Issue - meetings

RESOLVED: That the details of the Exit Management Plan and the responsibility of the council officers as well as the Directors of Alive West Norfolk and Alive West Norfolk staff to complete the transfer and the comments made in the meeting be noted.

Reason for Decision

To ensure an orderly transition of the services delivered by Alive West Norfolk back to the council’s management by 31 March 2025.

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On 30 July 2024, Cabinet resolved to return the services currently operated by Alive West Norfolk to the council’s in-house management.

Clause 29 of the Management Agreement (termination on notice) was served on Alive West Norfolk and work was being progressed to transfer the service back to the council by 31 March 2025 at the latest.

Schedule 6 of the Management Agreement detailed an Exit Management Plan which described the roles and responsibilities of the both the council and Alive West Norfolk to ensure the orderly transition of the Services to the Authority, as well as the principles upon which the Exit Management Plan was based.

The report updated the Shareholder Committee on the Exit Management Plan and provided assurance that the transfer of the service back to the management of the council was smooth with a minimal amount of disruption to the service, for the public and staff.  The Plan was to be reported to the AWN Board shortly.

Councillor Ring suggested that the Project Board overseeing the insourcing should meet monthly.  He also suggested that the following the transfer, the review needed to continue to review where elements of the service had been placed and working arrangements etc.

It was also explained that the Exit Management Plan, as an operational document would be signed off by the Chief Executive or Monitoring Officer. Following questions on the reporting element of the insourcing, it was explained that the Authority would provide weekly updates to Alive WN on the transfer as it was an Authority led project, and the Project Board was overseeing the project on behalf of the authority. It was noted that the Non Executive Directors were able to give that assurance in the same way as Executive Directors would be able to.  Assurances were provided that the project management elements were being carried out. 

By way of explanation Councillor Beales asked for clarity that the Authority would be able to set the fees and charges.  It was explained that the Management Agreement had specific a process for increase in fees and charges, which needed to be caried for the year and the need to build it into the Authority’s budget.  The Authority was undertaking modelling of fees and charges but the AWN Board would consider what it needed to do to deliver a balanced budget.

Councillor Morley asked about Accounts Payable to which it was explained that there would be deadlines for Alive  staff would have a segregation between purchasing via Alive or the Council, in order to facilitate the closure of accounts etc.

RESOLVED: That the details of the Exit Management Plan and the responsibility of the council officers as well as the Directors of Alive West Norfolk and Alive West Norfolk staff to complete the transfer, and the comments made in the meeting be noted.

Reason for Decision

To ensure an orderly transition of the services delivered by Alive West Norfolk back to the council’s  ...  view the full minutes text for item 9