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Agenda and minutes

Agenda and minutes

Venue: The Executive Meeting Room - Third Floor, The Guildhall, Portsmouth. View directions

Contact: Vicki Plytas 023 9283 4058  Email: Vicki.plytas@portsmouthcc.gov.uk

Items
No. Item

15.

Apologies for Absence

Minutes:

No apologies for absence had been received.

 

16.

Declaration of Members' Interests

Minutes:

There were no declarations of members' interests.

 

17.

Server and Database Upgrades (Revenue Contribution to Capital Outlay) - Call-in of MIS Part 2 Item. pdf icon PDF 87 KB

Following a MIS entry for the above proposal to move revenue to a capital project, the item has been called in by Councillor Michael Andrewes.  This report is intended to give information on the proposed project to enable the Portfolio holder for Resources to make a decision on whether this should proceed.

 

RECOMMENDED that £200,000 should be taken from the Information Service revenue budget in 2014/15 and capitalised so that the project to upgrade servers and databases may proceed.

Minutes:

(TAKE IN REPORT)

Mel Burns introduced the report which set out the need to continually update software and explained that the current version needed to be replaced by July 2015.  Money had been set aside for this from Cash Limits rather than making a Capital Bid.  Originally the matter had been advertised in the Members' Information Service but the matter had been called -in so a report had been brought to the Cabinet Member for the decision to be made.  Ms Burns explained there was no way round the upgrade as PCC had to remain PSN compliant in common with all other local authorities.

The Cabinet Member advised that Councillor Michael Andrewes wished to make a deputation and was invited to do so.

Councillor Andrewes explained that the reason for the decision being called in was not to oppose it, but to provide an opportunity for comment.  He said that major expenditure in his view required democratic oversight.  He was also concerned that other IT provision should be explored as members were elected to do the best for the City Council and the people of Portsmouth.

The Cabinet Member for Resources thanked Councillor Andrewes for his deputation.

 

 

The following matters were clarified during discussion.

  • The upgrade of servers and databases would ensure PCC systems had a lifecycle of at least another 6 years.
  • Most local authorities would be putting in similar upgrades by July 2015.
  • PCC continually checks the market for improved products but accreditation was necessary before PCC could use them.  In addition PCC has in excess of 740 systems with one particular company and it would cost a huge amount of money to change that.
  • Currently, PCC has the best operating system for its needs and the intention was to make the PSN accreditation submission in January 2015.  PCC could not operate computer systems without PSN accreditation.
  • Councillor Andrewes said that he was not opposing the recommendations in the report but wanted assurance that the council remained alert to savings that could potentially be made by changing to other systems and wanted alternatives to be considered whenever possible.  He supported moves towards a paperless office.
  • The Cabinet Member said he was pleased there was no capital bid for the money necessary to provide the upgrade.

 

DECISION

That £200,000 should be taken from the Information Service revenue budget in 2014/15 and capitalised so that the project to upgrade servers and databases may proceed.

 

 

18.

Members' Services Consultation pdf icon PDF 65 KB

(INFORMATION ONLY ITEM)

The purpose of this report is to provide the Resources Meeting with the findings of the online consultation undertaken in September/October which looked at the support and facilities provided to elected members and to provide an update on actions in response to the findings.

 

RECOMMENDED that the Resources Portfolio Holder notes the report.

Additional documents:

Minutes:

(TAKE IN REPORT - INFORMATION ONLY ITEM)

 

The Head of Customer Community and Democratic Services, presented the report which provided the Resources Portfolio Holder with the findings of the online consultation undertaken in September/October which looked at the support and facilities provided to elected members and to provide an update on actions in response to the findings.

Appendix One of the report contained the feedback received from members and paragraph 3 of the report sets out actions being taken as a result of it.

During discussion, members raised the following matters:-

  • Specific training on the use of social media would be useful
  • A facility to enable members to connect devices to a printer would be useful
  • There are some members who take up a disproportionate amount of officer time because they do not use any information technology.  This is also costly in terms of printing.
  • The Head of CCDS said that a further report would be brought to the next meeting of Resources.

 

The Cabinet Member noted the report.

19.

Super Connected Cities Programme - Update Report pdf icon PDF 105 KB

(INFORMATION ONLY ITEM)

This report is to update the Resources Portfolio meeting of the development of the Super Connected Cities Programme changes that have been made since the original bid was submitted in September 2012 and what the programme is set to deliver for the city.

 

RECOMMENDED that the Resources Portfolio Holder notes the report.

 

Minutes:

(TAKE IN REPORT - INFORMATION ONLY ITEM)

 

The Head of IS gave an overview of the report which was to update the Resources Portfolio meeting of the development of the Super Connected Cities Programme changes that have been made since the original bid was submitted in September 2012 and what the programme is set to deliver for the city.  She advised that in autumn 2012 PCC's bid to become one of the 22 Super Connected Cities was successful and was awarded just under £5m.  Paragraph 3 of the report sets out the structure of the programme that is to be completed by March 2015.  She particularly drew to members' attention that from an education perspective, it creates a strong starting position for further collaboration with the University of Portsmouth, and a drive to get all schools signed up to the Eduroam network.

 

During discussion, the following matters were raised

 

  • Ms Burns said she would look into whether it was intended to include the Executive Meeting Room in the places where free Wi-Fi would be available.
  • Ms Burns confirmed that with regard to Appendix 2 - the cover would be provided in the "internal area" as outside spaces were not allowed to be included.
  • Members were asked to let Ms Burns know of any other places not included in the appendices that could be considered for inclusion.

 

 

The Cabinet Member noted the report.

 

 

20.

Monitoring of the Second Quarter 2014/15 Revenue Cash Limits and Capital Programme pdf icon PDF 280 KB

The purpose of this report is to inform the Cabinet Member and Opposition Spokespersons of:

 

·           The forecast revenue expenditure for the year compared with the cash limited budget.

 

·           The forecast capital expenditure against the revised capital programme for the Resources portfolio.

 

RECOMMENDED that the content of this report be noted.

Additional documents:

Minutes:

(TAKE IN REPORT - INFORMATION ONLY ITEM)

 

Sue Page, on behalf of the Head of Financial Services, presented the report which compares the forecast revenue outturn 2014/15 with the cash limited budget for that year and the forecast capital expenditure with the approved capital programme and provides information to enable an understanding of the reason for variances. It also lists the action to be taken to mitigate the effect of forecast overspends.

 

During discussion the following matters were raised:-

 

  • In response to a query about whether in 6.4, the HR systems developments had been carried out by PCC, it was confirmed that PCC resourced time from a consultancy to enhance system developments with regard to HR self-serve.  Members asked Ms Page to provide more information about this outside the meeting which she agreed to do.
  • It was confirmed that the £80,000 referred to in 7.10 was for the areas under Council control.
  •  It was confirmed that Members' Expenses was part of item 21 of Appendix A - "Democratic Representation and Management"

 

 

The Cabinet Member noted the report.

 

The Cabinet Member for Resources thanked all the officers for their reports.