Agenda and minutes

Venue: Norfolk Room, Conference Suite, Elizabeth House, Dereham NR19 1EE

Contact: Member Services  01362 656870

No. Item


Minutes (Agenda Item 1) pdf icon PDF 76 KB

To confirm the Minutes of the meeting held on 30 August 2011.


The following points were noted:


  • Minute No 64/11 – Testing of the mobile working equipment was going well.  A number of records needed to be deleted and once that was complete, field testing would take place.  A progress report on mobile working would be presented to the Sub-Committee in the New Year.
  • Minute No 65/11 – The Chairman requested further information on preparations for the Single Benefit.  The IT Consultant advised that only draft proposals had been received so far and when more details were available he would provide an update.                                             

With regard to Members’ training on WebEx and Video Conferencing, no date had yet been set but the Training Manager would be arranging both group and individual sessions.

Further enquiries were being made to clarify whether Skype could meet GCSx security requirements.


The Minutes of the meeting held on 30 August 2011 were confirmed as a correct record and signed by the Chairman.


Apologies (Agenda Item 2)

To receive any apologies for absence. 


Apologies for absence had been received from Mr S Askew.


Urgent Business (Agenda Item 3)

To consider any urgent business.




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.




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

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


Mr P Duigan was in attendance.


Mr G Bambridge arrived during Agenda Item 6.


Capital Programme (Agenda Item 6) pdf icon PDF 46 KB

The August performance report for 2011/12 is attached at Appendix A. 


The Capital programme status report is attached at Appendix B.


Members are asked to note the reports and request further information if required.

Additional documents:


The Chairman expressed concerns about the number of projects with nil spend.  He wanted to know why they had not started.


The Senior Accountant Capital and Treasury explained that it was a mid-quarter report and there was likely to be much more information at the next meeting which would receive the full quarter update.


The ICT Project Manager advised that the Disaster Recovery project had a long lead-in time and most items were now on order.


The Chairman asked if there was sufficient budget to cover the additional project at Agenda Item 9 as well as those on the list and was advised that there was.  All the planned projects were funded.  Half of the money from the IT Strategy which had been carried over could be used, the rest would cover the refresh programme.


The IT Consultant advised that the IT Strategy would be presented to CMT for agreement.  It would then be possible to list the programmes and projects to support the Strategy.


The Business Development Manager acknowledged that concerns had been raised about priorities but said that now that the Corporate Plan had been agreed it provided clarity of direction and business plans could be aligned. 


The Senior Accountant Capital and Treasury reiterated that there would be more information in the next report and that she would add a notes column to provide a status update from Service Managers.


Exclusion of Press and Public (Agenda Item 7)

To consider passing the following resolution:


“That under Section 100(A) of the Local Government Act 1972 the press and public be excluded from the meeting for the following items of business on the grounds that they involve the disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act”.








RESOLVED that under Section 100(A) of the Local Government Act 1972 the press and public be excluded from the meeting for the following items of business on the grounds that they involved the disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act.


Performance Plus System (For Information)(Agenda Item 8)

Report of the Deputy Leader & Executive Member for Performance and Business Development.


The Chairman noted that the report was for information only but asked which budget the funding had come from.  The Senior Accountant Capital and Treasury advised that the costs had been covered by the Core ICT Revenue budget and the Performance budget.


Mr Stasiak advised that the rationale behind the change was to provide a more user friendly system which enabled quick and easy access to data.  There were also financial advantages.

The report was noted.


VoIP System (Agenda Item 9)

Report of the Deputy Chief Executive.


The ICT Project Manager explained the reasons behind the request to change the Council’s telephony system.  The current system was approaching the end of its useful life and replacement parts were difficult to source.  The new system would provide more flexibility and greater connectivity.


All costs for introducing the new system had been included in the report and approval of the budget would not compromise other projects.


Members were provided with details of the new system’s capabilities.  It would reduce the risk of in-house failure and enhance Disaster Recovery.


It was confirmed that there would be some revenue costs but they would be off-set by the savings made.




(1)               To keep the current system

(2)               To implement a Mitel based VoIP system in place of the existing system

(3)               To replace the existing system with a new Siemens VoIP solution


Reasons for Recommendation


Option 2 would provide a range of improvements listed in the report.


RESOLVED to approve Option 2, to migrate the existing telephony users at Elizabeth House onto the Mitel VoIP telephony system.


Next Meeting (Agenda Item 10)

To note the date of the next meeting on 22 November 2011.


The arrangements for the next meeting on 22 November 2011 were noted.