THREE RIVERS DISTRICT COUNCIL
At a meeting of the Resources Policy Panel held in the Penn Chamber, Three Rivers House, Rickmansworth, on Wednesday, 14 September 2005 from 7.30pm to 9.40pm.
Present:Councillors Richard Laval (Chairman), Joy Mann (Vice-Chairman), Geoffrey Dunne, David Lake, Sarah Nelmes, John Pendlebury and Russell Smith.
Officers: David Gardner, Director of Corporate Resources
Sue Townsend, Exchequer Services Manager
Ted O’Neill, Policy Manager
Howard Beresford, Housing Policy Manager
Barry Pitt, Best Value Manager
Phil King, Support Services Manager
Roland Childerhouse, Chief Valuer
John Alcock –(Business Manager) – Steria Limited
Elwyn Wilson, Democratic Services Manager
Joanne Rafferty, Committee Manager
In attendance: - Councillor Tony Barton.
R.PP27/05MINUTES
The Minutes of the meeting of the Resources Policy Panel held on 17 August 2005, were confirmed as a correct record and signed by the Chairman.
R.PP28/05UPGRADE FROM ARCVIEW 3.2 TO ARC 9
A report explained the requirement to upgrade graphic software package Arcview 3.2 to Arc 9. The Client Manager (Leisure & Environmental Services) circulated an amended risk assessment for this item. The second phase involved using Local View (to allow public GIS access to none planning applications) in conjunction with Arcview 9. Members of the Panel requested more detailed information in the form of a report with regard to the second phase. The funds for the second phase were accounted for in the budget.
ACTION AGREED: -
(1)that the purchase of Arc 9 software and support, as set out in Appendix A to this report, and the purchase funded from IEG monies, be agreed.
(2)that a report be submitted to the next meeting of the Policy Panel with detailed costings and justification for the purchase of Local View in conjunction with Arc 9.
R.PP29/05ICT/ E-GOVERNMENT IMPLEMENTATION PROGRESS
The Policy Panel was updated with a progress report on ICT and E-government implementation progress.
Intranet
The Policy Panel was updated with the progress of the Intranet.
ACTION AGREED: -
(1)that regular reports to the Resources Policy Panel be submitted every two months; and
(2)that once the developments to the Intranet are implemented, Members are invited to a demonstration
Capital Programme and IEG Expenditure – Housing Schemes
The Policy Panel was updated with the progress on housing schemes that were contained in the budget.
ACTION AGREED: -
that the progress detailed in the report and the actions taken be noted
R.PP30/05PERFORMANCE MONITORING REPORT – QUARTER 1, 2005/2006
The Policy Panel received the performance indicators for Quarter 1 of 2005/06 (April to July), relating to the resources Policy Panel.
TR304– Benefit Overpayment and Fraud Debtors
The Panel was informed that there was a target of 5% reduction for this indicator. There was actually a 32% increase when comparing Quarter 1 2005/06 with Quarter 1 2004/05.
TR306 - Audit
The Panel noted that the format for this indicator would be amended
ACTION AGREED
that the report be noted
R.PP31/05FINANCIAL POSITION STATEMENT & BUDGET MONITORING REPORT
APRIL 2005 (MONTH 1)
MAY 2005 (MONTH 2)
JUNE 2005 (MONTH 3)
The Members received reports, which were an update of the three-year medium-term financial plan and the position on the current year’s budget for the three months ending 26 June 2005. The Director of Corporate Resources explained the process of reporting the budget and budget monitoring. In response to a comment by Councillor John Pendlebury, Members were advised that by 2006/7 all the schemes under the 2005/06 capital programme should be completed and the preparatory work for 2008/09 started.
The June (Month 3) Monitoring Report referred to a review being carried out by the Accountancy Practice into ways of further improving budgetary control.
ACTION AGREED: -
that the Accountancy Practice’s review into budgetary control be reported to the Policy Panel meeting on 10 November 2005.
R.PP32/05AUDIT & INTERNAL CONTROL – REVISED MEMBER ARRANGEMENTS
Members received a report that proposed revised arrangements for the consideration of audit and internal control matters.
ACTION AGREED
that the report and the decision by the Executive Committee be noted.
R.PP33/05AUDIT & INTERNAL CONTROL – EXTERNAL AUDITORS’S OUTLINE AUDIT AND INSPECTION PLAN
ACTION AGREED
(1)that the External Auditor’s Outline Audit and Inspection Plan be noted; and
(2)that the External Auditor be invited to the first Audit Committee meeting.
R.PP34/05AUDIT & INTERNAL CONTROL – EXTERNAL AUDIT RECOMMENDATIONS
ACTION AGREED
that the report be noted
R.PP35/05AUDIT & INTERNAL CONTROL – INTERNAL AUDIT RECOMMENDATIONS
Members received a report that allowed the Policy Panel to monitor the progress made against the internal audit plan and management action taken in response to the issues raised by the Internal Auditors.
ACTION AGREED
(1)that the first meeting of the Audit Committee consider all audits prior to 2004/05 and all audit recommendations not resolved;
(2)that Managers be instructed to ensure that all internal audit recommendations prior to 2004/05 should be implemented as soon as possible.
(3)that subject to (2) above, the respective officers submit a report and attend a meeting of the Audit Committee to explain why the recommendations should not be implemented.
R.PP36/05AUDIT & INTERNAL CONTROL – RISK MANAGEMENT
The Policy Panel received a report explaining the effectiveness of the Authority’s risk management arrangements.
ACTION AGREED
(1)that the report be noted;
(2)that the Business Continuity Plan be submitted to the next meeting of the
Policy Panel; and
(3)that the Audit Committee at its first meeting the be provided with a hard copy of the Terms of Reference, including risk assessment.
R.PP37/05BENEFIT FRAUD SECTION
Members received a report, which outlined the work of the Fraud Section for the financial year 2004/05 and provided updates on developments for the current financial year.
ACTION AGREED
that the report be noted
R.PP38/05RESOURCES POLICY PANEL’S WORK PROGRAMME
The Policy Panel considered its work programme and made various amendments.
The Policy Panel discussed that the roles and responsibilities would need to be outlined to the Audit Committee. It was also decided that at the first Audit Committee the following items would be considered;
- Internal Auditors recommendations,
- External Auditors recommendations,
- Statement on Internal Control and Action Plans 2005/06 – Version 4,
- Risk Management.
The Policy Panel also decided to move the ICT/E-government Implementation Progress report from October to the November meeting. Therefore, all the remaining Financial Position Statement & Budget Monitoring reports would need to be re-aligned.
ACTION AGREED
(1)that at the first Audit Committee meeting the roles and responsibilities of Members be outlined; and
(2)that the following be items be considered at the first meeting of the Audit Committee:
- Internal Auditors’ recommendations
- External Auditors’ recommendations
- Statement on Internal Control and Action Plans 2005/06 – Version 4
- Risk Management
(3)that the Work Programme be amended as detailed:-
ICT/E-Government Implementation Progress – 10 November 2005
R,PP39/05EXCLUSION OF PRESS AND PUBLIC
RESOLVED:
that under Section 100A (4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involved the likely disclosure of exempt information as defined under paragraph 9 of Part 1 of Schedule 12A to the Act.
R.PP40/05ASSET MANAGEMENT PLAN – FREEHOLD REVERSIONARY INTERESTS
The Policy Panel received a report on the sale of Freehold Reversionary interests identified for possible disposal as part of the Asset Management Plan (AMP) rolling programme.
On being put to the vote the following actions were declared CARRIED, the voting being 4 in favour, 1 against and 1 abstention.
ACTION AGREED
That the Executive Committee be asked to agree: -
(1)that a Specialist Valuer be appointed to negotiate the sale of freehold interest as follows:
1-4 Odeon Parade, High Street, Rickmansworth;
(2)that the Chief Valuer negotiate the Specialist Valuer fee and the reserve prices of properties should they proceed to auction in respect of (3) below;
(3)that the Specialist Valuer negotiates the sale of the following properties:-
Sea Scout Hut, Watford Road, Croxley Green
The Crescent Working Men’s Club, Hallowes Crescent South Oxhey
Barclays Bank Prestwick Road, S Oxhey
Prestwick Road, S Oxhey.
Land adj Esso Garage, Prestwick Road, S Oxhey
The Grapevine, Prestwick Road, S Oxhey
The Jet, Hayling Rd, S Oxhey
The Dick Whittington, Prestwick Rd, S Oxhey
The Pheasant, Bridlington Rd, S Oxhey
(4)that the sale of the freehold interests proceed at or above the reserve prices set out in Appendix A of the report. Should negotiations not reach the reserve price, the Director of Corporate Resources in consultation with the Resources Portfolio holder be authorised to accept the highest sale value recommended by the Specialist Valuer; and
(5)that public access to the report be denied until the matters were resolved.
CHAIRMAN
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