MINUTES OF A MEETING OF THE RESOURCES SELECT COMMITTEE HELD AT COUNTY HALL, NEWPORT, ISLE OF WIGHT ON THURSDAY, 24 APRIL 2003 COMMENCING AT 9.30 AM


Present :

 

Mrs M J Lloyd (Chairman), Mr M J Cunningham, Mr J F Howe, Mrs M J Miller, Mr V J Morey, Mr G P Price, Mr I R Stephens, Mr R A Sutton


Apologies :

 

Mr K Pearson


Portfolio Holder :

 

Mr R R Barry


Also Present (Non Voting) :

 

Mr G S Kendall



 

1.        MINUTES


RESOLVED :

 

THAT the Minutes of the meeting held on 20 March 2003 be confirmed.

 

2.        DECLARATIONS OF INTEREST


Mr R A Sutton declared a personal interest in Minute 4 - Printing Arrangements (as he was related to the Print Unit Manager) and was not present during the discussion and voting thereon.

 

3.        BUDGET MONITORING REPORT AS AT THE END OF MARCH 2003


The Strategic Director or Finance and Information and County Treasurer presented the report on the budget and spending position on both revenue and capital for the services within the remit of the Committee, as at the end of March 2003.


RESOLVED :

 

THAT the budget monitoring report be noted.

 

4.        PRINTING ARRANGEMENTS


(Mr R A Sutton declared a personal interest in this item and left the room).


Members were reminded that the operation of the print room had been considered by the Select Committee on the 24 January 2002. Recommendations were made to the Executive which were subsequently adopted at its meeting on the 26 March 2002. This established a policy whereby :

 

           (i)        That all Directorates be instructed to source all print work via the Print Unit forthwith.

           (ii)       That all Directorates use the Print Unit for its work where it is most competitive and within its capability, cost quality and ability to meet deadlines.

 

           (iii)       That the Print Unit be staffed to fully recover all its operational and actual costs in line with current practice.

 

           (iv)      That a future Best Value Review examines the Authority’s printing procurement.


The Print Unit Manager advised the Select Committee that since 22 January 2003 copies of all invoices for printing, totalling £27,000 done outside of the Council had been sent to him. Members asked how much of that work could have been undertaken by the Print Unit and were advised that this could be in the region of 30% - 40%. The Committee believed this could have made a saving for the Council of approximately £1,000 per month.


Members believed a strongly worded letter should be circulated to all Directors, Heads of Service and Departmental Managers reminding them of the Council’s Policy, requiring all printing work should be sourced through the Print Unit. If officers did not comply with this policy then they should report to the Select Committee on the reasons why. Managers should also be made aware of the need to time their printing requirements correctly.


RESOLVED TO RECOMMEND TO THE EXECUTIVE :

 

THAT all printing orders are to go through, and be countersigned by the Print Unit Manager.


RESOLVED :

 

THAT the draft Public Relations and Communications Strategy be brought to this Select Committee for consideration.

 

5.        COMPREHENSIVE PERFORMANCE ASSESSMENT (CPA) ACTION PLAN


At its Development Day the Select Committee recognised that the CPA Action Plan was a key document as to how the Council proposed to improve its overall capability and capacity and how that would contribute towards the desired improved service levels, as listed by the Council’s six corporate objectives.


The Select Committee were advised that a quarterly Performance Management report would be taken to the Executive for approval. Members asked if they would be consulted on the format of the report, but were advised that a dummy report had been taken to and approved at the Executive on 23 April 2003. A copy of that report would be shown to the members of the Select Committee.


Members questioned the timescales listed on the document and asked if they would be adhered to and if they weren’t what action would be taken. The Head of Corporate Policy and Communications advised the Committee all dates had been discussed and agreed with the named accountable officers. The Select Committee believed that instead of looking at budget monitoring at their next meeting it would be more helpful to look at the 3 year budget strategy.


RESOLVED :

 

           (i)        THAT the report be noted.

 

           (ii)       THAT consideration br given to the 3 year budget strategy at the meeting of the Select Committee to be held on 22 May 2003.

 

6.        MEMBERS’ QUESTION TIME


Mr I Stephens asked a question in relation to the Forward Plan.

 

 

 

 

 

 

CHAIRMAN