Committee Meeting Management Software

Ref: FOI/22123 

RE: FREEDOM OF INFORMATION ACT 2000 REQUEST 

I am writing to confirm that the West Midlands Fire Service has now completed its search for the information you requested further to your freedom of information request. 

Please find below a summary of our findings. 

Request 

I am currently researching the digitalisation of the UK’s public sector – with a focus on committee meeting technology. I wanted to ask a few questions regarding this: 

1.How do you manage your meetings (organise agenda, minutes etc)? Do you use a committee meeting management software such as a board portal (CMIS, Modern.Gov, iBabs etc) or just emails etc? 

2.If yes, what is the name of the supplier? 

Reply 

We currently use the Committee Management Information System (CMIS) to collate our agendas. Once published on our CMIS website an email is then circulated to inform the members of that relevant committee. The minutes of the previous meetings are included within the agenda packs as well. 

Request 

3.If yes, what is the contract expiry and contract review date? 

Reply 

It is an annual contract and is due to expire at the end of April 2023. 

Request 

4.How many users are on the board portal/management solution, and how much do you spend on this? 

Reply 

All Fire Authority Members and relevant Officers have log in access to CMIS. The total for the CMIS contract is £9,289.17 (CMIS support and maintenance = £6,295.44 and hosting charge = £1,445.53). 

Request 

5.What is your cost per user? 

Reply 

N/A as we are not charged per user. It is an annual total for hosting, support and maintenance. 

Request 

Could I also kindly ask for contact details for the best lead regarding this? 

Reply 

With regards for the contact details of responsible persons, WMFS operates a single point of contact policy and callers are directed via HQ general contacts on 0330 058 9000. The call will be directed to the person with responsibility for the specific service. There is a direct email address for suppliers making sales enquires email: procurement.enquires@wmfs.net. Furthermore, guidance from the Information Commissioner’s Office is as follows: 

• The presumption is in favour of protecting privacy, so the release of personal information will only be fair if there is a genuine reason to disclose. This involves a three-stage test. A public authority will generally have to satisfy itself that: 
• There is a legitimate interest in disclosure; 
• The legitimate interest can only be met, or fully met, by the disclosure of information which identifies individuals (i.e. the disclosure is necessary to that purpose); and, the disclosure would not involve unwarranted detriment to the individual’s privacy or other rights and legitimate interests. 
• You can find out more about FOI exemptions from the Information Commissioner's Office. This will explain which one or more of the FOI exemptions applies, and tell you how to appeal if you disagree with our decision. 

If you have any queries about this Freedom of Information request, please contact us. Please remember to quote the reference number above in any future communications.  

For service complaints, issues or comments regarding this request please contact The Public Relations Department, West Midlands Fire Service, 99 Vauxhall Road, Birmingham, B7 4HW 

Further information concerning Freedom of Information requests can be found on the Information Commissioner website at either the following link: https://ico.org.uk/ or at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.