Meeting documents

To receive the Part I minutes of a meeting of the Policy Advisory Group held on 12 January 2012.

The Part I minutes of the meeting of the Policy Advisory Group (PAG) held on 12 January 2012 were received.

To consider report of Director of Resources.

The PAG considered a report seeking authority to write – off a number of debts over £2,500 in accordance with the Council’s Bad Debt Write – off Policy approved by Members in June 2011.

The list of write-offs as set out in Part II of the agenda contained 24 cases which between them totalled £99,859.14. Following the receipt of further information the PAG noted that action to write off 3 of the debts would be suspended pending further investigation.

Following consideration of the comments of the PAG, which supported the recommendation in the report, the Portfolio Holder has AGREED, in accordance with the authority delegated to him under paragraph 14 of the Financial Procedure Rules, to write-off the debts listed with the exception of the 3 debts referred to above.

To consider report of the Director of Resources.

In accordance with the decision of both Chiltern District Council and South Bucks District Council to work together in order to improve value for money and deliver better services, the PAG considered a report setting out the options for aligning the following financial contracts across the two Councils in order to let joint contracts:

• Payroll;
• Insurance:
• Banking ; and
• Financial System

Having considered the comments of the PAG, the Portfolio Holder has AGREED to RECOMMEND to the Cabinet that the programme of financial procurements as set out in the report be endorsed and the appropriate contract extensions be approved.

To consider report of the Director of Services.

(Councillor Harding declared a personal interest having previously been engaged by Iver Parish Council to maintain the piece of land)

The lease granted to Iver Parish Council in respect of land to the west of Denham Road, Iver Heath expired on 20 December 2011 and the PAG considered a report setting out options for the future use of the land.

During the discussion of the options a member expressed the view that the land had not been properly maintained during the period of the lease allowing ragwort to grow posing a potential health risk to animals, particularly cattle. The member also questioned whether Iver Parish Council had made application to DEFRA for a payment under the Single Payment Scheme (part of the Common Agricultural Policy and the principal agricultural subsidy scheme in the European Union) to assist in the maintenance of the land.

Having considered the comments of the PAG the Portfolio Holder has AGREED to RECOMMEND to the Cabinet that a new lease be granted to Iver Parish Council in respect of the land, such lease to stipulate amongst other things:

• The responsibility  of the Parish to maintain the land in accordance with an agreed management plan;
• A requirement for the Parish, in consultation with the District, to apply for any subsidies that are available under the Common Agricultural Policy and to use any subsidies so received to the benefit of the land; and
• A requirement for the Parish to re-invest any income received and profits made in the land.

To consider report of the Director of Resources.

The PAG considered the report of the Director of Resources on investment returns for the quarter ending 31 December 2011.

The report, after explaining the background to the Council’s Treasury Management Strategy 2011/12, went on to provide details of investment performance in relation to:

• In-house investments;
• Fixed deposit;
• Short term deposits; and
• Stoke Poges Memorial Garden Fund

The report concluded by providing an economic background and details of the latest forecast for interest rates.

RESOLVED that the report be noted.

Following the presentation made at the meeting on 31 October 2011, the PAG received a report providing an update on the progress of the Bucks Public Service Network (PSN) and Managed Services OJEU procurement to replace the Bucks Wide area Network and associated services provide to the Council by Bucks CC with an externally managed service.

After explaining the result of the evaluation process which saw the top five ranked bidders being invited to tender for the PSN contract the report went on to set out the key milestones the final one being the Framework award on 14 August 2012. The report concluded with a description of the Council’s role in the evaluation process and the services which will be provided as a result of the procurement.

RESOLVED that the report be noted.

Members noted that the following items contained exempt information which was not available to the press and public/

Part II minutes of the meeting of the Policy Advisory Group held on 12 January 2012 and 3 February 2012

(Schedule 12A part 1 paras (1 and 3) – because of information relating to any individual / information relating to the he financial or business affairs of any particular person)

The minutes of the two meetings were received.

Land at Broadway Car Park, Farnham Common

(Schedule 12A part 1 paras (1 and 3) – because of information relating to any individual / information relating to the he financial or business affairs of any particular person)

Following the comments made by the PAG the Portfolio Holder agreed to recommend to the Cabinet and Council that the land be sold on the terms and conditions set out in the report.

Bad Debt Write-offs

(Schedule 12A part 1 para (1) – because of information relating to any individual)

The PAG received a report providing a list of the bad debts referred to in minute 49.

To consider report of the Director of Services.

To consider report of Director of Resources.