Agenda and minutes

Venue: Tameside Council, Tameside One, Committee Room 1, Level 2, Market Place, Ashton-under-Lyne, OL6 6BH

Contact: Fabiola Fuschi 

Items
No. Item

1.

ATTENDANCES

To note attendances, including Officers and any apologies for absence.

Minutes:

There were no apologies for absence received.

 

Prior to the commencement of the formal business of the Committee, the Director of STAR Procurement and the Assistant Director delivered a presentation to inform the newly appointed members of the Committee of STAR’s main functions, objectives, current achievements and benefits for its partners and stakeholders. The Committee was also informed of the new business plan which set out goals and strategy for period 2020-2023. The Committee would receive the draft business plan in November 2019.

2.

MEMBERSHIP OF THE COMMITTEE INCLUDING CHAIRMAN AND VICE-CHAIRMAN

To note the membership of the STAR Joint Committee and to nominate the Chairman and the Vice-Chairman for the Municipal Year 2019/20

Minutes:

The Committee was asked to nominate the Chairman and the Vice-Chairman for the Municipal Year 2019/20.

 

RESOLVED that:

1.     The membership of the committee be noted;

2.    Councillor Ali be Chairman of  STAR Joint Committee for Municipal Year 2019/20;

3.    Councillor Ryan be Vice-Chairman of STAR Joint Committee for Municipal Year 2019/20.

3.

MINUTES pdf icon PDF 133 KB

To receive and if so determined, to approve as a correct record the Minutes of the meeting held on 11th February 2019

Minutes:

RESOLVED that the minutes of STAR Joint Committee meeting held on 11th February 2019 be approved as a correct record.

4.

DECLARATIONS OF INTEREST

Members to give notice of any interest and the nature of that interest relating to any item on the agenda in accordance with the adopted Code(s) of Conduct.

Minutes:

There were no declarations of interest received.

5.

5-STAR PERFORMANCE REPORT (2018/19 Q4) ANS 5-STAR MEASURES (2019/20) pdf icon PDF 231 KB

To receive a report from the Assistant Director – Delivery, STAR Procurement

 

Additional documents:

Minutes:

The Committee considered a report of the Assistant Director of STAR Procurement which sought to inform of 2018/19 Quarter 4 performance against a series of annually set Key Performance Indicators (KPIs), named 5-STAR measures approved by the Joint Committee on an annual basis.

 

This year’s performance for non-ratified savings was over target with £6.5 M savings achieved. Income Received also concluded its activity over set target with £258,000 achieved.

 

With regard to Social Value of STAR’s procurement activity, this year’s target was not achieved; measures were in place to ensure that next years’ target would be reached and exceeded.

 

Commercial performance showed that £507,352 Non Ratified Savings had been produced with 483 contracts started. The number of employment and apprenticeship / training opportunities created was reported. Additional resources would be put in place to provide more comprehensive data on this measure.

 

The number of collaborative contracts was provided; these were split into three categories: people, place and professional to reflect the different areas of procurement activities.

 

It was explained that more training was required for services to ensure that instances of contracts exemptions and modifications were kept to minimum levels through effective forward planning of procurement activities. Training sessions and events held in 2018/19 had been well attended and positive feedback had been received from attendees.

 

The Committee sought and received clarification on Social Value target for 2019/20, its definition and how this could be better communicated to all stakeholders. It was explained that 2019/20 target would be raised to 20% for under OJEU (Office Journal of the European Union) procurements from current 15%. Embedding Social Value Portal would provide a consistent approach to measuring and reporting improvement to society through procurement activities. Corporate priorities would be linked with the National Themes Outcomes and Measures (TOMs) Framework to provide evidence of how stakeholders collaborated to deliver agreed priorities for a specific area. Members observed that it would be useful to see, per each local authority, data representing social value delivered by procurement activities. It was explained that these figures were already available and they were provided However, it was agreed to prepare a summary and case studies for the next meeting of the Joint Committee. 

 

RESOLVED that:

1.    The performance report for 2018/19 Quarter 4 be noted;

2.    The new measures (2019/20) for Social Value be circulated to all members of the Joint Committee;

3.    Information on collaboration between stakeholders be provided at next meeting in September 2019;

4.    An update on Social Value Procurement and case studies be presented at next meeting in September 2019.

 

6.

SOCIAL VALUE CHARTER pdf icon PDF 216 KB

To receive a report from the Director – Development, STAR Procurement

Additional documents:

Minutes:

The Joint Committee considered a report of the Director of STAR Procurement on the Social Value Charter outlined in Appendix 1. The document set out Trafford’s Council‘s commitment to delivering a Social Value vision where the Council, businesses, third sector partners and voluntary groups worked together for the benefit of the citizens and communities of Trafford.

 

STAR Procurement would develop a bespoke version of the Charter for each Council within STAR.  

 

The Committee sought clarification on whether it would be difficult to replicate the Charter for each Local Authority within STAR. It was explained that the format of the document would be the same; Corporate Priorities linked to Themes Outcomes and Measures Framework would be different as they would reflect different areas of focus for each Council.   

 

RESOLVED that a bespoke version of the Social Value Charter be adopted by each of the Local Authorities Members of STAR Procurement. 

7.

STAR STRATEGIC RISK REGISTER UPDATED VERSION pdf icon PDF 373 KB

Minutes:

The Committee considered a report of the Director of STAR Procurement which sought to inform of the newly developed STAR Risk Register. This document replaced the Risk Register which had been created in 2014. It also reflected the change in STAR’s membership from three to four partners and a Clinical Commissioning Group.

 

Members were informed that the content of the STAR Risk Register could be in the public domain and no exclusion from the press and public was necessary.

 

Members requested that the Risk Register be presented to the Joint Committee annually. However, any risk variation should be reported to the Joint Committee at the next scheduled meeting.   

 

RESOLVED that:

1.     The new STAR Procurement Strategic Risk Register be noted;

2.    The Procurement Strategic Risk Register be presented to the Joint Committee on an annual basis;

3.    Any risk variation be reported to the Joint Committee at the next scheduled meeting.

8.

URGENT BUSINESS (IF ANY)

Any other item or items which by reason of special circumstances (to be specified), the Chairman of the meeting is of the opinion should be considered at this meeting as a matter of urgency.

Minutes:

There were no items of urgent business received.

9.

DATE AND TIME OF NEXT MEETING

To confirm the arrangements for the next meetings of the STaR Joint Committee:

·         Wednesday, 18th September 2019, Stockport Council

·         Tuesday, 17th December 2019, Rochdale Council

·         Wednesday, 25th March 2020, Trafford Council

 

 

Minutes:

RESOLVED that dates and times of STAR Joint Committee meetings for Municipal Year 2019/20 be noted:

-       Wednesday 18th September 2019, 2:00 p.m., Stockport Council

-       Tuesday 17th December 2019, 2:00 p.m., Rochdale Council

-       Wednesday 25th March 2020, 2:00 p.m., Trafford Council