THREE RIVERS DISTRICT COUNCIL
At a meeting of the Resources Policy Panel held in the Penn Chamber, Three Rivers
House, Northway, Rickmansworth, on Thursday 22 May 2003 from 7.30pm to 9.55pm.
Present:-
Councillors Brian White (Chairman), Joy Mann (Vice-Chairman), Tony Barton,
Paul Goggins, Gladstone Providence and Leonard Tippen.
Officers:
David Gardner
George Robertson
Elwyn Wilson
Veronica Griffin
R.PP01/03
NEW MEMBERS
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Director of Corporate Resources
Head of Corporate Development
Democratic Services Manager
Insurance Officer
The Chairman welcomed new Members to the first meeting of the Resources
Policy Panel.
R.PP02/03
MINUTES
The Minutes of the Resources Review Panel meeting held on 24 April 2003
were confirmed as a correct record and signed by the Chairman.
R.PP03/03
MATTERS ARISING FROM THE EXECUTIVE COMMITTEE
The Panel was advised of those items within its remit which had been
considered at its meeting on 28 April 2003.
ACTIONS AGREED:that the report be noted.
R.PP04/03
THE BEST VALUE PERFORMANCE PLAN, THE BUDGET AND SERVICE
PLANNING
The Head of Corporate Development, George Robertson, explained that the
Council published a Best Value Performance Plan each year. This set out
how the Council was performing, what it had achieved during the year and
how the best value inspections had proceeded. It included a section on each
of the portfolio areas and the relevant best value performance indicators.
Members were invited to comment on the text and figures in respect of the
Resources portfolio area which were attached to the report. The whole Plan
would be referred to the Executive Committee on 16 June, which would be
immediately followed by an extraordinary meeting of Council.
The Head of Corporate Development circulated additional information in
respect of Performance Indicators BV10, BV11a and BV15. BV79(a) and
BV14.
The Panel made amendments in respect of text as follows:“The Pathfinder project” to read
“A Pathfinder Project”
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“….To provide 100% of their services electronically by 2005…” to read
“….To provide 100% of appropriate services electronically by 2005…”
The Panel also requested that the “smiley faces” were clear in any final
document.
In respect of BV79(a) it was agreed that the text needed amending to make it
clear what was being achieved. The Director of Corporate Resources
indicated that in respect of BV79(b) recoverable of overpayments that the
target had been set at 50% as it was difficult in recovering money from the
most vulnerable in society or those who had committed fraud.
In reply to a question from Councillor John Pendlebury concerning calculation
in respect of employees, the Head of Corporate Development stated that the
method of calculation of the number of employees was laid down by the Audit
Commission.
In respect of the text the Panel requested that the Senior Managers’ Salary
Review Scheme should be mentioned but not in such detail. There should
also be a reference to the Best Value Review undertaken in relation to
Property Management and on the benefits of the appointment of a
Procurement Officer.
ACTIONS AGREED:-
R.PP05/03
(1)
that subject to the above comments and in consultation with the
Chairman of the Panel the Head of Corporate Development amends
the content of the Best Value Performance Plan in respect of the
Resources portfolio and submit it to the Executive Committee; and
(2)
that Performance Indicators TR307/1, TR307/2, TR307/3 and TR307/4
relating to the former Press and Public Relations Officer be replaced
by indicators suggested by the Communications Manager, agreed by
this Panel which reflected the aims and objections of the Council’s
Communications Strategy.
POLICY PANEL’S WORK PROGRAMME
The Panel considered its work programme for future meetings and the
Chairman circulated those items the Resources Review Panel had considered
during 2002/2003.
The Panel noted that under the new Scrutiny arrangements Performance
Indicators would be considered by both Policy Panels and the Scrutiny Panel
as would Budget Monitoring.
The Chairman explained those items which would be carried forward into this
year and the Panel requested the following be added:-
Link between CSC and Back Office.
Asset Management Plans
Staff Recruitment and Retention
Progress Report on Mobile Telephones
Role of Chairman of the Council
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In response to a comment from Councillor John Pendlebury the Chairman
stated that the Panel could consider its areas of work based on the level of
expenditure in particular areas.
The Democratic Services Manager reported that there would be joint meetings
of the Panel with the ICT Panel to further develop the ICT Best Value Review.
The dates for the joint meetings were 7, 9, 10 and 15 July 2003 and the
meetings would form part of the challenge purpose.
The Chairman reported that at its next meeting the Panel would receive an
update on the Action Plan Best Value Review of Procurement.
ACTIONS AGREED:(1)
that subject to the following additions the report be noted.
Date
12 June
Best Value Performance Plan & Property
Management Action Plan.
(2)
that the joint meeting with the ICT Panel be noted; and
(3)
that the following be included in the work programme of the Panel.
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R.PP06/03
Addition
Link between CSC and Back Office
Staff Recruitment and Retention
Progress Report on the corporate contract concerning Mobile
Phones
Role of Chairman of the Council and costs
EXCLUSION 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 involves the likely disclosure of exempt
information as defined in paragraph 8 of Part I of Schedule 12A to the
Act.
R.PP07/03
INSURANCE
The former Resources Review Panel at its meeting on 24 April 2003 had
requested additional information in respect of the employment of insurance
brokers to assist in the tender process for renewal of insurance services with
effect from 1 April 2004 (Minute R.RP112/02 refers).
The Panel was informed that in response to an advertisement placed in the
Official Journal of the European Communities a firm of brokers had asked the
Council whether it intended to appoint brokers to manage the tender process.
The brokers had indicated that they would:
develop a strategy to balance self insurance with insurance premium
spend
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



produce or assist the Council to produce a tender document which would
generate the best response from the insurance market
explore all the market solutions available
use their leverage, expertise and relationships to obtain the best deal in
the whole market
provide a detailed report evaluating all insurance tenders received, with
recommendations for placement of cover.
A fee had been quoted for all work undertaken on behalf of the Council in
connection with the insurance broking exercise up to and including the
provision of a tender evaluation report.
The Panel was also informed that the Council’s present insurers would only
deal direct with local authorities and not their appointed brokers. In order to
include them in the exercise the Council would despatch tender documents
direct to this company who would be asked to respond direct to the Council.
The Panel was of the opinion that brokers should be used to ensure Value for
Money was being obtained but that the officers should negotiate a reduction in
any fees charged especially if a broker was retained through out the period of
the insurance
Circulated at the meeting were details of expenditure by the Council on
Insurance.
ACTIONS AGREED:that the Executive Committee be recommended that Aron Insurance
Brokers be retained to assist in the tendering process for renewal of
insurance services subject to negotiation to reduce any fees charged.
CHAIRMAN
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