Archived decisions
No. |
Recommendation |
Progress |
Target date |
2.1.1 |
The documentation of the various agreements should be updated and improved to describe the services being delivered in a clearer and simplified way with emphasis on shared values, outcomes and consistent quality standards for all services. |
A new and much improved Service Level Agreement (SLA) has been developed and signed for services provided by Hampshire County Council's (HCC) Property, Business and Regulatory Services. Progress has been made regarding the revised SLAs for services provided by HCC's IT Services, Treasurers and Chief Executive's Departments. We are making progress with the agreements and aim to have all of them in place by the end of Quarter 4 2007/08. |
It is anticipated that these will be signed in 1st Quarter 2007/08. Revised to Quarter 4 2007/08 |
2.1.4 |
Arrangements should be made as soon as possible for the Service to employ a full time person to provide the web support services, as detailed in the current agreement with the County Council, for the day-to-day support of the Authority's web site. |
Commitment to the use of day-to-day higher level professional support from HCC's IT Services has been reduced. We have attempted to recruit a web support person but were unsuccessful, and will be re-advertising the vacant position in the near future. In the meantime, the web work provided to us by the County Council has been reduced. |
4th Quarter 2007/08 Revised to Quarter 1 2008/09 |
2.1.5 |
A benchmarking group should be established building on existing arrangements with other fire and rescue services to build a source of comparable information on the costs of similar services provided through service level agreements. |
Although there is very good informal, ad hoc, sharing of information through various networks (including: `Family Group 4', Performance Improvement Network, Chief Fire Officers Association working groups, South East Region working Groups) where information is exchanged fairly readily; it is accepted there is scope to develop more formalised benchmarking/surveys on support costs. This is not perceived as a high priority for some authorities at present, but tentative enquiries are being made to Firebuy on the role it might take in looking at the potential for shared service provision. The work undertaken in developing the Insurance Mutual is evidence of what can be achieved through the benchmarking of costs. |
Timing and progress will be dependent on the work priorities of the Performance Improvement Network and Family Group 4. |
2.2 |
Further advice should be obtained as to the extent to which the Public Contracts Regulations 2006 oblige the Authority to undertake a full tendering exercise, prior to any decisions being made in respect of the following recommendations of the consultant's report. |
It appears that the value of the management cost elements of providing the various support services under the individual SLAs would be below the thresholds for European Union procurement regulations. The cost of preparing full tendering documentation and detailed user specifications for most of the services would be excessive compared to the value of each service. This is mainly because we would not be able to engage the professional expertise we would normally obtain (via the SLAs) from HCC as it has a vested interest - it would need to be sought from an independent consultant. Discussions are continuing with the Clerk and it is anticipated that a report on this issue will need to be presented to a future meeting of the Finance and General Purpose Committee. It was reported to the Authority in September 2007. Note: Authority resolved: 1. That notwithstanding the conclusion that the various service level agreements with Hampshire County Council appear to satisfy one or more of the exclusions under the relevant procurement regulations; the opportunity be taken to occasionally expose some of those services to market-testing and/or full competitive tendering as a means of ensuring and demonstrating that they continue to offer best value. 2. That the Clerk be asked to consider whether it would be in the Authority's best interests to seek an arrangement under Section 113 of the Local Government Act 1972 to recognise and regularise the extent and benefits of services provided to the Authority under the current service level agreements. |
Ongoing actions involved. 4th Quarter 2007/08 |
2.2.1 |
The provision of various support services provided by Hampshire County Council should be established under a strategic service partnership with a single set of documents that describe the services delivered in a clearer and simplified way with emphasis on shared values, outcomes and consistent quality standards for all services. This to be achieved by 1 April 2007. |
Once the individual SLAs have been reviewed and updated, the opportunity will be taken to produce an overarching strategic policy document, which will set out mutually agreed expectations consistent with a partnership agreement. Note: dependent on progress with 2.2 above, this may be delayed to Quarter 4, 2007/08. |
2nd Quarter 2007/08. Revised to 4th Quarter 2007/08 |
2.2.2 |
There should be discussions between the officers with the aim of a single monthly itemised invoice for all services provided through the partnership. |
We have taken the view that this is best explored once the individual SLAs have been revamped and agreed. |
From 1st Quarter 2008/09 |
2.2.3 |
An annual strategic meeting should take place involving senior managers from both the Service and the County Council to discuss the plans for the partnership and make decisions about overall performance and effectiveness, strategic developments and any changes needed in the overall approach and agreement. |
Agreed. As this would include the Clerk and Treasurer to the Authority - both are responsible in their County Council roles for the provision of some of the support services provided under the SLAs - this meeting ought to include those senior managers in HCC more closely involved with day-to-day management of the services. |
From 1st Quarter 2008/09 |
2.2.4 |
The partnership should include the delivery of efficiency savings as one of the key new partnership principles rather than presume that rates and charges should simply be raised by the rate of inflation each year and agreement on the achievement of targeted efficiency savings should take place at each annual review. |
Agreed. We expect the new SLAs to include a provision that properly acknowledges that both parties (the Authority and the County Council) share the common aim of achieving efficiency gains - particularly in the provision of support services. We expect `open book' accounting to take place so that the potential to identify scope for efficiency gains is enhanced. |
From 1st Quarter 2008/09 |