Minutes

Minutes of the inaugural meeting of the Finance, Planning and Best Value Committee held on 20 July 2000 at Romney House, Westminster, London.

Present:

Members

• Graham Tope (Chair)
• Reshard Auladin (Deputy Chair)
• Nicholas Long (Deputy Chair)
• John Biggs
• Cindy Butts
• Roger Evans
• Cecile Lothian
• Sir John Quinton
• Richard Sumray
• Rachel Whittaker

MPA staff:

• Peter Edwards (Clerk)
• Peter Martin (Treasurer)
• Colin Balkman (Deputy Treasurer) 
• Derrick Norton

MPS staff:

• Barbara Riddell 
• Keith Luck
• Trevor Lawrence
• Ailsa Beaton 
• Diana Marchant

Part 1

1. Apologies for absence

Apologies for absence were received from Cindy Butts, John Biggs and Richard Sumray

2. Terms of reference, membership and member involvement in specialist topics

The Committee considered its terms of reference and noted its membership, as agreed by the Authority at its meeting on 26 June 2000. It was also noted that the Terms of Reference would be reviewed in December 2000.

Members also considered, during the course of the meeting, a range of specialist areas, within the Committees terms of reference, in which nominated lead member(s) could keep the Committee informed of developments particularly in such areas as Best Value, Information Strategy and Estates.

Resolved:

1. That the terms of reference and membership of the committee be noted; and
2. That Nicholas Long be the lead member on Finance and Reshard Auladin the lead member on Best Value.

3. Policing and Best Value Performance Plan

Members considered a report that presented the amalgamated Policing and Best Value Performance Plans for 2000/2001. It was noted that the Metropolitan Police Service (MPS) had produced the plans in line with statutory requirements and that the MPA would make statutory plans in the normal way for 2001/2002.

Resolved:
that the Committee note the contents of the MPS Policing and Performance Plan 2000/2001 and agreed that it be used as a basis for monitoring the performance of the MPS.

4. Mission, vision and values

Following an invitation from the Deputy Commissioner, the Committee received a report seeking views on the MPS’s ‘Mission, vision and values’. The report outlined how the current drafts had been developed.

Resolved:

1. That the report be noted; and
2. That the ‘Missions, Vision and Values’ be presented to the full Authority for adoption.

5. Corporate planning process 2001/2000

A report was considered that outlined the roles and responsibilities for the MPA and MPS in respect of preparing the 2001/02 combined policing plan, best value performance plan and efficiency plan. In considering the report, members agreed to establish an informal sub group to consider planning issues.

Members also received a verbal update on recent Government’s Spending Review and its effect on the Police Service.

Resolved:

1. That the Committee endorse the roles proposed for the MPA and MPS within the planning process and refer to the full Authority.
2. That an informal sub-group be established to consider planning issues and that the sub-group consist of Graham Tope, Sir John Quinton, Rachel Whittaker, Nicholas Long and Reshard Auladin and that those members not present be invited to express an interest in joining the Group; and
3. To note the oral update on the Government’s Spending Review 2000 and its effect on the Police Service and that a report on the issues be presented to the next meeting of the full Authority.

6. Summary of best value

Members received a report bringing them up date on the work undertaken by the MPS, prior to the establishment of the MPA, on Best Value. The report also outlined the role of the MPA, as of 3 July 2000, in making arrangements to secure continuous improvement in the way its functions are exercised, having regard to a combination of economy, efficiency and effectiveness.

Resolved:
that members note the Authority’s responsibility for securing Best Value and the approach taken by the MPS prior to 3 July 2000.

7. Implementation of best value

The Committee considered a report drawing attention to the structure currently in place for the management of the programme of Best Value reviews, and containing information as to the current position on each of the reviews that are currently underway.

Members were invited to comment on future management structures, including the future involvement of members, and on a format for consultation with staff associations.

Resolved:

1. That a report on the future programme of Best Value reviews be presented to the September 2000 meeting of the Committee.
2. That the following members be appointed to an informal sub-group on Best Value: Reshard Auladin, Cecile Lothian and Richard Sumray, with Richard Barnes invited to attend in an ex-offico capacity.
3. That Reshard Auladin be appointed to the MPA/MPS Best Value Steering Group and that any member of the Committee could act as his substitute, and that the Clerk remain a member.
4. That the Deputy Clerk remains a member.
5. That a letter be sent to all members of the MPA inviting them to play a leading role in best value reviews and those members express their interest in participating in any particular reviews to Reshard Auladin.
6. That the MPS Management Board members retain the role of internal Project Director and Chair of the Project Board; and
7. That a sub-group of the consultative forum referred to in the report be established to ensure full and effective consultation with the staff associations. The sub-group would be a joint police and civil forum and its terms of reference would reflect the emphasis that each party will have in respect of best value reviews.

8. Risk management and insurance

The Committee received a report that outlined issues in relation to risk management and insurance and considered the appointment of risk advisers to advise on the way forward. The report also suggested that a panel consisting of three members of the Committee be established to work with the Treasurer (MPA) and Director of Resources (MPS).

Resolved:

1. That the report be noted.
2. That a panel of three members: Nicholas Long, Roger Evans and Richard Sumray work with the Treasurer and Director of Resources on the appointment of risk advisers to address the range of issues described in paragraphs 8-11 of the report.

9. New funding arrangments for National Criminal Intelligence Service and National Crime Squad

Members were informed that the National Criminal Intelligence Service (NCIS) and the National Crime Squad (NCS) are financed by levies on police authority budgets apportioned pro rata to their central government funding. It was noted that the Home Office was seeking views on new funding arrangements and had suggested two options: a direct grant from the Home Office to NCS and NCIS; and top-slicing the NCS/NCIS funding from police grant, with a preference for the former.

The Treasurer reported to the meeting that the APA/ACPO had initiated a review with NCS/NCIS that had not yet be undertaken, which therefore suggested that the Home Office letter might be premature.

Members were invited to agree a response to the Home Office.

Resolved:
that the Chair write to the Home Office on behalf of the Authority, pointing out that the MPA had not been involved in discussions on these issues at an earlier stage but that only two alternative options for a new funding arrangement were being considered, when other options were possible.

10. Opening balance sheet for the MPA

Members considered a report informing them of the current position on preparing the opening balance sheet for the Authority.

Resolved:

1. That the report be noted; and
2. That the Treasurer consult with appropriate members on the balance sheet when available and that a further report be submitted to the next meeting of the Committee.

11. 2000/2001 budget monitoring

The Committee received a report informing them of the nature of the budget monitoring reports that will be provided and the development process for enhancing these reports. In particular, the report informed members of the identified pressures on the 2000/2001 budget, such as: the London pay lead, New Year 2000/01, Character enquiries, Overtime and Insurance; and presented the budget monitoring report for the first quarter of the financial year, which was tabled at the meeting.

Resolved:

1. That the comparisons between actual expenditure in the first quarter of the financial year and budget be noted and that further information be provided about the overspending on overtime.
2. That the objective of improving reporting capability in response to a number of factors, including members’ requirements, be noted; and
3. That the pressures on the 2000/2001 budget identified by the MPS and that might result in overspends and the requirement to achieve offsetting savings be noted.

12. Treasury management

The Committee received a report that sought approval to the Treasury Management Policy Statement and the Treasury Management Strategy for 2000/01.

Resolved:

1. That the Treasury Management Policy Statement as outlined at Appendix A to the report be approved; and
2. That the Treasury Management Strategy for 2000/01, as outlined at Appendix B to the report, be approved.

13. Estates strategy

The Committee received a report that informed members that the MPS had maintained an Estate Strategy and an Environmental Strategy for some time, and that both were now reviewed annually. The report outlined subsidiary estate strategies and polices, as well as progress with continuing reviews, and concluded by suggesting the establishment of a sub-group to monitor the MPA estate.

Resolved:

1. That the Estate Strategy and Environmental Strategy and the proposed increase in residential rents from 1 September be endorsed.
2. That an informal sub-group be established to consider estate issues, and membership comprise: Nicholas Long, Cecile Lothian and Rachel Whittaker; and
3. That the sub-group consider the future Residential Strategy further, but not to delay progress in marketing Trenchard House.

14. Dates of future meetings

Members were asked to consider dates of future meetings.

Resolved:

1. That meetings of the Finance, Planning and Best Value Committee be held on the 3rd Tuesday of each month; and
2. That with regard to (1) above the following dates for future meetings of the Committee were agreed:

• 19 September 2000 at 2.00pm
• 17 October 2000 at 2.00pm
• 21 November 2000 at 2.00pm
• 19 December 2000 at 2.00pm
• 16 January 2001 at 2.00pm
• 20 February 2001 at 2.00pm
• 20 March 2001 at 2.00pm
• 17 April 2001 at 2.00pm
• 15 May 2001 at 2.00pm
• 19 June 2001 at 2.00pm

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