Agenda and minutes

The Chairman opened the meeting and welcomed both returning and new Members to the Committee. 

The Chairman explained that he was required to act as Chairman for the Plans 4 meeting that was simultaneously taking place and would therefore handover Chairmanship of the Committee to the Vice-Chairman.

Vice-Chairman, Councillor Keith Onslow took the Chair.

Apologies for absence were received from Councillor Cartwright.  Councillor Rutherford and Councillor Mellor also submitted apologies for lateness as they were also required to speak to items at the Plans 4 meeting.

Councillor Onslow declared that he worked part-time for the  Royal Borough of Greenwich and was a pensioner  of Zurich Municipal Insurance.

Councillor Benington declared that he was a Trustee of Biggin Hill Memorial Museum Trust.

In accordance with the Council’s Constitution, questions must be received in writing 4 working days before the date of the meeting.  Therefore please ensure questions are received by the Democratic Services Team by 5pm on Friday 11^th May 2018.

There were no questions.

The minutes of the meeting held on 21^st March 2018, were agreed, subject to a minor amendment on page 106, and signed as an accurate record.

CSD18069

The Committee considered a report setting out matters arising from previous meetings and the Committee’s work plan for 2018/19.

In response to a question concerning the apparent discrepancy between the carry forward request of £1.27m listed in the Budget Monitoring report considered by the Committee in March and the figure reflected in Provisional Final Accounts on the Executive agenda for May, the Chief Accountant explained that the report considered by the Committee in March had been based on January’s figures.  It was reported that a reconciliation had been circulated to the Chairman and Vice-Chairman of the Executive, Resources and Contracts PDS Committee the day before the meeting.  It was noted that the figures set out in the Provisional Final Accounts represented the final position rather than the budget monitoring position.

In reference to the update that the Committee had received from Amey in relation to the TFM Contract, the Committee noted that the Director of Regeneration had not yet circulated the detailed list of issues reported for action.  In addition, the Service Improvement Plan had not been provided to Members as requested.  It was agreed that an email would be send to the Director of Regeneration seeking a response to the issues raised and an item added to the agenda for the next meeting to enable the Committee to further discuss outstanding issues with the Director of Regeneration.  The Committee requested that, as there appeared to be no visible improvement in the service received from Amey, that representatives from Amey, including the Chief Executive, be asked to attend the Committee’s September meeting.

Action 1: That an email be send to the Director of Regeneration seeking a response to the issues raised at the meeting on 21 March 2018 and that an item be added to the agenda for the next meeting.

Action 2: That representatives from Amey be invited to the meeting on 5 September 2018.

The Committee noted that following the last meeting, the Director of Commissioning had provided further clarification to a Member around the response to the question that was set out in the minutes.  Members highlighted that Gateway 0 reports were provided to Members and at this stage individuals Members were able to challenge the 60/40 cost/quality split.  The Vice-Chairman highlighted that a 60/40 split was a standard CIPFA statement.

The Monitoring Officer was also asked to provide further clarification surrounding the need to keep minutes within Part 2 and therefore exempt from publication once sensitive issues had been dealt with.

RESOLVED: That

1. Progress on matters arising from previous meetings be noted; and

2. The 2018/19 work programme be noted.

The Committee noted the Forward Plan of Key Decisions covering the period May to August 2018.

It was noted that neither the Chipperfield Road Regeneration Scheme report, nor the Retendering of the Exchequer Services Contract report which were scheduled for May appeared on the Executive agenda.

The Director of Commissioning reported that the Retendering of the Exchequer Services contract was on track with Officers currently reviewing some outstanding issues.  The report would come to a future meeting.

Members of the Committee are requested to bring their copy of the agenda for the Executive meeting on

The Committee considered the following reports on the Part 1 agenda for the meeting of the Executive on 21^st May 2018:

(7)  PROVISIONAL FINAL ACCOUNTS 2017/18

  Report FSD18040

The Committee considered the 2017/18 provisional outturn as well as the potential implications for the Council’s financial position in 2018/19.  The 2017/18 provisional outturn provided no variation in general fund balances, subject to the recommendations in the report being agreed. 

In response to a question from the Vice-Chairman concerning the rationale for setting aside £2m as a further contribution to the Transformation Fund, the Chief Accountant explained to the Committee that the Transformation Fund had been in existence for a number of years and was used to support payments such as redundancy, severance and early  release of pension arising from efficiencies.  Over time the fund had significantly reduced and the additional contribution was being proposed to ensure that further funding would be available in coming years if required.

In relation to the Investment Fund, the Vice-Chairman queried whether the rates of return on property investment that had previously been achieved were sustainable in the long-term or whether alternative investments should be considered.  The Vice-Chairman suggested that the Executive should consider expanding the scope of the fund so there was no longer a primary reliance on property.

A Member noted that there was currently a significant problem with potholes and road surfaces across the Borough.  It was suggested that some of the proposed contribution to the Investment Fund should instead be diverted to potholes and road surfaces.

The Portfolio Holder for Resources, Commissioning and Contracts confirmed that a complete review of the Investment Portfolio was currently underway and the Strategic Asset Management Group would look at all property investments and  recommend changes as necessary.

Turning to the issue of roads, the Portfolio Holder highlighted that the road maintenance programme was on track and funding had been accelerated with three years of spend being brought forward to support improvements.  It was hoped that this investment in the road network across the Borough would deliver savings in the future as a result of lower maintenance costs.  The Portfolio Holder acknowledged that it may be beneficial to publicise better the roads where improvements were being delivered and to encourage residents to report any issues through ‘Fix My Street’.

The Leader of the Council further noted that the programme for renewing the road surfaces that were in the worst condition was well advanced.  The Leader noted that the term ‘pothole’ was often misused and overused.  Proper potholes - those that were dangerous - were a priority and, once reported, could be fixed within 24 hours.

In response to a question, the Chief Account reported that the Executive, Resources and Contracts Committee received a Treasury Management Annual Investment Strategy report in addition to quarterly monitoring updates.

In response to a question concerning the earmarked reserve for Income Equalisation, the Chief Accountant confirmed that this was being proposed following a change in accounting rules and was intended to  ...  view the full minutes text for item 7.

RESOLVED that the Press and public be excluded during consideration of the items of business referred to below as it is likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information.

The following summaries

refer to matters involving exempt information

The Part 2 (exempt) minutes from the meeting held on 21^st February 2018, were agreed and signed as a correct record. 

A Member requested that further advice be sought as to whether the minutes had to remain in Part 2 and therefore exempt from publication.

(14)  CONTRACT AWARD FOR SUBSTAMCE MISUSE SERVICES – LOT 1 ADULTS/LOT 2 YOUNG PEOPLE

The Committee considered the report and supported the recommendations.

(15)  AWRARD OF CONTRACT FOR PHASE 2 WORKS AT STEWART FLEMING PRIMARY SCHOOL

  Report ED18047

The Committee considered the report and supported the recommendations.

(17)  CONTRACT AWARD – SUPORTED LIVING SCHEMES AT PADUA ROAD, BROSSE WAY AND BROMLEY ROAD

  CS18136

The Committee considered the report and supported the recommendations.