Agenda and minutes

Special Meeting, Overview and Scrutiny Committee
Wednesday, 6th February, 2019 7.00 pm

Venue: Council Chamber, Millmead House, Millmead, Guildford, Surrey GU2 4BB

Contact: James Dearling  Email: james.dearling@guildford.gov.uk

Items
No. Item

OS45

Apologies for Absence and Notification of Substitute Members

Minutes:

An apology was submitted on behalf of Councillor Billington.

 

OS46

Local Code of Conduct and Declaration of Disclosable Pecuniary Interests

In accordance with the local Code of Conduct, a councillor is required to disclose at the meeting any Disclosable Pecuniary Interest (DPI) that they may have in respect of any matter for consideration on this agenda.  Any councillor with a DPI must not participate in any discussion or vote regarding that matter and they must withdraw from the meeting immediately before consideration of the matter.

 

If that DPI has not been registered, the councillor must notify the Monitoring Officer of the details of the DPI within 28 days of the date of the meeting.

 

Councillors are further invited to disclose any non-pecuniary interest which may be relevant to any matter on this agenda, in the interests of transparency, and to confirm that it will not affect their objectivity in relation to that matter.

 

Minutes:

There were no declarations of Disclosable Pecuniary Interests.

 

OS47

Exclusion of the Public and Press

Prior to Item 4, the Committee is asked to consider passing the following resolution:

 

‘That under Section 100A(4) of the Local Government Act 1972 (as amended), the public and press be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraphs 3 and 4 of Part 1 of Schedule 12A to the Act: information relating to the financial or business affairs of any particular person (including the authority holding that information); and information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the authority or a Minister of the Crown and employees of, or office holders under, the authority.’

Minutes:

The Committee,

 

RESOLVED:  That under Section 100A(4) of the Local Government Act 1972 (as amended), the public and press be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraphs 3 and 4 of Part 1 of Schedule 12A to the Act: information relating to the financial or business affairs of any particular person (including the authority holding that information); and information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the authority or a Minister of the Crown and employees of, or office holders under, the authority.

 

OS48

Future Guildford pdf icon PDF 194 KB

Additional documents:

Minutes:

The Lead Councillor for Innovation and Transformation introduced the item.  He set out the background to the Future Guildford Transformation Programme, including the record of savings achieved by the Council and the previous methods of delivering transformations.  The Committee was advised that Future Guildford could achieve savings of approximately £10 million with improvements to services and might involve a fourteen per cent reduction in full time equivalent staffing.

 

The Managing Director summarised the approach and structure of the Future Guildford transformation and advised the meeting that proposals would be subject to relevant consultation.

 

The Director of Finance advised the meeting of an external evaluation of the Council’s budget projections, the Future Guildford Transformation Programme, and the impact of national funding proposals for district councils. 

 

Mr Dave Mullin, from Ignite management consultants, gave a presentation outlining the Future Guildford model and the business case deliverables.  The information presented to the meeting included the implications and benefits of the proposed operating model, the new way of working for staff, the technology investment approach options, and the proposed staff savings classified by activity. 

 

The following matters were raised and responded to at the meeting:

 

·         The difficulties of undertaking a simultaneous cost-saving and structural re-think, the robustness of the evidence base for the projected savings, and whether cost or function was driving the change.

·         The need for a flexible and supportive approach to customer channel shift.

·         Potential efficiencies and improvements from redesigning work processes and the use of Ignite’s process redesigns from other local authorities.

·         The need to adapt our decision-making processes to the structural changes arising from the Future Guildford transformation

·         The investment options for the technology components of the transformation and the impracticality of the Council developing its own systems to save future oncosts.

·         The Committee requested the full list of savings proposed under the categories of non-staff saving, service reduction, and commercial services which totals £6.3 million of the proposed savings.

·         The possibility of changing the fixed price consultancy contract with Ignite to a turnkey contract.

·         The value in achieving the Future Guildford transformation prior to undertaking any shared service arrangement or similar co-operation with other local authorities.

·         The timeframe for implementing the three phases of the transformation and the role of the Overview and Scrutiny Committee in monitoring progress.

The Chairman thanked Mr Mullin and officers for attending and answering questions.