Issue - meetings

Report by the Chief Operating Officer and the Orbis Programme Manager

27.1     The Committee considered a report by the Chief Operating Officer which provided a progress update in relation to the Orbis Partnership.

27.2     The Chief Operating Officer introduced Adrian Stockbridge to the Committee who is the Orbis Programme Manager. The Orbis Programme Manager introduced the report which addresses the key areas of the implementation of the Orbis programme. With regard to Brighton and Hove City Council (BHCC) joining the Orbis Partnership, a report will be going to the BHCC Policy, Resources and Growth Committee on 13 October 2016 to recommend that BHCC join the Partnership following the completion of the due diligence process. BHCC will join as a founding partner and discussions with them have been on this basis.

27.3     The Committee asked for more detailed information on the additional savings proposals. The Chief Operating Officer outlined that the department had carried out a rating of the current savings proposals and are assessing further savings requirements from each partner as part of RPPR process. This is in response to Medium Term Financial Plan (MTFP) planning process and RPPR process of the respective partners. The work has examined ‘managed on behalf of’ (MoBo) budgets as well as joint budgets. An indication of areas of search for further savings will be presented to Cabinet as part of the RPPR report.

27.4     The Chair indicated that the Committee would have preferred to have had a discussion about the areas of search, prior to them being presented to Cabinet. The Chief Operating Officer explained that Cabinet report will have financial details of possible additional savings. Achieving additional savings is difficult and challenging and it is more likely savings can be made in ‘managed on behalf of’ budgets (such as Facilities Management type budgets) than making significant savings in the costs of Orbis. The department can give clarity on the savings for ESCC that will be delivered as part of the Partnership.

27.5     The Committee asked for an updated chart of savings (shown in appendix 1 of the report) to reconcile the figures with those in the business plan and for further information on how they affected the various ESCC services. The Committee also asked for an update to be provided on the Procurement Service savings.

27.6     The Committee noted that the payback period for the investment in Orbis is 2018/19 and indicated that the RPPR Board will want to know if this has changed to be sure of the return on the investment in service changes.

Scrutiny Of Orbis

27.7     The Chair sought the views of the Committee on the options for the scrutiny of Orbis presented in the report. The Committee supported option 2, where the scrutiny work of the East Sussex County Council,  Audit Best Value and Community Services Scrutiny Committee and Surrey County Council’s, Council Overview Board are co-ordinated so that the same topics and reports are prioritised by agreement between the Chairs for consideration at each authority’s scrutiny body. The Committee also suggested the addition of an  ...  view the full minutes text for item 27

To provide the Joint Committee with service information for the Procurement, Property and Business Operations teams as part of the Service Spotlight reports.

The Committee considered a part 2 report by the Chief Operating Officer and the Chief Property Officer on the Service Development and Integration (Spotlights).

Key points raised during the discussion:

1. The Chief Operating Officer and the Chief Property Officer introduced the service spotlight reports. The Committee asked a number of questions which were responded to by the officers present before moving to the recommendations.

Resolved:

The Orbis Joint Committee agreed to note the content of the service spotlights.

To provide an update to the Joint Committee on the development of plans for the detailed design and integration of services for the following areas; Business Operations, Procurement and Property.

The Committee considered a report by the Chief Operating Officer and the Chief Property Officer on Service Development and Integration (Service Spotlights). The Assistant Chief Executive (ESCC) gave the Committee an update on the progress to establish Orbis Public Law.

Key points raised during the discussion:

1. Service spotlights for Property Services, Business Operations and Procurement were presented to the Committee. Further information was also presented under item 11 of the agenda.
2. Orbis Public Law is a partnership of four local authorities to provide legal services. The partner authorities are BHCC, ESCC, Surrey County Council (SCC) and West Sussex County Council (WSCC). 
3. Progress to date has included agreeing the strategic business case, appointing a Project Manager, Emma Nash, and conducting a soft launch of Orbis Public Law on 4 April 2016. The first Orbis Public Law Joint Committee will take place in July 2016. Work has started to establish a common practice manual and implement a common case management software system to enable staff from all the authorities to access case information.
4. The partners have held twelve ‘think change’ sessions with staff and a number of managers’ workshops. There have been good examples of peer to peer support (e.g. “phone a friend” ) and work on joint recruitment protocols. Each authority has set up its own staff stakeholder group and is part of a common partnership board.

5.    One of the workstreams for Orbis Public Law is to evaluate the possibility of establishing a separate trading company to provide services. The regulatory requirements of the Solicitors Regulatory Authority have made this process more complex and it will take a number of months to complete. The evaluation will establish whether it is worthwhile doing this having regard to cost and issues such as the academisation agenda.

Resolved:

The recommendations agreed from this report are detailed under item 11.

To present an update to Joint Committee as the Partnership moves into the implementation phase.

Keypointsraisedduring the discussion:

1.  TheChiefPropertyOfficerintroducedthereport informingthe Committeethat therewerefourkeyareas totheprogramme highlighted in the report.Memberswere toldthat it was coming upto the first anniversaryofOrbisandthat levelsofefficiencies were currentlybeing reviewed throughfeedbackfromstrategiccustomers.

2.  A question was raisedon whatworkwould beimplementedfollowing the completion of the businessplan;officerscommentedthatafter this

was completed, the programme board wouldfocuson howtheOrbis arrangementsaffectbusinessas usual (BAU).

3.  TheCommitteewas informedthat the viewsof employeeshad been collatedfromthe staffsurveyand each service would produce an

action plant  ...  view the full minutes text for item 19