Minutes

Minutes of the meeting of the Estates Sub-Committee held on 18 September 2001 at Romney House, Westminster, London SW1.

Present:

• Nicholas Long (Chair)
• Jennette Arnold (Deputy Chair)
• Elizabeth Howlett
• Cecile Lothian
• Rachel Whittaker

MPA staff:

• Ken Hunt (Deputy Treasurer)
• Alan Johnson (Head of HR and Professional Standards)
• Nick Baker (Secretariat)

MPS staff:

• Keith Luck (Director of Resources)
• Trevor Lawrence (Director of Property Services)
• Mike Shurety (Assistant Director of MPS Personnel)
• John Reynolds (Deputy Director PSD Policy and Support)
• Ken Sewell (Director of Client Liaison and Development)

No members of the press/media and public and other staff members from the MPA and MPS were present.

Part 1

1. Apologies

(Agenda item 1)

No apologies were received.

2. Terms of reference

(Agenda item 2)

The Sub-Committee considered a report that outlined the membership for the Sub-Committee for 2001/02 and its terms of reference as agreed by the Finance, Planning and Best Value Committee at its meeting on 19 July 2001.

The Sub-Committee in agreeing the terms of reference outlined in the report, also agreed that further clarification be sort from the Finance, Planning and Best Value Committee on the financial limits that the Sub-Committee can approve, if at all, when considering proposals.

Resolved – That

1. the Sub-Committee membership and terms of reference be noted; and
2. the Finance, Planning and Best Value Committee be asked to consider the discretionary financial limits that the Sub-Committee can approve, if at all, when considering schemes.

3. Chair and member's update

(Agenda item 3)

Nicholas Long reported that he had visited Lambeth Support Headquarters and had been impressed with the prototype being developed there. He had also visited stations at Leman Street and Romford.

The Sub-Committee enquired when would it be possible to visit the Hendon Recruitment Centre following its refurbishment and were informed that completion would be in December. Subsequently, the Chair proposed that the Sub-Committee should arrange a visit following completion, but prior to occupation.

Resolved – That the report be noted.

4. Update on estate issues

(Agenda item 4)

The Sub-Committee received a report that updated Members on a number of estate related issues. These included the headquarters accommodation strategy, Hendon recruitment – Mill Hill Halls of residence, Old Street Magistrates' Court and Trenchard House.

With regard to Old Street Magistrates' Court, the Sub-Committee were informed that a report would be considered at the full Authority meeting on 20 September 2001, following the cancellation of the Co-Ordination and Urgency Committee on 13 September 2001.

The Sub-Committee sought clarification on the current position on the valuation obtained and were reminded of previous discussions held on the future of this site. Members received reassurance that the market value of the site would reflect the full market value agreed with the District Valuer.

Members requested that in order to facilitate debate of this issue at the full Authority meeting, copies of notes of meetings on this issues be made available to Members.

In addition to the issues outlined in the report, the Sub-Committee were given information relating to the recent Government announcement to allocate funding under the Starter Homes Initiative. It was noted that London police had been awarded £15,312 million over three years and that this could be used for police officers and civil staff in both the MPS and the City of London Police. It was noted that details of the implementation of the scheme would be developed and a report would be present to Members in due course.

Members welcomed this news and thanked the officers for the work in securing this benefit to recruitment and retention of officers and staff.

Resolved – That the report be noted.

5. MPA Leasehold estate – dilapidations reserve

(Agenda item 5)

Members considered a report that reminded them that the MPS were now subject to the same financial regimes as local authorities. It suggested that the Sub-Committee approve, in principle, subject to the Finance, Planning and Best Value Committee agreeing appropriate financial provision, the creation of an ear marked reserves from which funds could be drawn to contribute to the costs of dilapidations liabilities.

Resolved – That the Sub-Committee approve, in principle, the establishment of an ear-marked reserve for the payment of 'dilapidations' fees subject to Finance, Planning and Best Value Committee making appropriate financial provision.

6. Dates of future meetings

(Agenda item 6)

The Sub-Committee were invited to agree dates of future meetings.

Resolved – That the following dates and times of future meetings be agreed: 19 November 2001; 22 January 2002; 19 March 2002; and 21 May 2002, all at 9.00 a.m.

7. Accommodation for Harrow borough OCU headquarters

(Agenda item 7)

The Sub-Committee considered a report that outlined short and medium term accommodation requirements for the Harrow Borough OCU headquarters and that sought approval to the medium term borough accommodation strategy through leasing a building adjacent to the existing Harrow Police Station. Approval was also sought for the required refurbishment and alteration work required at this building.

The Sub-Committee agreed that a key issue that need to be Resolved related to the financing of the scheme and as no clarification on the power of the Sub-Committee to approve such financing was available this matter should be referred to the Finance, Planning and Best Value Committee for consideration.

Resolved - That the Finance, Planning and Best Value Committee be asked to consider in further detail the financing of this scheme.

8. Exclusion of press and public

(Agenda item 8)

A resolution was put to exclude the press and public from the meeting during following agenda items as they were likely to disclose exempt information as described in Schedule 12(a) (9) of the Local Government Act 1972 (as amended).

Resolved – That the press and public be excluded during the items 9,10 and an urgent tabled item of the agenda.

9. Accommodation for Harrow borough OCU headquarters

(Agenda item 9)

The Sub-Committee, in conjunction with agenda item 7, considered the Investment Appraisal as an exempt appendix to that report.

Resolved – That the Sub-Committee note the confidential appendix to agenda item 7

10. Accommodation for Harrow borough OCU headquarters

(Agenda item 10)

The Sub-Committee considered the financial implications of the proposal

Resolved – That the report be considered and noted in conjunction with agenda item 7 and 9.

11. Tintagel House lease – urgent update

The Sub-Committee agreed to consider a verbal update relating to the continuation of the lease at Tintagel House as a decision was required by 21 September 2001.

Resolved – That the Sub-Committee note the verbal update and an urgent report be considered by the full Authority on 20 September 2001.

The meeting closed at 3.05 p.m.

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