Minutes

Minutes of the special meeting of the Finance and Resources Committee held on 30 July 2009 at 10 Dean Farrar Street, London, SW1H 0NY.

Present

Members

• Steve O’Connell (Chairman)
• Reshard Auladin
• John Biggs
• Dee Doocey
• Deborah Regal
• Graham Speed
• Richard Tracey

MPA officers

• Jane Harwood (Assistant Chief Executive)
• Annabel Adams (Deputy Treasurer)
• John Crompton (Committee Services)

MPS officers

• Ailsa Beaton (Director of Information)
• Jane Bond (Acting Director Property Services)
• Paul James (Director of Finance Services)
• Karim Mahamdadlie, Director of Business Support, Finance Services)
• Anne McMeel (Director of Resources)
• Patrick Phillips (Deputy Director of Information)
• Peter Ross (Director, Programme Delivery Property Services)
• David Rowell (Director, Category Management)
• John Whittaker (Director, Logistical Services).
• Gary Pugh (Director, Forensic Services) attended for agenda item 17.
• Martin Tiplady (Director of Human Resources) attended for agenda item 24.

1. Apologies for absence

(Agenda item 1)

Apologies for absence were received from Faith Boardman, Cindy Butts and Kit Malthouse.

2. Declarations of interests

(Agenda item 2)

No declarations were made.

3. Minutes of the meeting held on 18 June 2009 (Part 1)

(Agenda item 3)

Resolved – That the minutes of the meeting of the Committee held on 18 June 2009 be agreed and signed as a correct record.

4. Work programme

(Agenda item 4)

A report was submitted which outlined a work plan for the committee and identified an equality objective.

It was noted that further items would be added to the agendas for future meetings.

Resolved - That

1. the work programme be agreed; and
2. the Committee retains the equality objective, to monitor progress in implementing the Responsible Procurement Policy especially:
   • Embedding the policy throughout the MPS
   • Increasing the number of diverse suppliers we procure goods and services from
   • Implementation of the London Living Wage

5. Appointments to sub-committees

(Agenda item 5)

A report was submitted which set out details of the membership of the Committee’s sub-Committees. The appointments are to be reviewed in October.

Resolved – That the appointments to the Sub-Committees and of the Chairmen and Vice Chairman made by the full Authority be noted and it be noted that the matter is subject to review in October.

6 Business considered by the sub-committees

(Agenda item 6)

A report was considered which set out a summary of the business considered by the sub-Committees of the Finance and Resources Committee.

Productivity and Performance Sub-Committee

Dee Doocey asked that it be recorded that she was very disappointed to read that it had been decided not to explore the further implementation of zero based budgeting, and said she would take up this point with the Mayor.

The Chairman said that it would not be appropriate for the MPS to have to proceed with ZBB during the current challenging period when the draft budget was being prepared. However, he would request that the MPS identify a ZBB project later in the financial year.

Estate Panel

Graham Speed requested that a way be found to draw greater attention to the appendix which contained the update on the estate strategy.

Resolved – That the report be noted.

7. Revenue and Capital Budget Monitoring 2009/10 – Period 2

(Agenda item 7)

This report provides an update on the revenue and capital budget monitoring position for 2009/10 at Period 2 (to the end of May). The revenue budget is forecast to overspend by £17.8m (approximately 0.6% of budget). The capital programme shows year to date total expenditure of £9.8m. This total represents 4.2% of the revised annual budget of £234.2m. The forecast for the year of £234.2m is equal to the revised annual budget.

Members asked for more information on the following points and it was agreed that this would be provided by means of a briefing note following the meeting:

• Why there has been a delay in transfer of traffic warden posts to PCSOs
• How unfavourable exchange rates impact on transport costs
• Why there has been a reduction in numbers of officers seconded to other organisations
• Why there is reduced income for policing at Heathrow?

Resolved – That

1. the Committee note the year to date and forecast position for revenue and capital budgets;
2. the budget changes that have taken place since the submission of the 2009/12 MPA/MPS Policing London Business Plan (paragraph B35 refers); and
3. the revised capital programme and budget.

8 Capital Outurn Review 2008/09

(Agenda item 8)

A report was submitted which provided an analysis of the provisional capital outturn for 2008/09 and proposals for the rephasing of capital projects into 2009/10.

The Director of Finance would provide the Deputy Treasurer with details of the borrowing strategy

In response to a point from a member the Director of Resources confirmed that the statement concerning capital receipts at paragraph 19 did not accurately reflect the position which had been agreed earlier in the year which was that sales would be made at what was considered to be the most opportune time to achieve best value.

Resolved – That

1. the provisional outturn position as agreed at the Finance & Resources Committee meeting on 18 June 2009 be noted;
2. approval be given to amendments to the capital programme and budget for 2009/10 and future years to reflect rephasing of 2008/09 projects and in-year changes (paragraphs B25 and B26 refer); and
3. it be agreed that officers progress all projects in the approved programme and that financing of the Capital Programme 2009/10 be kept under regular review during the course of the financial year to ensure resources are properly matched to spend, if necessary through additional borrowing as agreed by the Authority.

9 Mayor’s budget guidance 2010 2013

(Agenda item 9)

This report summarised the Mayor’s budget guidance for the 2010/11 budget planning round

Resolved – That the budget guidance and the implications for the MPA budget be noted

10. Cost implications of policing public order events

(Agenda item 10)

A report was provided which set out the policing costs associated with major public order events held between 1 April 2008 and 31 March 2009.

In reply to a question from a member the Director of Business Support said that he understood that all the additional costs with regard to New Years Eve related to airwave. He would provide a briefing on the event to include confirmation on this point.

Resolved – That the report be noted

11. Exclusion of press and public

(Agenda item 11)

At this juncture members drew attention to the recent trend for a larger number of reports to appear in the exempt section of the agenda and felt that wherever possible items should appear in the public section, with a short linked exempt appendix where necessary. The Chairman agreed that action should be taken to reduce the volume of paper appearing in the exempt section.

Resolved - That under section 100A(4) of the Local Government Act 1972 the press and public be excluded from the meeting for the following items of business on the grounds that they involved disclosure of exempt information as detailed in paragraphs 3 and 7 of Schedule 12A to the above Act.

Summary of decisions made on exempt items

12. Patrol Base and Custody Centre Programme

(Agenda item 12)

Recommendations relating to the programme and projects and governance structure were adopted.

13 Heathrow Police Station Replacement Polar Park Project Governance and Control

(Agenda item 13)

Recommendations relating to the construction of the police station were adopted.

14. Update on the property transaction to provide new residential accommodation at Peel Centre Hendon

(Agenda item 14)

The update was noted.

15. Report from Resources Sub-Committee

(Agenda item 15)

This report sets out the comments made by the Resources Sub-Committee on agenda items 16 to 20

16 Routine Contracts Programme

(Agenda item 16)

The Programme was agreed

17. Forensic Services Contract for DNA Services (PACE and crime scene stains)

(Agenda item 17)

Agreed to award a contract to the firm identified in the report.

18. Extension of furniture Installation and ancillary services contract

(Agenda item 18)

Agreed to extend the existing contract.

19. Intelligence and Covert Policing Tasking Project

(Agenda item 19)

Agreed to award a contract to the firm identified in the report.

20. Vehicle Fuel Charge Card Facilities

(Agenda item 20)

Approval given to the signing of an agreement for the provision of fuel cards

21. Improving Policing Information Programme

(Agenda item 21

Recommendations relating to the funding of the Programme were agreed.

22. Improving the health and well being of police officers, PCSOs and police staff

(Agenda item 22)

Agreed to introduce the initiative with funding coming from an existing earmarked reserve.

23. Minutes of the meeting held on 18 June 2009 (Part 2)

(Agenda item 23)

Agreed and signed as a correct record.

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