Meeting documents

The appointment of the Chairman and the Vice-Chairman of the Joint Committee at each meeting shall follow the principles of the rotation of chairing of meetings agreed as part of the Pathfinder arrangements.

RESOLVED

That Mr W Chapple be elected Chairman of the Bucks Shared Support Services Joint Committee until the next meeting.

RESOLVED

That Mr D Rowlands be elected Vice-Chairman of the Bucks Shared Support Services Joint Committee, in his absence, in order to chair the next meeting.

Apologies were received from Mr J Cartwright, Mr D Rowlands, Mr D A C Shakespeare and Ms J Yates.

Anne Davies, Lead Legal Officer read a letter from Mr C Williams in relation to his membership of the Joint Committee as follows:-

"My partner, has just taken up an appointment as Partnership Director for a company that has submitted a Pre-Qualification Questionnaire in respect of the shared services contract to supply services to the Buckinghamshire Pathfinder Authorities.  In this role she will not be involved in any activities associated with the company’s proposal to provide back office services to the Authorities.

I confirm that I have made a formal declaration of this interest under the Local Government Act 1972. In order to avoid any potential conflict of interest, or any perception of bias, I have also decided to step down as the Chairman of the Shared Services Programme Board.  I will also step down as the Project Sponsor and will therefore not be attending meetings of the Joint Committee.  I will make the necessary arrangements for these positions to be covered by colleagues.  I will also ensure that, in my position as Chief Executive of Buckinghamshire County Council, I do nothing to influence the future of this project.

I can confirm that I have not been involved in the evaluation of the Pre-Qualification Questionnaires that have been submitted from bidders, nor in the formulation of the recommendations that will be made to the Programme Board, nor of presentations that will be made to the Joint Committee.  I assure you all that, both in my professional and personal life, I will not do anything that will compromise the Pathfinder Authorities’ position."

The Joint Committee noted the letter. Dean Taylor, Strategic Director for Business and Customer Transformation was attending in place of Chris Williams, Chief Executive (BCC).

There were no declarations of interest.

To agree the minutes of the Joint Committee held on 8 June 2009.

The Minutes of the Meeting of the Joint Committee on 8 June 2009 were agreed as a correct record, including the confidential minutes.

Joint Committee is asked to consider the overview of issues in relation to the Project which introduces specific issues for decision covered elsewhere on the agenda.

Members noted the public report which provided an overview of issues in relation to the Project.

To resolve to exclude the press and public as the following item is exempt by virtue of Paragraph 3 of Part 1 of Schedule 12a of the Local Government Act 1972 because it contains information relating to the financial or business affairs of any particular person (including the authority holding that information)

RESOLVED

That the press and public be excluded for the following item which is exempt by virtue of Paragraph 3 of Part 1 of Schedule 12a of the Local Government Act 1972 because it contains information relating to the financial or business affairs of any particular person (including the authority holding that information)

The Joint Committee was scheduled to consider and approve, at this meeting, the evaluation criteria to be applied to outline proposals at the next stage of the procurement process. Under the decision making process agreed, this is clearly a Joint Committee decision.  An offer had been made to Trade Unions and Staff Representative Groups to present their views to the Joint Committee. One trade union was unable to attend an out of hours meeting and rejected an alternative date as they considered it was not provided with reasonable notice. The FBU are unwilling to make any comment until they have received legal advice from their Solicitors on whether the partner authorities approach constitutes "meaningful consultation".  Two Staff Representatives had confirmed that they were able to attend the evening meeting.

Although partner authorities did not necessarily accept that not enough notice was given, as a gesture of good faith and sign of commitment to meaningful consultation, as well as managing any risks of challenge, Members agreed to set up a Special meeting of the Joint Committee on 24 September 2009 after the County Council meeting to allow formal consideration of the evaluation criteria and to hear representations from Trade Union & Staff Representatives.

This was deferred to the Special Meeting of the Joint Committee on 24 September 2009, when the Lead Project Officer will present information on the evaluation criteria.

The Joint Committee will consider and agree the evaluation criteria. The Committee will also receive an update on the Pre-Qualification Questionnaires.

Members were updated on the PPQ Evaluation and the short listing process. Members were content with the process that had been followed and the decision would be taken by the Programme Board. This was subject to consideration of comments from Union and Staff representatives.

The decision on the evaluation criteria has been deferred to 24 September 2009 for the reasons set out in the item representations from Trade Unions and Staff representatives.

Possible date of next meeting 14 December 2009 at 6pm.

To be advised.