Decision:
Having considered a confidential officer report, and a presentation by the
Cabinet Member for Resources, Councillor Kevin Bonavia, the Mayor agreed
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.
Minutes:
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.