Agenda and minutes

To appoint the Chair of the Joint ICT Committee for the ensuing year. 

RESOLVED – That Councillor Jeremy Kenyon (NEDDC) be appointed Chair of the Joint ICT Committee for the municipal year.

To appoint the Vice Chair of the Joint ICT Committee for the ensuing year.

RESOLVED – That Councillor Steve Fritchley (BDC) be appointed Vice-Chair of the Joint ICT Committee for the municipal year.

Apologies for absence were received from Councillors David Hughes (DDDC), Paul Parkin (NEDDC) and Gary Purdy (DDDC).

To approve as a correct record the Minutes of the meeting held on 30 April 2021.  

The Minutes of the Joint ICT Committee, held on the 30 April 2021 were agreed as a true record, subject to clarification on the following points:-

·                 That Karen Henriksen had been present at the meeting.

·                 That this meeting of the Joint ICT Committee had originally been intended to take place on Monday 5 July 2021, but had since changed to Tuesday 6 July 2021.

To appoint a Secretary of the Joint ICT Committee for the ensuing year.

RESOLVED – That the Joint Head of Corporate Governance and Monitoring Officer (Bolsover District Council and North East Derbyshire District Council) be appointed as Secretary of the Joint ICT Committee for the municipal year.

To appoint a Treasurer of the Joint ICT Committee for the ensuing year.

RESOLVED – That the Section 151 Officers for Bolsover District Council and at North East Derbyshire District Council be appointed Treasurer to the Joint Committee for the municipal year.

To appoint an Auditor of the Joint ICT Committee for the ensuing year.

RESOLVED - That the Internal Audit Consortium Manager, Derbyshire Dales District Council, be appointed as Auditor to the Joint ICT Committee for the municipal year.

Report of the Joint ICT Service Delivery Manager - To Follow

Joint ICT Committee considered the Quarterly Service Report for the period April to June 2021. Members were assisted in this by the Joint ICT Service Delivery Manager, who explained the performance information.

The total number of service requests and incidents had remained high throughout the quarter. The highest number was recorded in June due to an issue that required some officers to reset their two factor authentication.

Committee was informed that the total number of outstanding calls had remained consistently high over the quarter. The majority of outstanding calls were Service Requests rather than incidents. It would take some time to reduce the outstanding call list to pre-Covid levels and this was impacting the Service Level Agreement (SLA). As older calls are resolved, there would be a higher percentage of calls which fail the SLA.

Members heard that there had been no breaches to the SLA at BDC, DDDC or Rykneld but that it had been breached at NEDDC throughout the quarter. To address this, staff had been scheduled onto the NEDDC site to deal with hardware related incidents and service requests.

There had been one Priority One and 25 Priority Two incidents in the quarter. The Priority One incident was the issue in June that required some officers to reset their two factor authentication.

Members learned that Joint ICT Project time had remained high over the quarter and that percentage time spent on projects was on average above the 35% target during the quarter at 40.2%.

There was a £33,000 underspend due to a number of factors such as delays in recruitment and reduced travel cost as less people were working on and moving between sites. This included a £27,000 underspend in services due to a vacancy in an application and development post as well as from differences in invoice times.

Committee heard that the new joint internet connection would save £4000 per year from 2022/2023 as well as provide an increased bandwidth at reduced costs. NEDDC telephony migration to ‘SIP’ (internet telephony) would provide savings on call costs but would require some consultancy cost to migrate.

During the quarter there had been four security related incidents for BDC, five for DDDC, six for the NEDDC and 15 for Rykneld Homes Ltd (RHL). None of these qualified as a serious breach that required reporting.

The Joint ICT Service had conducted a survey for customer service, hardware performance and specific services questions.

The service had scored higher than the previous year for customer service. Some individuals had reported that they did have to chase the service desk for an update but this was to be expected due to the increased demand placed on the service.

There was only a minor difference between 2019/2020 and 2020/2021 in terms of hardware performance. Most of this work was related to virtual desktops and VPNs rather than physical hardware. There had been an increase to network links which improved how video conferencing worked at home. This would be reviewed when agile working arrangements  ...  view the full minutes text for item JIC/14/21-22

To consider any matter that the Chair of the Committee considers should be taken as Urgent Business.

There was no urgent business to be considered by the Joint ICT Committee.

Joint Committee discussed its meeting arrangements. In particular, Members agreed that some informal meetings of the Committee ought to be held remotely, using the Conference Call system. Other, formal meetings, should take place at the offices of the partner Councils. Members asked that arrangements for this schedule of meetings be now put in place.

RESOLVED -

(1)  That Members be consulted and agree the date and time for an informal meeting of the Joint ICT Committee to be held in October 2021

(2)  That a schedule of meetings of the Joint ICT Committee for the remainder of the municipal year be drawn up and endorsed by the Committee.