MINUTES OF A MEETING OF THE RESOURCES SELECT COMMITTEE HELD AT COUNTY HALL, NEWPORT, ISLE OF WIGHT ON WEDNESDAY, 9 OCTOBER 2002 COMMENCING AT 9.30 AM

Present :

Mr G S Kendall (Chairman), Mr M J Cunningham, Mr J F Howe, Mr P D Joyce, Mrs M J Lloyd, Mr K Pearson, Mr G P Price, Mr I R Stephens, Mr R A Sutton, Mr D T Yates

Apologies :

Mrs M J Miller, Mr V J Morey

Portfolio Holder :

Mr R R Barry

Also Present (Non Voting)

Mr R G Mazillius

 37.      MINUTES

RESOLVED :

THAT the Minutes of the meeting held on 18 September 2002 be confirmed

38.      UPDATE ON THE BEST VALUE REVIEW “CONNECTING WITH THE PUBLIC”

The Select Committee received the report of the Connecting with the Public Task Group Chairman which provided Members with an update on the progress of the Best Value Review. The Task Group had split the work into three phases; How the Council handled the public when contacted, how information was given to the public and how the public were consulted. The Task Group were still in the process of gathering evidence on phase one although some natural overlap in to phase two and three had occurred.

The next step was to engage external challenge from outside consultants. The Task Group had identified that corporate standards were not widely recognised by staff this was an area that the review would address. When the Review was completed an improvement plan would be written to address the findings and implementation would follow.

RESOLVED :

THAT the report be noted.

39.      EMPLOYMENT OVER AGE 65

Consideration was given to the report of the Head of Personnel and Training Services which outlined proposals that the Council allow the 65 employees age barrier to be lifted.

In discussion Members considered the need to ensure that employment was based on merit and should not be limited by age criteria. Although it was also noted that the employment and development of young people should also be a priority.

RESOLVED :

THAT the Head of Personnel and Training Services carry out consultation with a view to varying the existing policy and allowing Council employees to remain in employment or be recruited beyond their 65 birthday

40.      REPORT OF THE GRANTS TASK GROUP - REVIEW OF CENTRAL GRANT FUNDING

Members received the report of the Grants Task Group which had concluded their work of reviewing the Central Grant Funding procedures.

RESOLVED TO RECOMMEND TO THE EXECUTIVE

           (a)       THAT the budget transfers as set out in as 3.1 in the report be made to take effect from 1 April, 2003

           (b)       THAT the Application Criteria for Central Grant Funding be adopted with effect from 1 April 2003

           (c)       THAT a Corporate Grants database be developed on the Council’s Intranet

           (d)       THAT the Grants Task Group adopts an oversight role in respect of central grant funding

41.      ECOLOGICAL FOOTPRINT WORKING PARTY

Members received the report of the Head of Select Committee and Best Value Support which set out proposals to establish a Working Party to deal with cross cutting green issues. This would involve membership of this Committee together with the Environment and Transport Select Committee.

Members considered the terms of reference.

RESOLVED :

           (a)       THAT Ecological Footprint Working Party, comprising 10 Members be established.

           (b)       THAT the terms of reference be as follows :

Aims :

To promote and develop an environmentally friendly Transport Plan and actively encourage the Council’s workforce to encompass ‘green’ ways of working and sustainability.

To develop the means of reducing the impact of travel to work and transport activity associated with work.

Overall Objectives :

To make the Council as accessible for the public, visitors, staff and Members using a variety of transport modes.

To create opportunities for the public, visitors, staff and Members to use alternative means of transport to the private car, so that car use is increasingly confined to those people to whom other transport is not a realistic option.

To ensure that there is sufficient staff car parking for those whose only option is to travel by car.

To actively encourage alternative, sustainable transport modes.

Council Objectives :

To benefit staff and Members through greater flexibility in working practices and promote greater awareness of potential environmental and financial advantages generated through travelling by alternative means or by sharing costs with others.

To benefit the Council by developing a healthier, more motivated workforce, reduced levels of absenteeism, reduced parking requirements and a better environmental corporate image.

To benefit the community through reduced traffic noise and pollution levels and reduced conflict between vulnerable road users and motor vehicles.

42.      TENDERING AND CONTRACTING PROCESSES - THE COUNCIL’S RESPONSE TO ISSUES ARISING FROM THE BEACH CLEANING INVESTIGATION

The Select Committee considered a report from the Strategic Director of Finance and Information and County Treasurer which highlighted the conclusions reached regarding investigations into the irregularities relating to the award of the Council’s beach cleaning contract.

Members discussed the findings of the subsequent internal investigation. It was indicated that some of the main procedural problems included lack of staff awareness regarding codes of conduct and declaration of interests. The investigation found that the Council’s procedures although in place were not robust enough to prevent the situation from occurring.

The Strategic Director indicated that many areas for improvement had been identified. The Select Committee noted the action being taken but emphasised the requirement to plan for the renewal of contracts and for staff to be aware of Council regulations regarding particularly conflicts of interest and declarations of interest

RESOLVED TO RECOMMEND TO THE EXECUTIVE

           (a)       THAT a calender of contracts and procurement start/renewal dates be published and include the Officer lead in time.

           (b)       THAT a list of current contracts, contractors and contract managers be published

           (c)       THAT there be Member involvement in major contract appraisal at an effective date

           (d)       THAT a review of personal interests be incorporated within the performance appraisal system for staff

           (e)       THAT Member input into the disciplinary process be investigated

43.      SERVICE PLANS AND PERFORMANCE INDICATORS

The Select Committee received the report of the Head of Legal and Democratic Services which outlined the service plans and performance indicators for the areas within his remit.

Members were informed that Legal Services had recently obtained lexcel accreditation. The Head of Legal and Democratic Services indicated that current resources were probably adequate but were not necessarily being used in the most efficient way. There were no immediate budget pressures to report.

Members discussed issues relating to Democratic Services. Members received an update on the progress being made on the review of polling stations.

RESOLVED :

THAT the Service Plan and Performance Indicators for Legal and Democratic Services be noted.

44.      BUDGET MONITORING AS AT END OF AUGUST 2002

Members gave consideration to the budget report as at the end of August 2002 for the services within the Committee’s remit. There were no budget pressures or variances to report

RESOLVED :

THAT the report be noted.

45.      FORWARD PLAN

RESOLVED :

THAT the Forward Plan be noted.

                                                                                              CHAIRMAN