Agenda and minutes

East Kent Services Committee
Wednesday, 11th April, 2018 10.15 am

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    Contact: Rebecca Brough  Democratic Services Manager

    Items
    No. Item

    1.

    Apologies for Absence

    To receive any apologies for absence.

    Minutes:

    Apologies were received from Councillors Cook and Morris.

    2.

    Substitute Members

    The Chairman to report any notifications received prior to this meeting regarding the attendance of substitutes for the named Members of this committee.

    Minutes:

    There were no substitutes for the meeting.

     

    3.

    Appointment of Chairman and Vice-Chairman

    Following the election of Councillor Bayford as the new Leader and Councillor Savage as the Deputy Leader of Thanet District Council, they will replace Councillor Wells and Councillor Fairbrass as the Chairman and Vice-Chairman of this Committee for the remainder of the council year 2017-18.

    Minutes:

    Councillor Bayford and Councillor Savage were appointed as the Chairman and Vice-Chairman of the Committee for the remainder of the council year 2017-18.

     

    4.

    Declarations of Any Interests

    To receive any declarations of interest.

    Minutes:

    No declarations of interests were received from councillors or officers.

     

    5.

    Minutes of the Meeting held on 24 January 2018 pdf icon PDF 73 KB

    To confirm as a true record.

    Minutes:

    The minutes were confirmed as a true record and signed by the Chairman.

     

    6.

    Changes to structure and delegations following the contracting of services to Civica

    Minutes:

    This item was considered after the exclusion of the press and public.

     

    7.

    Any other urgent business to be dealt with in public

    Minutes:

    None.

    8.

    Exclusion of the Press and Public

    TO RESOLVE – That under Section 100(A)(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following items of business on the grounds that there would be disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act or the Freedom of Information Act or both.

    Minutes:

    RESOLVED: That under Section 100(A)(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following items of business on the grounds that there would be disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act or the Freedom of Information Act or both.

     

    9.

    Changes to structure and delegations following the contracting of services to Civica

    (This report is exempt from publication as it relates to information concerning individuals and as such paragraph 1 of part 1 of schedule 12a of the Local Government Act 1972 applies.)

     

    TO CONSIDER the report of the Chief Executive of Thanet District Council.

    Minutes:

    The Chief Executive of Thanet District Council introduced the report, which set out the proposed structure that had been developed following consultation with staff and relevant trade unions.

     

    The Committee was requested to approve the new structure and the changes to the associated delegations to be effective from 1 May 2018.

     

    The report set out the following options:

     

    (i)            To accept the proposed new structure and associated changes to delegation in order to ensure the future East Kent Services (EKS) structure is able to provide the joint client function for the management of the Civica contract and also able to deliver the target savings outlined in previous reports.

     

    (ii)           Not to accept the proposed new structure and associated changes to delegation and to ask Councils to consider alternative methods to achieve the equivalent savings required.

     

    RESOLVED

     

    (1)  To approve the implementation of the new structure for East Kent Services, as outlined in the report and for the structure to be effective from 1 May 2018;

     

    (2)  To note that the changes outlined in the proposed restructure include the removal of the existing Director of Shared Services position in favour of a lower graded role of Head of Shared Services;

     

    (3)  To agree the changes to the existing delegations that currently flow from East Kent Services Committee to the Director of Shared Services (and Director of Collaborative Services); specifically, to approve the amendment of the wording in the existing delegations to delete references to the ‘Director of Shared Services and Director of Collaborative Services and to insert ‘the Head of Shared Services and Head of Collaborative Services’ as applicable;

     

    (4)  To request the Monitoring Officers and Chief Legal Officers of Thanet District Council, Dover District Council and Canterbury City Council to make the necessary changes to the existing Collaboration Agreement and other associated documentation in order to give effect to such changes outlined in recommendation (3) to this report; further noting that any such proposed changes (to the Collaboration Agreement) will be taken to each Council for individual agreement prior to being brought back to this Committee.

     

    Reasons for the decision – it provided a more balanced and appropriate structure for the remaining EKS, ensuring the correct level of capability to deliver the residual services (ICT and HR) and enabled effective and robust contract management of the Civica contract on behalf of the councils. It also enabled the delivery of the expected efficiency savings within the residual component of EKS.

     

    10.

    Any other business which falls under the exempt provisions of the Local Government Act 1972 of the Freedom of Information Act 2000 or both

    It may be necessary to exclude the press or public for this item.

    Minutes:

    None.

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