Agenda item

A request to call in the SMD E2900 was considered by the Chief Executive and the Monitoring officer on 16^th November 2016. The call-in was rejected or invalid, however it was agreed that Resources PDS Panel would be asked to consider two items raised by the call-in. This report addresses the agreed issues.

The Chair, Councillor Sarah Bevan announced that she had accepted an item of urgent business on to the agenda. She explained that item for discussion involved the two specific financial aspects of the invalid call-in regarding ‘E2900 Getting Around Bath Transport Strategy’. These relate well to the panel’s remit and given the urgency, together with the level of interest, she as Chairman had agreed that they should be discussed.  She also emphasised that the discussion would not involve a consideration of the strategy or the East of Bath Park and Ride options. These would be on a Cabinet agenda in the early part of the new year. She asked all present to keep their remarks relevant to the agenda and the Panel remit.

Andrew Pate, Strategic Director for Resources and Tim Richens, Divisional Director for Business Support and 151 officer introduced the item. It was explained that there are numerous examples of projects where provisional approval is converted into full approval. It was explained that this process is set out and is commonly done through the Single Member Decisions. Regarding risk, it was confirmed that it is appropriate for the decision maker to consider the risks involved and take them into account. This has been done.  Following a question, the Strategic Director explained that paragraph 5.8 in the panel’s paper refers to the reversion risk.

Councillor Furse stated that it could be seen as suspicious that every draw down of money is a tranche of £300k and maybe above this level would bring scrutiny. He asked how much had already been spent. The Divisional Director confirmed that of the £1.1M budget £941k has been contractually committed and that the fact that each tranche of draw down had a similar value had no specific relevance. Councillor Furse asked if the Cabinet had overcommitted themselves before the extra £300k. The Divisional Director explained that transport officers had advised that £300k was the additional sum needed to facilitate the Cabinet decision. The Strategic Director for Place explained that the aim had been to get to a position where the cabinet member did not need to request more financial approvals but instead could progress to a decision report in the new year. Councillor Barrett asked how much has been spent on public consultation on the sites. The Strategic Director for Place explained that an element of the expenditure was on the Scrutiny Inquiry Day and the LDF work.

Councillor Jackson stated that the issue is complex but that the process must be transparent for residents and it is good that the issue is being given a good amount of scrutiny. She further explained that when members criticise the process, it is not a personal criticism of officers.

Councillor Furse asked if the Heritage Impact Assessment was part of the cost so far. The Strategic Director for Place explained that all sites have now had Heritage Impact Approval and she has a further meeting with Historic England next week. The Strategic Director for Resources confirmed that the costs include this.

Councillor Furse asked if the risk register for this project has been seen by Corporate Audit, also has the revenue reversion risk been seen and where will this be scrutinised. The Strategic Director explained that capital projects are generally not on the Corporate Risk Register and but that for each project there are procedures to analyse risk and these procedures do not routinely involve internal audit or the Audit Committee. He confirmed that the 151 officer will consider the financial impact when a decision report is drafted in the new year.

Councillor Furse stated that he had sent a request to the Divisional Director for Business Support (S151 officer) asking for financial information on how much money has been spent on the Park and Ride on a year by year basis. He recommended that the Panel see this information. It was RESOLVED that:

·  Information on the public spend on the East of Bath Park and Ride (analysed between years) be brought to the Panel; and

·  The Panels concern on £300k tranches being taken to fund this be referred to the Cabinet Member.