Agenda item

O&S.6/18       

The Panel considered a report that sought endorsement of the conclusions of the lessons learnt exercise and the proposed actions that were set out.

Following the introduction, a number of Members welcomed the report and felt it accurately reflected the apportionment of responsibility that had led to the problems encountered.  It was also confirmed that the actions and conclusions had been shared with Civica, who had accepted them in good spirit.

In discussion, reference was made to:-

(a)   reimbursement from Civica.  Some Members highlighted the length of time that had passed since the Panel had initially raised its concerns in this respect and the Panel queried to what extent the Council had been recompensed.  In reply, officers estimated that the Council had received a package from Civica that had amounted to slightly less than £120,000. 

In light of the extent of losses and damages incurred by the Council, the Panel felt that the Audit Committee should be asked to review the levels of assurance that had been outlined in paragraph 2.6 of the presented agenda report.  A motion to the effect was subsequently PROPOSED and SECONDED and when put to the vote was declared CARRIED; 

(b)   the graph as outlined at Appendix A of the presented agenda report.  In light of concerns that the graph was not particularly clear on the published agenda, officers gave a commitment to circulate the information on an Excel Spreadsheet outside of this meeting;

(c)    the reputational damage to the Council.  Whilst recognising that it was now time to look forward, some Members still felt that the reputational damage to the Council from residents, town and parish councils and our own staff had been significant as a direct consequence of this issue during the roll out of the Programme;

(d)   the waste procurement project.  The Panel was advised that a number of the identified lessons learnt had already been applied during the current waste procurement project.  In particular, the employment of a full-time project officer was already reaping benefits to the Council;

(e)   the market now being more competitive.  At the time of its launch, it was noted that Civica was the only company that was purporting to offer the IT solution that would underpin the Programme.  As technological advancements had now improved, there were now more competitors in the market.  That being said, officers still remained unconvinced that, at this time, there was a single system available that could deliver an effective customer interface (with workflow) to provide a suitable back office solution;

(f)     deficiencies in the procurement process.  As had been previously reported, officers advised that the original contract had not included any obligations for Civica to pay a fee to the Council in the event of the solution being purchased by other local authorities.  It was acknowledged that this had been a Council error during the procurement process (and specifically the drafting of the contract) which had been regrettable.  To reinforce the point, it was PROPOSED and SECONDED and when put to the vote declared CARRIED that:-

‘in the future for key projects:

a.     adequate procurement processes and frameworks be put in place (including, if deemed appropriate, the creation of a Member Board) that ensures that the Council maximises the advantages to the Council and its residents; and

b.     Members and relevant stakeholders be more involved as the project evolves.’

It was then:

RESOLVED

1.    That the conclusions of the lessons learnt exercise (as set out in section 3 of the presented agenda report) and the proposed actions (as detailed in section 4 of the presented agenda report) be endorsed; and

2.    That, in the future for key projects:

a.  adequate procurement processes and frameworks be put in place (including, if deemed appropriate, the creation of a Member Board) that ensures that the Council maximises the advantages to the Council and its residents; and

b.   Members and relevant stakeholders be more involved as the project evolves; and

3.     That the Audit Committee be asked to examine whether the Council has maximised all the potential avenues as outlined in paragraph 2.6 of the presented agenda report.