Agenda and draft minutes

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Items
No. Item

Chairman

In the absence of the Chairman Mr Stasiak took the Chair by consent.

1.

Minutes (Agenda Item 1) pdf icon PDF 67 KB

To confirm the Minutes of the meeting held on 11 October 2012.

Minutes:

The Minutes of the meeting held on 11 October 2011 were confirmed as a correct record and signed by the Chairman.

2.

Apologies (Agenda Item 2)

To receive any apologies for absence. 

Minutes:

Apologies for absence were received from Mr Smith.

3.

Urgent Business (Agenda Item 3)

To consider any urgent business.

Minutes:

None.

4.

Declaration of Interests (Agenda Item 4)

Members are asked at this stage to declare any interests they may have in any of the following items on the agenda. The Members’ Code of Conduct requires that declarations include the nature of the interest and whether it is a personal or prejudicial interest.

Minutes:

None.

5.

Non-Members Wishing to Address the Meeting (Agenda Item 5)

To note the names of any non-members who wish to address the meeting.

Minutes:

Mr G Bambridge and Mr P Duigan were in attendance.

6.

Investment in the ICT infrastructure in desk top provision and software solution within Planning and Building Control (Agenda Item 6) pdf icon PDF 68 KB

Report of the Assistant Director of Commissioning.

Additional documents:

Minutes:

The Building Control Manager presented the report and explained the various benefits which the upgrade would provide.  The main aim was to make the systems more user-friendly and to provide easier access to information and plans and greater consultation facilities.

 

Mr Askew asked him to give a few examples of those improvements.

 

The new system would allow access to information 24/7.  Applicants, agents and residents would be able to log on to the system, insert details of the area they were interested in and access information on all the developments there.  The current system did provide access to planning applications, but the layout was poor.  The upgrade would improve that and also give information on Building Control applications.

 

With regard to mobile working, the case officer would be able to download their day’s work from their home, then visit sites, updating forms and uploading photographs, etc which could then be downloaded to the live system on return to the office or via a laptop port or Wi-Fi connection.

 

The changes would reduce the amount of paper used and the cost of postage as well as increasing speed and efficiency.

 

Mr Bambridge asked if Capita or the Council was paying.

 

The Building Control Manager advised that both would be investing in the system which was owned by the Council but used by Capita.  There were two parts to that investment, hardware and software.  Capita would only invest in the software provision.

 

The hardware changes would refresh existing equipment and enable mobile working.  The software upgrade would provide the improvements noted above.

 

Mr Bambridge agreed that there were areas that needed improving but said that he had previously been told that the Council’s system did not need to be upgraded.  He wondered why that had changed.

 

The Building Control Manager advised that it had been acknowledged that the service being provided to the customers was not as good as it could be and steps were being taken to address that.  The upgrade would make the information easily available and people would be able to find the answer to their questions without the need to speak to officers, thereby freeing up officer time.

 

Mr Bambridge was concerned that people still wanted to be able to speak to Officers and if they were out on site they would not be available.  Direct interaction was important and he hoped there could be improvement there.

 

Although that was not part of the project, the Building Control Manager acknowledged that that was something they were working to improve.

 

Mr Duigan asked if there was a timeline for the start and finish of the project and also asked if there would be any problems with migrating information.

 

The Building Control Manager advised that as the same system was already in use there would be no problems with data migration.  The changes would require new ways of working from staff and they would receive training to address that.

 

The project was a large development programme and it had been  ...  view the full minutes text for item 6.