Agenda, decisions and minutes

At this point in the meeting, the Executive Member is asked to

declare:

·        any personal interests not included on the Register of

Interests

·        any prejudicial interests or

·        any disclosable pecuniary interests

which they may have in respect of business on this agenda.

The Executive Member was invited to declare, at this point in the meeting, any personal interests not included on the Register of Interests, or any prejudicial or disclosable pecuniary interests, which he might have in the business on the agenda. No additional interests were declared.

To approve and sign the minutes of the Decision Session held on 16 September 2019.

Resolved: That the minutes of the Executive Member for Finance and Performance Decision Session held on 16 September 2019 be approved and then signed by the Executive Member as a correct record.

At this point in the meeting, members of the public who have registered to speak can do so. The deadline for registering is 5.00pm on Friday 15 November 2019. Members of the public can speak on agenda items or matters within the Executive Member’s remit.

To register to speak please contact the Democracy Officer for the meeting, on the details at the foot of the agenda.

Filming, Recording or Webcasting Meetings

Please note that, subject to available resources, this meeting will be filmed and webcast, or recorded, including any registered public speakers who have given their permission. The broadcast can be viewed at http://www.york.gov.uk/webcasts or, if recorded, this will be uploaded onto the Council’s website following the meeting.

Residents are welcome to photograph, film or record Councillors and Officers at all meetings open to the press and public. This includes the use of social media reporting, i.e. tweeting.  Anyone wishing to film, record or take photos at any public meeting should contact the Democracy Officer (contact details are at the foot of this agenda) in advance of the meeting.

The Council’s protocol on Webcasting, Filming & Recording of Meetings ensures that these practices are carried out in a manner both respectful to the conduct of the meeting and all those present.  It can be viewed at

https://www.york.gov.uk/downloads/file/11406/protocol_for_webcasting_filming_and_recording_of_council_meetings_20160809

It was reported that there had been no registrations to speak at the meeting under the Council’s Public Participation Scheme.

The report will present the proposals to renew or replace any core ICT systems in the council with a whole life contract value of over £250k. These have been defined as non-key routine procurements as per the council’s contract procedure rules and expenditure will fall within existing capital and revenue budget provisions.

Resolved: That;

                                    i.        Approval be given to the extension to the payments system contract in order to secure capital savings and avoid increases in revenue costs for the next 5 years (as set out in Annex A of the report).

                                  ii.         Agreement be given to the replacement document management system as recommended with a new procurement rather than an upgrade to the existing system (as set out in Annex B of the report).

Reason:     To ensure the that councillors consider routine procurement decisions over £250k in value in line with procurement regulations and the public have the opportunity to see transparent decision-making in operation relating to major procurements.

The Executive Member considered a report that presented proposals to renew or replace any core ICT systems in the council with a whole life contract value of over £250k. These had been defined as non-key routine procurements as per the council’s contract procedure rules and the expenditure fell within existing capital and revenue budget provisions.

The Assistant Director for Customer and Digital Services was in attendance to present the proposals. She noted the contract procedure rules and outlined the capital savings that would be made through the extension to the payments system, as detailed in Annex A of the report. She then explained the procurement of a new replacement document management rather than an upgrade to the existing system as detailed in Annex B of the report. In response to a question from the Executive Member she confirmed that Leeds City Council was the neighbouring council that had used their own DMS platform to enable sharing of information across health services.

The Executive Member then:

Resolved: That;

                                    i.        Approval be given to the extension to the payments system contract in order to secure capital savings and avoid increases in revenue costs for the next 5 years (as set out in Annex A of the report).

                                  ii.         Agreement be given to the replacement document management system as recommended with a new procurement rather than an upgrade to the existing system (as set out in Annex B of the report).

Reason:     To ensure the that councillors consider routine procurement decisions over £250k in value in line with procurement regulations and the public have the opportunity to see transparent decision-making in operation relating to major procurements.

This report outlines a proposed amendment the scope of this procurement first approved by the then Executive on 7th December 2017. The scope has changed in that it will focus only on the requirements of City of York Council. The previous report included a joint procurement with Harrogate Borough Council.

Resolved: That approval be given to the change in scope for this procurement to meet City of York Council’s requirements only.

Reason:     To ensure the that councillors and the public have the opportunity to review any change in scope to a key decision made by Executive.

The Executive Member considered a report thatoutlined a proposed amendment the scope of this procurement first approved by the then Executive on 7 December 2017. The scope had changed in that it will focus only on the requirements of City of York Council. The previous report included a joint procurement with Harrogate Borough Council. The Assistant Director for Customer and Digital Services and Business Engagement Manager were in attendance to present the proposals. The Assistant Director for Customer and Digital Services explained the background to the Managed Services Arrangements, previous Executive approval and change in scope and timescales.

The Executive Member then:

Resolved: That approval be given to the change in scope for this procurement to meet City of York Council’s requirements only.

Reason:     To ensure the that councillors and the public have the opportunity to review any change in scope to a key decision made by Executive.