Meeting documents

To declare any personal and prejudicial interests

There were no Declarations of Interest.

of the meeting held on Friday 5 October 2007 to be confirmed as a correct record

The Minutes of the Meeting of the Committee held on 5th October 2007 were confirmed.

Purpose:

For members to review the relationship between the priority setting and financial planning processes within the Medium Term Planning (MTP) framework.

Context:

At its last meeting, members agreed the scope for the review of the Medium Term Planning process.  This includes a review of pervious years’ performance to inform the current programme. 

Prior to the meeting, contributors have been circulated a range of questions to assist their preparation.

Contributors:

Ian Trenholm

Frank Downes

Mark Preston

Reports:

Medium Term Planning Review Scope

Financial & Performance Data for 05/06 and 06/07

Questions for Contributors

The Chairman welcomed Mr Frank Downes, Cabinet Member for Resources, and Mr Ian Trenholm, Strategic Director for Resources, to the Meeting. Mr Downes and Mr Trenholm had been invited to the Meeting to give their views on the Medium Term Financial Planning Process (MTFP) and to help the Committee find out if the 2006/07 financial settlement had delivered the outcomes it had set out to achieve and what lessons could be learnt and recommendations made for 2007/08 and 2008/09.

Mr Downes and Mr Trenholm responded to the following Questions :-

In the light of the data provided are there any comments you wish to make on how the Council manages its performance and budget, both revenue and capital ?

Mr Downes explained that there are 22 Services across the County Council, 7 in Resources. Support services are in place to provide back up to the delivery services. Demands on support services change all the time but the budget is not increasing at the same rate. Mr Downes had reported to Cabinet that  Resources was forecasting a year end overspend due to improvements being put in place for other Services. A corporate overspend had also been carried over from last year because procurement savings had not been made. Mr Downes highlighted the important roles played by the support services and gave examples where they had made savings for the Council through different initiatives. In particular, Mr Downes mentioned savings made by Procurement on the mobile phone contract and by Human Resources in reducing the  Temporary Staff bill.

Mr Trenholm explained background to the performance data shown in the Corporate Plan Performance graphs circulated with the Agenda papers.   

How are the MTP indicative figures for years 2 and 3 used in informing the following year’s budget ?

Mr Trenholm explained that the MTP is built up from existing activity. The current budget is taken and forecast forward. Measures are then put in place to achieve savings with a report of the financial consequences of making changes.

In your view how engaged is the membership in influencing both the political and financial priorities for the Council ?

Mr Downes responded that Members were engaged through Policy Advisory Groups (PAGs) and through the Political Groups. There was also the Members Challenge Panel.   

In your view how effective is the MTP challenge process ?

Mr Downes said that he felt there was intensive officer challenge. This coming year should be better from a member challenge perspective, he felt.

Mr Trenholm explained the officer challenge process. Members of the Chief Officer’s Management Team (COMT) sits, with a Head of Service, on a challenge to a Portfolio they don’t manage. The Head of Finance chairs each one for consistency.

How are the outcomes of the MTP reflected in the future performance management and budget management process throughout the year?

Mr Downes emphasised the intense monitoring of the current year’s budget which would then feed into the following year’s. Within the Resources Portfolio, a monthly meeting was held  ...  view the full minutes text for item 4.

Purpose:

The Committee to receive an overview of the current Corporate Property Strategy

Context:

The Corporate Property Strategy was submitted to Cabinet for approval on the 26^th June 2006. Members have asked for an update on how the property strategy is being implemented.  In addition members have requested an update on progress towards completion of the audit of the Council’s Corporate Property portfolio.

Contributors:

Diane Spencer

Graham Morley

Background Papers:

Member Development Pack - Item 3: Corporate Property Strategy

Members received a presentation from Diane Spencer, Head of Property Services, and Graham Morley, Corporate Property and Facilities Manager, on the Corporate Property Strategy.

Diane Spencer’s Presentation covered the following :-

-          Background and Key Drivers

-          Composition and Vision

-          Strand 1 (Process to date; Current Actions)

-          Strand 2 (Acquisitions and Disposals)

-          Strand 3  (Strategic Property Reviews)

-          Strand 4 (Maintenance Strategy)

-          Strand 5  (Work-style Strategy

-          Strand 6 (Lettings Strategy)

Diane Spencer responded to Members’ questions. In response to a question as to the policy on use of capital receipts, it was agreed to ask the Head of Finance for clarification and report to the next meeting. Graham Morley reported on disposals and capital receipts as well on vacant and surplus properties. He responded to questions from members.

Tuesday 11 December 2007, 1.30pm, New Ireland Room, County Hall, Aylesbury

The next Meeting was scheduled for 11^th December 2007. Time to be confirmed.