Decision details

Having considered a confidential officer report, and a presentation by the

Cabinet Member for Resources, Councillor Kevin Bonavia, the Mayor, for the

reasons set out in the report:

RESOLVED that:

(1) Lewisham Council establishes a shared service with Brent from 1 April

2016 subject to the London Borough of Brent agreeing to the Shared ICT

Service structure in substantially the same form as set out ; 

(2) A Shared ICT Service with the London Borough of Brent in the form set

out be approved with Brent acting as the legal ‘host’ of the shared service and

employing all the staff of the shared service and entering into contracts on

behalf of the shared service where it is for the benefit of both Councils;

(3) The Shared ICT Services Agreement in the form set out in annex A be

approved and any final minor amendments required to the agreement be

delegated to the Executive Director for Customer Services on the advice of

the Head of law.

(4) A Joint Committee in accordance with the Terms of Reference as set out

in annex B be approved, to compose of two members from each Council, to

set the strategic direction for the shared service and that the Cabinet Member

for Resources and the Cabinet Member for Policy and Performance should

represent Lewisham on this committee;

(5)  Shared ICT Services Management Board made up of an Executive

Director, or their appointed nominee, from each Council be approved;

(6) Where Brent will be entering into a contract on behalf of the shared

service, the procurement of the contracts where the value to the Council is

£500,000 or below, be procured in accordance with Brent's Contract

Procedure Rules and the Procurement Protocol and awarded by the

Executive Director of each Council;

(7) Mayoral decisions relating to Lewisham’s ICT infrastructure should be

delegated to the Joint Member Committee except for a small number of

critical decisions that shall be reserved to the Mayor:

-          expanding the shared service to other partners or withdrawing from the

-          partnership;

-          altering the terms and conditions of the partnership;

-          setting the annual budget;

-          disposing of Intellectual Property Rights; and

-          awarding of contracts above £500,000.

(8) decisions taken by the Joint Committee and the Council’s officer on the

Shared Service Management Board will be subject to member scrutiny by

Brent and Lewisham according to their respective constitutions;

(9) the budget for 2016/17 for the shared service be £3.4m with a financial

contribution from Lewisham of £1.7m to cover the fixed costs of the shared

service (variable costs will be met by individual Councils).  These figures are

consistent with the ICT savings agreed at Mayor and Cabinet on 30

September.  Agreement of the budget for subsequent years shall be brought

back for a decision from the Mayor;

(10) the interim arrangements set out be approved;

(11)  the London Borough of Brent’s report to their Executive requesting

approval to the Shared ICT Service with the London Borough of Lewisham be

noted.