Archived decisions

a R.J. Baulk

p K.G. Chapman

a A.P. Collett

p Mrs. P.M. Devereux

p B.T. Gurden

P.A. Heath

p P.R.C. Hutcheson

a Jo Kelly

p Mrs. C.A. Leversha

p A.R. Ludlow

p A. Weeks

Action

95

APOLOGIES FOR ABSENCE

Apologies for absence were reported on behalf of Councillors Baulk, Collett and Kelly.

96

DECLARATIONS OF INTEREST

Members were mindful that, where they believed they had a personal or personal prejudicial interest in any matter to be considered at the meeting, they should, normally at the time of debate, declare their interest and, having regard to the circumstances described in paragraphs 9, 10, 11 and 12 of the County Council's Code of Conduct, consider whether to leave the meeting whilst the matter was discussed save for exercising any right to speak in accordance with paragraph 12 of the Code. No such interests were declared on this occasion.

97

MINUTES

The Minutes of the meeting of the Committee held on 6 May 2008 were confirmed as a correct record and signed by the Chairman.

98

CHAIRMAN'S COMMUNICATIONS

The Chairman welcomed Councillor Mrs. P.M. Devereux to her first meeting of the Committee in place of Councillor R.J. Ellis, who was thanked for his contribution to the Committee's work. The Chairman also reported that the recommendations on the scrutiny review had been discussed by Cabinet, who had decided to establish a small Panel to look at some of the recommendations in detail; the first meeting would be held on 21 July.

99

IT PROGRESS AND UPDATE

The Committee considered the report of the head of IT Services (Item 5 in the Minute Book). Members welcomed the progress which had been achieved on integration of help desks and IT working with partnerships. They expressed their pleasure at the twin accreditations achieved by the IT Services Department for IT service management - ISO20000; and security management, ISO270001: the County Council was the first public sector organisation to achieve both simultaneously.

During discussion members drew attention to the following:

The need for rationalisation and integration of IT for members who serve on two authorities to avoid unnecessary duplication. There would be feedback on this in the context of the Chief Executive's Service Plan having Member IT as a priority.

Some disappointment at the lack of progress with the National Health Service and Department of Health on integration of IT links for Health and Social Care.

The development of the electronic document and records management system Hantsfile.

RESOLVED:

1. That the report on IT progress be received and noted.



2. That the Head of IT Services and his department be congratulated on the achievement of their dual accreditation for security management and IT service management.


3. That the County Treasurer be asked to give a briefing on the Hantsfile system to members at their next meeting.

Action

Head of IT Services (Joss Creese)

County Treasurer (Bevis Ingram)

Chief Exec (Emma Gordon) to update work programme

100

CORPORATE RISK MANAGEMENT STRATEGY

The Committee considered a presentation by the Chief Executive on progress (Item 6 in the Minute Book). Peter Andrews from the Chief Executive's Department mentioned in particular that the annual risk review report was going to Cabinet on 21 July. He reported that the County Council had a framework of controls in place for identifying and managing risk, both on a departmental basis and corporately. During discussion members highlighted the following:

· The need to review risks which arise as a result of partnership working.

· The risks arising from flooding or other extreme weather conditions.

· The need for risk to be one of the factors clearly highlighted in reports going for decision.

RESOLVED:

That the presentation be noted and that the Chief Executive be asked to report to the Committee on an annual basis about identification, management and response to risks.

Chief Executive (Peter Andrews)

and

Chief Exec (Emma Gordon) to update work programme

101

EXTERNAL FUNDING DATABASE

The Committee considered the report of the Chief Executive (Head of Economic Development) on progress with the external funding database (Item 7 in the Minute Book). Chloe Atkins from Economic Development attended and reported very encouraging progress since the Committee last looked at the issue in January, 2008. Members welcomed the positive outcomes and suggested that it would also be helpful to show in future reports what schemes had been unsuccessful in bids for external funding and to analyse the reasons why. In response to questions she confirmed that there was already good cooperation in place with District Councils on joint bids for external funding being submitted on a partnership basis. Members also asked for a more detailed examination to be undertaken of the benefits derived from external funding bids - did they lead to the results expected?

RESOLVED:

That the report on progress with the external funding database be noted and that the Chief Executive (Head of Economic Development) be asked to report to the Committee on a six-monthly basis, to include an analysis of outcomes and an analysis of the reasons why some bids had been unsuccessful.

Chief Executive (Economic Development - Chloe Atkins)

Chief Executive (Emma Gordon) to update work programme

102

FINAL ACCOUNTS 2007/08

The Committee considered the report of the County Treasurer on the County Council's final accounts 2007/08, together with the report submitted to Cabinet on 23 June (Item 8 in the Minute Book). Members welcomed the Cabinet proposals on the reuse of the total savings of £8.2m, to include reductions in the council tax increase, reinstatement of potholes and other road/pavement maintenance; and improving the quality of life in residential homes for the elderly. Members expressed concern about the general financial position and possible future funding difficulties if there were a recession, for example, outstanding debts might increase, capital receipts might not be available on the scale achieved up to now, the County Council would be adversely affected by higher inflation levels and the healthy position with reserves might not recur in future. These were all factors which would be borne in mind as part of the budget planning process.

Members asked for more detailed briefings about:

· Large outstanding debts and their recovery (confidential item).

· The impact on the County Council of being directed how to use funds derived from area-based grant and the Local Area Agreement (LAA), which had the effect of reducing the County Council's financial room for manoeuvre,

RESOLVED:

1. That the report on final accounts 2007/08 be received and noted.


2. That the proposal of the Cabinet to reuse total savings of £8.2m be endorsed.


3. That the County Treasurer be asked to bring forward briefing notes to future meetings on the recovery of large outstanding debts, and the financial impact of being directed how to use funds allocated under the area-based grant and LAA.

County Treasurer (Bevis Ingram)

Chief Executive

(Emma Gordon) to update work programme

103

END OF YEAR PERFORMANCE RESULTS

The Committee received a presentation from the Chief Executive (Gary Smith) relating in particular to the Corporate Business Plan and the Comprehensive Area Assessment. He explained the transition process now underway and drew attention to the way in which the performance regime would focus on partnerships and overall outcomes within a local area, rather than the performance of an individual authority. Whilst it was true to say that Hampshire was performing well, there was evidence to show that some other authorities were performing more strongly and improving faster, so the focus for the future would be to build on the County Council's strengths and identify areas where there was scope for substantial improvement.

RESOLVED:

That the presentation on performance results be received and noted, and that a six monthly update be submitted to the Committee.

Chief Executive (Gary Smith)

Chief Executive (Emma Gordon) to update work programme

104

PARTNERSHIP SCRUTINY

The Committee considered the report of the Chief Executive (Item 10 in the Minute Book) on developing ways to achieve effective scrutiny of partnerships.

RESOLVED:

1. That the approach advocated to setting up joint scrutiny arrangements and partnership scrutiny with the District Councils be endorsed as set out in Section 3 of the report.


2. That the Chairman and Vice-Chairman, together with the Scrutiny Officer, formulate a programme of dates to meet their counterparts in the 11 Hampshire District Councils and that other members of the Committee be invited to participate, on the basis that they would not be dealing with their home area in order to avoid any conflict of interest.


3. That a briefing pack be prepared on current partnerships and their performance plus information about how money coming through the local Area Agreement has been distributed to districts to help them with delivering LAA priorities.

Chief Executive (Emma Gordon)

105

REVIEW OF SCRUTINY

The Chief Executive reminded members of the recommendations emanating from the review of scrutiny (copy as Item 11 in the Minute Book). As recorded in Minute 98 above, several of these would be the subject of more detailed examination by a Panel established by the Cabinet and the outcome would be reported to the Committee in due course.

106

PROCUREMENT AND REPLACEMENT OF FURNITURE AND FITTINGS

The Chief Executive reported that the draft report which they had endorsed at their meeting on 6 May had now been finalised and published. A response was awaited from the Executive Member for Policy and Resources.

Chief Executive (Emma Gordon)

107

FORWARD LOOKING WORK PROGRAMME

The Committee received and noted the report of the Chief Executive (Item 13 in the Minute Book) setting out details of proposals for the Committee's future work programme; that would be amplified in the light of the items recorded in these minutes.

Chief Executive (Emma Gordon)