GLRO 16 27 Catering for London Elects e-counting training events.

Type of decision: 
GLRO decision
Code: 
GLRO 16 27
Date signed: 
15 April 2016
Decision by: 
Jeff Jacobs, Head of Paid Service

Executive summary

The Mayor of London and London Assembly elections will take place on Thursday 5th May 2016. Training events for all operators of the e-counting equipment took place at Lampton Park Conference Centre, Hounslow between 1 February and 18 March 2016. A decision is required to secure funding for additional catering for these training events. 
 

Decision

That the GLRO approves:

•    Additional expenditure of £10,308, making a total of £20,856, to be paid to the London Borough of Hounslow to provide catering for the e-counting training events at their Conference Centre in Lampton Park.

Part 1: Non-confidential facts and advice

Introduction and background

1.1    The elections for the Mayor of London and the London Assembly will take place in May 2016.  The contract for e-counting that was in place for the 2012 elections has been extended for these elections.  Training for all the e-counting staff from the constituencies took place between 1 February and 18 March 2016 at Lampton Park Conference Centre, Hounslow. This was approved through GLRO16-13 and the catering for the training was approved at a cost £10,548 via GLRO16-14. 

1.2    The training sessions were full day events. Under the terms of agreement for use of the venue it was required that any catering must be provided in-house by the London Borough of Hounslow catering team.
 

Objectives and expected outcomes

2.1    The original order for catering consisted of a sandwich finger buffet, teas and coffees. The  breakdown of costs was as follows:    

               Training days x 14 (@ £709 per day) = £9,932
               Training staff x 35 (@ £8 per head) = £280
               GLA staff (3 per day) x14 days (@£8 per head) = £336
               Total: £10,548

2.2    During the course of the training programme in became apparent that additional catering was required both in terms of the supply on tea/coffee during the morning break in the training and the numbers of staff that Constituency Returning Officers wanted to attend the training sessions. As a result the total cost of the catering increased and the final amounts supplied were as follows:

 

 

Date

Number Catered For

Net charge to GLA

01.02.16

-

-

02.02.16

-

-

03.02.16

-

-

04.02.16

32

£117

05.02.16

22

£81

Weekend

08.02.16

32

£117

09.02.16

36

£411

10.02.16

116

£1,226

11.02.16

116

£1,226

12.02.16

116

£1,468

Half term

22.02.16

107

£1,363

23.02.16

106

£1,341

24.02.16

109

£1,411

25.02.16

115

£1,487

26.02.16

116

£1,500

Weekend/Not in use

02.03.16

-

-

03.03.16

110

£1,488

04.03.16

105

£1,425

Weekend

07.03.16

105

£1,425

08.03.16

113

£1,537

09.03.16

120

£1,621

10.03.16

110

£1,488

11.03.16

 -

Weekend

14.03.16

 -

 -

15.03.16

25

£124

16.03.16

-

 -

17.03.16

-

 -

18.03.16

-

 -

 

 

£20,856

 This represents an additional cost of £10,308 over the amount approved in GLRO16-14.

Equality comments

4.1    Discussions have taken place with the provider to ensure that specific dietary requirements can be accommodated. It should be noted that the provider is unable to ensure that meat products prepared will adhere to specific religious requirements (kosher/halal). Vegetarian options will be provided.

Other considerations

3.1    The training of the e-counting staff from the constituencies is key to the successful delivery of the 2016 elections.  Without training the staff will be unable to operate the equipment and so will not be able to deliver the results. In order to ensure that the time available for training is utilised to the maximum effect, timetabled meal breaks will need to be facilitated efficiently. Access to the training venue has been negotiated for set hours per day. Provision of on-site catering will reduce the risk of training sessions over-running their allocated timeslots. Under the terms of agreement for use of the venue it is required that any catering should be provided in-house by the London Borough of Hounslow’s in-house catering team.

Financial comments

5.1    The request for expenditure to provide catering for the two weeks of E-Counting training is for a total value of £20,856 with this decision form seeking approval for £10,308 of that £20,856.  The budget for this cost is currently held in the Elections Training programme budget line within the Elections cost centre.

Planned delivery approach and next steps

N/A

Activity table

N/A

Appendices and supporting papers

N/A