Agenda item

The Chair of the Policy & Finance Committee, Councillor Lury, will present recommendations from the meeting of the Policy & Finance Committee held on 13 February 2025.

The minutes from the meeting have been attached as part of Agenda Item 8 (Council Budgets 2025/26). The recommendations for the Council to consider can be found at Minute 538(Corporate Support Committee – 6 February 2025 - Procurement of Human Resources and Payroll System). The Officer’s report is attached together with an Exempt Appendix.

(Prior to the commencement of this item, Councillor Stanley redeclared his personal interest made at the start of the meeting).

          The Chair of the Policy & Finance Committee, Councillor Lury, presented recommendations following the meeting of the Policy & Finance Committee held on 13 February 2025.

          Councillor Lury referred Members to two recommendations at Minute 538 (Corporate Support Committee – Procurement of Human resources/Payroll System which he duly proposed explaining why it was necessary to proceed in procuring a replacement HR/Payroll system. He confirmed that an exempt briefing note had been circulated to councillors in advance of this meeting and that this briefing note had also been circulated to the meeting.

The Chair stated that members needed to be mindful of discussing any information contained within that document and that if there was a need to move into exempt business, members could do this.

          Councillor Nash then seconded the recommendations.

          The Chair invited debate. Various questions were asked. Firstly, confirmation was sought as to the precise date that the system would cease to function. It was confirmed that the current system would be withdrawn by its supplier in December 2026 meaning that there was a business need to have a replacement system bedded in by April 2026 well in advance of that date. Questions were also asked in terms of the cost of the replacement system and how this would be funded. The Group Head of Finance and Section 151 Officer confirmed that this would be funded from borrowing.

          As confirmation had been received that councillors wished to discuss the content of the exempt paper circulated, Councillor McAuliffe proposed that the meeting should move into exempt business. This was seconded by Councillor Gunner.

          The Council

                     RESOLVED 

That under Section 100a (4) of the Local Government Act 1972, the public and accredited representatives of newspapers be excluded from the meeting for the following item of business on the grounds that it may involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act by virtue of the paragraph specified against the item.

          A range of questions and concerns were raised covering business options and other alternatives and timescales and costs. Responses to the questions raised and concerns expressed were provided.

The meeting then resumed in open session.

Further debate took place with some Councillors confirming that from what they had heard in response to questions raised in exempt business, there were too many unanswered concerns in relation to alternative options available. It was felt that some of the options set out in the exempt paper provided should be explored further and in greater detail. The Chief Executive was asked if she could provide solid reassurance that she was content with the proposals put forward. In response, the Chief Executive confirmed that following the Policy & Finance Committee held on 13 February 2025, she had convened an urgent meeting with the project team to work through the questions that had been asked by councillors at that meeting and separately and directly to herself. She could confirm that the correct processes had been followed and that due to the time constraints in place it was completely necessary to push forward in procuring a new system. It was acknowledged that this was a costly exercise but that the procurement process would enable the council to secure the best deal possible for the council.

Councillor Nash, as seconder to the recommendations,  confirmed his support and he confirmed the risks for not moving forward with this procurement. 

          Councillor Lury, as proposer of the recommendations, reconfirmed that the time constraints meant that it was necessary to proceed.

          A recorded vote had been requested for this item. Those voting for the recommendations were Councillors Ayling, Batley, Birch, Blanchard-Cooper, Mrs Bower, Butcher, Harty, Haywood, Huntley, Jones, Lawrence, Long, Lury, May, McDougall, Nash, Northeast, O’Neill, Oppler, Penycate, Stanley, Tandy, Wallsgrove, Walsh, Wiltshire, Woodman, Mrs Worne and Yeates (28). Those voting against were Councillors Bicknell, Mrs Cooper, Cooper, Greenway, Gunner, Kelly, Madeley, McAuliffe, Partridge, Patel, Pendleton and Stainton (12). Councillors Edwards, Elkins, Lloyd, Purser and Turner abstained from voting (5).

          The council

                     RESOLVED – That

(1)                 It approves the scheme and recommends to Full Council its inclusion in the Council’s capital programme; and

(2)  It grants authority to the Group Head of Organisational Excellence to award the contract if bids come within budget, subject to approval of the scheme by Full Council.