Agenda, decisions and minutes

Apologies for absence were received from Cllrs James Hockney, Sebastian Kindersley and Hazel Smith. 

There were no declarations of interest. 

The Portfolio Holder is asked to sign the minutes of the meeting held on Thursday 14 January 2010, as a correct record.

The minutes of the meeting held on 14 January 2010 were agreed as a correct record.

There were no matters arising. 

The Policy and Performance Portfolio Holder RECOMMENDED TO CABINET the ICT Capital Programme 2010/11 – 2014/15. 

The Head of ICT introduced the ICT Capital Programme for 2010/11 – 2014/15.

The Portfolio Holder was advised that the schedule of ICT projects had been reviewed and revised by SMT prior to presentation to the Portfolio Holder.  A number of high value projects had been removed from the list, while others had been deferred to later in the period.

The Portfolio Holder was further advised that the website upgrade project would focus on ensuring compliance with accessibility requirements and to offer a more comprehensive range of customer services.  However the costs associated with the website replacement had been scheduled for 2011/12 to allow for a thorough review of user requirements and options in the marketplace.

In reply to a question the Portfolio Holder was advised that replacement of the Housing Management system had been delayed until the outcome of the housing transfer ballot had been known.  The current system was ten years old and did not encompass the full functionality required.  In addition this lack of functionality had also caused problems, and additional fees, at the year-end audit of the Housing function.

In reply to a further question the Portfolio Holder was advised that the costs shown on the plan included all necessary licenses, installation and staff training.

The Policy and Performance Portfolio Holder RECOMMENDED TO CABINET the ICT Capital Programme 2010/11 – 2014/15. 

The Policy and Performance Portfolio Holder APPROVED the Handling of Complaints, Comments and Compliments Policy, as detailed at appendix 1 of the report, and AGREED that it be adopted as Council policy. 

The Customer Service Coordinator introduced a report to propose a policy to support the Council’s current procedures for the handling of complaints, comments and compliments.

The Portfolio Holder was advised that the proposed policy would gather together existing strands of customer management and offer a clear definition of the process along with officer roles and responsibilities.

In reply to a question the Portfolio Holder was advised that it was not proposed to change the targets for dealing with complaints at this stage.

In reply to a further question the Portfolio Holder was advised that it was possible to invoke the ‘handling unreasonable complaints’ procedure at any stage in the process.

The Policy and Performance Portfolio Holder APPROVED the Handling of Complaints, Comments and Compliments Policy, as detailed at appendix 1 of the report, and AGREED that it be adopted as Council policy. 

The Portfolio Holder will maintain, for agreement at each meeting, a Forward Plan identifying all matters relevant to the Portfolio which it is believed are likely to be the subject of consideration and / or decision by the Portfolio Holder, or recommendation to, or referral by, the Portfolio Holder to Cabinet, Council, or any other constituent part of the Council.   The plan will be updated as necessary.  The Portfolio Holder will be responsible for the content and accuracy of the forward plan.

The Portfolio Holder NOTED the Forward Plan. 

The next meeting will be held on Thursday 11 March 2010 at 11am in the Jeavons Room.

The Portfolio Holder NOTED the date of the next meeting as Thursday 11 March 2010.