AGENDA ITEM: 17 SUMMARY. Sally Marshall, Director of Finance & Corporate Services. 4. Electoral Registration Software 54,000

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1 Page 1 of 6 AGENDA ITEM: 17 SUMMARY Report for: Cabinet Date of meeting: 25 November 2008 PART: I If Part II, reason: Title of report: Contact: Purpose of report: Recommendations CAPITAL STRATEGY STEERING GROUP REPORT ON REQUEST FOR CAPITAL APPROVAL Cllr Nick Tiley, Portfolio Holder for Finance & Resources Sally Marshall, Director of Finance & Corporate Services To seek approval of capital provisions within the approved Capital Programme 2007/8 to 2011/12 and recommend to Council approval of revised Capital Programme and Cabinet approve the virements outlined in Appendix 1. It is recommended that Cabinet approves the commitment of 1. Introduction of Performance Planning and Management Software 33, Implementation of suite of e-sourcing tools - E-Tendering, E-Auctions, E-Contract Management 10, Pond Restoration Margaret Lloyd Park, Hemel Hempstead 35, Electoral Registration Software 54,000 Corporate objectives: Implications: Monitoring Officer/ Capital investment is important to the achievement of the Council s objectives The proposal is in line with the budget and financial projections Monitoring Officer Page 1 of 6

2 S151 Officer Comments No comments Section 151 Officer This is a S151 officer report Page 2 of 6 Consultees: Capital Strategy Steering Group Background papers: CSSG files Page 2 of 6

3 BACKGROUND REPORT Page 3 of 6 1. The Capital Strategy Steering Group (CSSG) has been tasked by Cabinet with operating the control and evaluation processes over the Council s capital funds. 2. This includes receiving requests from departments for evaluation of proposed capital schemes. Once evaluated by CSSG, those proposed schemes are brought to Cabinet by CSSG for determination. CSSG then, subsequently, has a remit of monitoring the performance and progress of the approved schemes. 3. At its meeting on 12 November 2008, the CSSG considered the following proposed projects that were approved for consideration by Cabinet. The details of the proposed schemes are set out below. Introduction of Performance Planning and Management Software 4. To introduce a performance planning and management system that will be able to collect, monitor and report robust performance information at all levels, across community partners and bring together, into one system, all of the plans and strategies to which the Council and its key partners are committed. In addition, the Council is seeking a web based system which can deliver a framework for strategic planning, project management, risk management, community engagement and assist with staff development appraisals 5. The software will be able to make linkages between all of the various strategies and plans that the Council is committed to it will improve our performance management and planning making these processes smoother and more integrated. It will contribute to better governance and decision making based on a better quality of performance and planning information right down to individual levels of accountability. It will improve communication and data sharing with our key partners. 6. The Procurement department are currently working on producing a specification. The product specification will include detailed project plans for assisted implementation approximately 20 days support time. It is envisaged that the system could be introduced in January 2009 and used for performance management of 2009/10 plans and for performance planning for 2010/ The system will contribute to Committing to Excellence the Council s management of its performance will be improved with less emphasis on data collection and more on data analysis creating faster responses to areas of concern. 8. The estimated capital cost of the project is 33, There will be revenue implications of an annual licence fees of approx 8000 per annum. If the system is successfully implemented, less staff time would be needed in terms of data collection. Implementation of suite of e-sourcing tools E-Tendering, E-Auctions, E-Contract Management 10. The implementation of the e-sourcing tools will enable all Council tenders to be managed electronically, allows for the use of electronic auctions as part of the tender process and allows for electronic contract management to be undertaken. This will support the Council in its quest for a higher score in its Use of Resources by ensuring efficiencies and value for money through reducing the time-scales associated with Page 3 of 6

4 Page 4 of 6 the advertising, receipting, opening and all round management of the tendering process. 11. The implementation of the suite of e-sourcing tools is a fundamental part of the Procurement Governance arrangements that are currently being reviewed. This suite of tools will support the Council s plans & strategies in the following areas:- Financial Regulations Procurement Standing Orders Procurement Strategy Economic Development Strategy by the Selling to the Council Guide Small & Medium Entity Protocol Sustainability Agenda 12. The e-sourcing tools underpin the procurement governance arrangements that will be reviewed by Cabinet and the Resources Overview & Scrutiny Committee on a periodic basis. 13. The project links to the Council s vision by: Supporting the Council in becoming an excellent Council Supporting the local suppliers by stimulating the local economy 14. The estimated capital cost of the project is: 10k to be paid up-front which will cover the Council for the following areas: Database set-up Implementation of the on-line portal The up-front payment also includes maintenance and licences for the next 3-years. 15. There are no ongoing revenue implications. Pond Restoration Margaret Lloyd Park, Hemel Hempstead 16. The pond at Margaret Lloyd Park was created approximately 20 years ago, using a butyl liner. Over time the liner has become punctured in several places, resulting in the water level dropping to 300mm. The falling water level has reduced the area of the pond by 2-3m, putting pressure on the outer edge of the liner. In places the grass cover has been worn away, exposing the liner to sunlight and further accelerating its deterioration. During hot periods the pond may dry out through evaporation. 17. In it s present condition the pond offers very limited value to wildlife as the shallow waters have allowed marginal plants to spread across the whole surface of the pond, including many non-native species. The pond will continue to deteriorate over the next 2 to 3 years as liner comes to the end of its lifespan. 18. Restoring the pond would involve removing all the existing vegetation and material and the laying of a new bentonite liner (between two layers of geotextile) on top of the butyl liner. The benefit of using bentonite clay is that if the seal is punctured, the clay expands and gels together, effectively repairing the puncture and restoring the waterproof bund. The removed silt would then be placed over the top and native plants from the pond replanted. A floating island would be installed to give birds a safe nesting area and a dipping platform installed 19. Restoring the pond would involve removing all the existing vegetation and material and the laying of a new bentonite liner (between two layers of geotextile) on top of the butyl liner. The benefit of using bentonite clay is that if the seal is punctured, the Page 4 of 6

5 Page 5 of 6 clay expands and gels together, effectively repairing the puncture and restoring the waterproof bund. The removed silt would then be placed over the top and native plants from the pond replanted. A floating island would be installed to give birds a safe nesting area and a dipping platform installed. 20. The project has strong links to the themes of the Community Plan. 21. Reducing crime and feeling safe: The restoration will provide an opportunity to generate community interest and involvement in the pond at Margaret Lloyd Park, which in turn will aid surveillance of the area and deter vandalism. 22. Creating a Cleaner and Healthier Environment & Promoting Culture, Arts and Leisure: - The restored pond, with open water and planting to improve the wildlife habitat, will form an attractive focal point for the park and encourage visitors. Experiencing nature in this way is a free activity, available to all sections of the community and beneficial to health and wellbeing. 23. Community Involvement: - Improving the pond will provide an opportunity to raise awareness amongst local people of how they can contribute to conservation and wildlife within their neighbourhood. 24. Responding to the needs of Children and Young People: - Constructing a dipping platform will support initiatives with local schools to use the pond as a valuable asset in the teaching of aquatic habitats. 25. To be an excellent Council Restoring the pond will improve the bio-diversity of Margaret Lloyd Park and provide an opportunity to increase environmental awareness within the local community. 26. Promoting civic pride and active communities The councillors for Grovehill actively support the project and aim to promote community pride and ownership through resident s involvement in the development of the pond. 27. To have a safe tidy and clean environment The restored pond would enhance the bio-diversity of the local environment and improve the areas visual appearance providing a focal point for the parkland setting. 28. To balance affordable housing and protected green space This project will restore a valuable wildlife habitat supporting a wide range of plant and animal species. It will also safeguard the presence of a water feature on the site, which otherwise would be lost within the next 2/3 years. 29. The estimated capital cost of the project is 35,000 and around 32,000 will be funded by virements from identified savings from within the approved capital programme for 2008/09. 3,000 of Section 106 monies is available to fund the remaining capital expenditure. 30. There are around 15,000 of revenue costs which will be funded from virements from within a revenue cost centre. Electoral Registration System 31. The present system will be supported by the current provider until the 1 December However, there are other local authorities with this package who will also be looking to potentially seek alternatives during the same timespan and there is also a limit to the number of new clients the software companies can take at one time. 32. Therefore a proactive approach is being undertaken by this Council. The approval of the maximum estimated capital provision of 54,000 is included within the capital Page 5 of 6

6 Page 6 of 6 programme 2007/ /12 will allow Dacorum sufficient flexibility to engage anew supplier at an early stage after following the approved procurement process. 33. A further report will be brought to Cabinet when the successful supplier has been nominated to finalise the capital and revenue implications. APPENDIX 1 Schedule of Virements and Funding Arrangements for Recommendation for Cabinet Project From To Value Revenue Virement Introduction of Performance Planning and Management Software (part year) 1010UZ UZ5000 2,000 Pond Restoration at Margaret Lloyd Park 3950MB CB635 15,000 Capital Funding Arrangement Pond Restoration at Margaret Lloyd Park AS220 AM500 6,790 AE300 AM500 11,000 AB330 AM500 10,000 AB640 AM500 3,900 Introduction of Performance Planning and Management Software Implementation of suite of e-sourcing tools IDP Contingency IDP Contingency AJ801 33,000 AJ802 10,000 Page 6 of 6