case and due diligence, would address the impact of
implementation for all stakeholders.
- Members were concerned by the
proposal that laptops and Office 365 should be deployed by
exception as the functionality of iPads was limited. Officers
emphasised that there was a reliance on party infrastructure to
collate the views of Councillors through Party Group Leaders in
order to reach a consensus view.
- Members questioned whether officers
had sought an understanding of the challenges faced by other local
authorities, prior to implementation of the paperless agenda.
Conversation with councillors at a recent South West Councils
meeting had suggested Bristol was not
alone in the challenges faced and may benefit from shared learning
and solution finding with others such as Cotswold District Council
and Gloucester City Council. Action: Richard Billingham
- Members emphasised the benefit of
using a customer relationship management to support Councillors
casework. Officers confirmed that the
use of Salesforce had been previously discussed as a possible
application for this. Officers to update on the current position at
the next meeting. Action: Shahzia Daya
- Members asked whether the use of the
Safari browser could be revisited due to the ongoing functionality
issues faced with Airwatch. Officers advised that this may not be possible due
to security concerns but would take a further look at whether these
could be overcome. Action: Ian Gale
Work Programme PDF 137 KB
To note the work programme.
The Commission considered the work
The following points were raised in
- It was confirmed that scrutiny of
Procurement would move back to the Business Change work programme
from February 2017. Members requested a
position paper to confirm how the Social Value Act was being
implemented in Procurement.
Member’s suggested that Procurement should support the
corporate strategy to achieve savings and desired outcomes. It was
agreed that there was a conflict between social value and cost
reduction. The Strategic Director suggested that Officers attend
the next meeting to provide an update report. Action: Alison Slade and Netta Meadows
- It was agreed that Reserves and
Assets move to later meeting.
- Officers to determine whether other
scrutiny commissions had focussed on income generation , in order that Business Change Members
could be assured this was being covered elsewhere in the wider
scrutiny work programme. Action: Johanna
- It was proposed and agreed that a
watching brief on plans to improve debt collection and income
generation targets be added to the work programme. Action: Johanna Holmes
- Members requested that the ICT
spending pressure be added to the work programme as an standing item. It was important to monitor how
in-year spending pressures were being dealt with as these were
fundamental to next year’s proposed savings plan. It was
noted that this was being reported in the monthly financial
- Business Change meeting dates to be
rescheduled to closely track Cabinet meeting dates to ensure
Scrutiny Members had access to the most publicly available budget
information. Action: Johanna Holmes