Archived decisions

AT A MEETING of the FINANCIAL AFFAIRS PANEL of the HAMPSHIRE POLICE AUTHORITY held at Westgate Chambers, Winchester on Tuesday 30 October, 2001

PRESENT:

Mr. M.J. Attenborough-Cox (Chairman); Councillor A. Collett; Mrs. L. Cawsey, JP; Councillor S. Hayes; Mr. R. Palmer.

Also present: Mr. P. Robertson (Clerk); Mr. Paul Carey-Kent (Treasurer's Department); Mr. M. Coombes (Director of Finance, Police HQ); Chief Supt. G. Stogdon; Ms. J. Bodman (Corporate Services, Police HQ); Mrs. M. Boyes and Ms. C. Vagg (Clerk's Office).

145 MINUTES

The Minutes of the meeting of the Panel held on 14 September, 2001 were confirmed as a correct record and signed by the Chairman.

146 STARTER HOMES INITIATIVE AND KEY WORKER HOUSING

The Panel considered a report of the Chief Constable (Item 2 in the Minute Book) on the bid for funds under the Government's Starter Homes Initiative for Key Workers.

The Director of Finance introduced the report and advised that the bid was successful to Stage 2 but had not passed through the second stage of the bidding process. As well as making its own bid, the Force had supported five Registered Social Landlords (RSL's) in their bid for similar funds, four of whom had been successful. The result of the RSL's bids is that there will be at least 48 dwellings of various types of tenure made available to police recruits and probationers over the next three years. Alongside the RSL's bids the Constabulary made a bid to provide interest free loans of £5,000, however this was considered to be too low to bridge the gap between local house prices in the Basingstoke area and the level of mortgage that could be supported by a probationer constable's pay. The figure of £5,000 was chosen because that is the threshold above which there would be significant tax disbenefits.

Members were pleased that although the Constabulary's own bid was unsuccessful, that 48 homes would be made available to police officers over the next three years. This would be a welcome addition to the recruitment and retention packages being offered, and would be solely for the use of police officers. The Chairman indicated that members would engage with all RSL's in the County if this would be helpful to the Force in the future.

RESOLVED:

That the report be noted.

147 REVENUE AND CAPITAL BUDGETS 2001/02 - HALF YEARLY MONITORING REPORT AND REVISED REVENUE BUDGET

The Panel considered a report of the Chief Constable and Treasurer (Item 3 in the Minute Book). The Director of Finance reported that net revenue expenditure for the half year was slightly under profile and that there was likely to be a modest overspend at the year end. The Constabulary would be making every effort to address the overspend and where possible minimise any overspend at the year end.

The Director of Finance further advised that the current security status following world events on the 11 September, 2001, was putting pressure on the Constabulary's budget, particularly around overtime. The Force has been asked to submit to the Home Office an estimate of potential spend at the year end on opportunity costs which are likely to be within the region of £2m-£3m due to extra patrols at the airport, ports and increased community patrols to guard against community tensions. If the current security state increased opportunity costs would be in the region of £5m. There was currently no indication that Central Government will provide any extra funding and subsequently this would place additional pressure on the budget.

The reference in paragraph 4.5.4 was due to the carry forward of underspent devolved budgets from 2000/01 and had this not been the case the budget would have been on target. Devolved budgets were being discussed with the Divisional Commanders who were being asked to put forward plans for expenditure to ACC(TO). There was a balance to be struck in carrying forward underspends on devolved budgets against overspends on other budgets.

The Panel noted that there was no direct control over the overspend on pensions, and felt that the Home Office should consider assistance towards any additional costs incurred during the current security situation.

A further report to the Panel on the likely increase in overtime costs will be made when more information became available.

RESOLVED:

(i) That the half yearly position on the revenue budget be noted.


(ii) That the half yearly position of the capital programme be noted.

148 POLICE AUTHORITY BUDGET MONITORING - FIRST HALF YEAR 2001/02

The Panel considered a report of the Treasurer (Item 4 in the Minute Book) setting out the financial performance of the budget for serving the Police Authority for the first half of 2001/02 and the expected performance at year end.

In the first half year 42% of the full year budget had been spent. By the year end an overspend of £44,000 or 8% was projected. The Crime Prevention Panel had requested an additional £20,000 for crime prevention grants and this will be reported to the Authority for further consideration as part of the revised budget.

The budget prepared in January and February 2001 was based on actual spending in the financial year 1999/00. Since then there had been a considerable increase in the Authority's own activity and new meetings, for example the development of the Best Value and Performance Management Panel and other working groups. An overspend on Members allowances, travelling and other expenses was therefore expected.

The Chairman advised the Panel that the proposed new members allowances would need to be addressed and implemented from 1 April, 2002. Members discussed the concept of the deregulation of allowances.

RESOLVED:

(i) That the monitoring report on the Authority's own spending be noted.


(ii) That the request for additional revenue for the Crime Prevention Panel be considered by the Authority on 20 November, 2001.


(iii) That consideration be given to the increased level of activity in preparing the revised estimate 2001/02 and the estimate 2002/03 for the Authority.

149 EXCLUSION OF THE PRESS AND PUBLIC

RESOLVED:

That by virtue of the Paragraphs of Part I of Schedule 12A of the Local Government Act 1972, as set out below, the press and public be excluded from the meeting.

Minute 150 - Paragraphs 7, 8 and 9
Minute 151 - Paragraphs 7, 8 and 9
Minute 152 - Paragraphs 8 and 9

150 AIRWAVE RADIO PROJECT - ENHANCED COVERAGE PROVISION ACROSS HAMPSHIRE AND THE ISLE OF WIGHT

The Panel considered a confidential report of the Chief Constable (Item 6 in the Minute Book) on the coverage requirement, including the significant amount of radio signal enhancement to be purchased from BT Airwave across the two Counties. The Director of Finance introduced Chief Inspector M. Cooper and P.C. T. Winterbottom from the Airwave Project to present the paper and update members on the Airwave Radio Project.

RESOLVED:

That the report be noted.

151 CAPITAL PROGRAMME - ESTATE (BASINGSTOKE)

The Panel considered a confidential report of the Chief Constable (Item 7 in the Minute Book) on the overspend reported on the reconstruction of Basingstoke Police Station. The report also contained details of the current contracts procedures in place to monitor arrangements and highlight any future overspend on projects.

The Director of Finance advised the Panel that the information provided in the last report was incorrect and this has raised a number of concerns in relation to monitoring. Subsequently the Director of Finance has asked Internal Audit to review the processes and procedures to ensure that a similar incident can not reoccur.

In summary the project is expected to overspend overall by £58,918 however this is wholly accounted for by expenditure that had been legitimately charged to the project but has been funded by contributions from other budgets and third parties. These allocations amount to £96,613, taking these into account the project is actually expected to underspend by £37,695.

The Director of Finance reported that in light of the findings in relation to the Basingstoke project, the Bitterne Scheme, also reported to the last meeting had been examined in greater depth. A similar situation had occurred in that the earlier report had overstated the overspending which now was projected to be about £73,000 due to the fee element.

The Members noted that the Internal Audit inspection report would be presented to the Financial Affairs Panel in the future as part of its routine progress report for consideration and were pleased that Internal Audit would be reviewing the process and procedures. The Chairman asked the Director of Finance to provide exceptions reports in the future to highlight any thresholds to the Authority in a timely manner and that a report from the Force Estates Management Board be presented to the Panel at regular intervals in the future.

RESOLVED:

(i) That the Panel note the revised expenditure report on Basingstoke and Bitterne Police Station be noted.


(ii) That the procedures operating within the Constabulary on the management of estates contracts be noted and that Internal Audit be asked to inspect the current processes and procedures.


(iii) That reports from the Force Estates Management Board be received to note the overall monitoring of estates contracts.

152 SINGLE TENDER REPORT 2001/2002 QUARTER THREE (JULY -SEPTEMBER, 2001)

The Panel considered a confidential report of the Chief Constable (Item 8 in the Minute Book) on contracts awarded during the last quarter under single tender procedures (2.8.3) Standing Orders on Contracts.

RESOLVED:

That the single tender report and the non compliant transaction be noted.

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