Finance and Investment Committee - 26 May 2015

Date:
26 May 2015
Time:
10:00 - 13:30
Location:
51 Pacific Quay, Glasgow, G51 1DZ

Due to the heightened security threat, members of the public, interested attendees, media representatives etc will only be granted access to SPA public meetings providing they give advance notice of attendance by email to SPALiaison@spa.pnn.police.uk or telephone 0141 534 8852.

Anyone who has confirmed their attendance must bring photographic ID on the day and sign in at entry.  Late access to the meeting will not be permitted and therefore all interested observers are requested to arrive 10 minutes before the formal meeting commences.

PUBLIC SESSION - Paul Rooney

1. Chair’s Opening Remarks
- Welcome and Introduction
- Apologies: Nil
- Declarations of Interest
- Any Other Competent Business 

2. MINUTES for APPROVAL: Minute of Finance & Investment Committee Meeting held 16th March 2015 - Paul Rooney

3. Rolling Action Register - Paul Rooney.  Members are asked to Note the updates and status of the Public Action Log 

STANDING ITEMS
4. MONTHLY MANAGEMENT ACCOUNTS - No items brought forward
5. CAPITAL REPORT 2015/16
5.1 Summary Report - No items brought forward

5.2 Building Works Legacy Projects (Period 1) Report - Paper submitted for consultation

5.3 ICT Capital Programme

6.  RISK
6.1  Police Scotland Risk Register - Janet Murray, Police Scotland
6.2  SPA Risk Register - Amy McDonald, SPA

7.  FINANCIAL POLICIES AND PROTOCOLS - Susan Mitchell, Director of Corporate Services, Police Scotland

New
No items brought forward
 
Compliance
7.1 Carbon Management Plan - This paper is submitted as part of agreed quarterly reporting.  For Review - No items brought forward 

8.  BUDGET
8.1  Budget Monitoring Reporting Process - FOR APPROVAL. Paper is tabled in response to ACTION FIC-CS-20150316-00:  Budget Monitoring: Process and formal reporting for agreeing how the budget will be monitored to be discussed and agreed with Officers and Members. - Amy McDonald, Director of Financial Accountabilities, SPA
 
9.  ICT: Progress and Investment Update - No items brought forward. Next Report will be F&IC held 31st July 2015 

10. ESTATES - Susan Mitchell, Director of Corporate Services, Police Scotland

New Property & Operating Leases, etc.

10.1 Licences to occupy at SPA Masts - FOR APPROVAL. Submitted under Section 9 Scheme of Administration.

Leases
No items brought forward
 
Disposals
10.2 Vacant Properties - FOR CONSULTATION. Paper tabled in response to Action FIC-20150316-009: Paper to be presented to Members outlining how many vacant properties exists and for how long they have been vacant.  A communication to be sent to local Divisions to remind them that unless there is a clear Business Case to the contrary, surplus properties should be sold.

11. FLEET

11.1 Motor Vehicles - Clarification of Purchasing Process & Fleet Categories - FOR CONSULTATION. Paper tabled in response to actions FIC-20150316-005 and FIC-20150316-006:  To update members on the process for purchasing vehicles through Home Office Framework Agreements RM1070 and to provide members with a breakdown of the different categories of fleet and total numbers. 

12. CONTRACTS & PROCUREMENT - Susan Mitchell, Director of Corporate Services, Police Scotland

New and above £500k (if in budget)
No items brought forward.
 
Exceeding £1 million (if in budget)

12.1  Facilities Management – Facilities Management Contract - FOR APPROVAL. Submitted under Section 9 Scheme of Administration.
     
13. BUSINESS CASES - No items brought forward

14. NON-COMPETITIVE ACTIONS - No items brought forward

ANY OTHER BUSINESS - Paul Rooney

CLOSED SESSION
15. Chair’s Opening Remarks
- Welcome and Introduction
- Apologies:
- Declarations of Interest
- Any Other Competent Business 

16.1 CLOSED Rolling Action Register - Members are asked to Note the updates and status of the Closed Action Log
16.2  MINUTES for APPROVAL: Minute of Finance & Investment Committee Meeting held 16th March 2015 Paul Rooney

17. CHARGING FOR EVENTS
17.1 Royal Highland Show - FOR APPROVAL. Submitted in accordance with Charging for Events and Other Services Policy Approved in July 2014.

17.2 T in the Park - FOR APPROVAL. Submitted in accordance with Charging for Events and Other Services Policy Approved in July 2014.

17.3 Open Golf St Andrews - FOR APPROVAL. Submitted in accordance with Charging for Events and Other Services Policy Approved in July 2014.

17.4 Wickerman - FOR APPROVAL. Submitted in accordance with Charging for Events and Other Services Policy Approved in July 2014.
  
18. CORPORATE STRATEGY - OUR FINANCES: Update Paper - FOR CONSULTATION Submitted in response to Action CS-20150116-001: Paper to be
re-presented to Members at next F&I Committee with greater detail of ongoing work on single payroll system.  Paper to include information on what risk exists going forward. 
Detail on the interdependencies between projects to be included and also the risk in relation to the work. - Janet Murray, Director of Financial Services, Police Scotland

19.  NON-COMPETITIVE ACTIONS - Gordon Downie, Head of ICT Commercial Strategy and Procurement, Police Scotland
19.1  Video Identification Parade (VIPER) – Contract Extension - RECOMMENDATION TO SCOTTISH GOVERNMENT Submitted under Section 24 Scheme of
Administration.
 
19.2  National Server Maintenance – Contract Extension - RECOMMENDATION TO SCOTTISH GOVERNMENT Submitted under Section 24 Scheme of
Administration.
 

20.  DISPOSALS - Susan Mitchell, Director of Corporate Services Police Scotland

20.1  Offers received for two properties in Glasgow - FOR APPROVAL. Submitted under Section 9 Scheme of Administration.
 
20.2  Craigmillar Custody Extension - FOR APPROVAL Submitted under Section 9 Scheme of Administration, and exceeding £1
million if in Budget.

20.3  Sale of Property – Disposals Update - FOR APPROVAL Submitted under Section 9 Scheme of Administration, and exceeding £1
million if in Budget.

21. VR/VER REPORT - Janet Murray, Director of Financial Services, Police Scotland
21.1 VR/VER - FOR CONSULTATION Submitted in response to Action FIC-CS-20150116-007: VR/VER report – Member information requirements - Next report to be modified to satisfy the
information requirements of Members based on discussions that have taken place at both HRRC and F&I Committees.  Report to include all protected characteristics.
 
22.  Criminal Justice Bill: Timeline of Planned Activities - Submitted in response to Board Meeting Action 290415-SPABM-002: A timeline of
planned activities to be done in relation to Criminal Justice Bill and presented to F&I Committee for awareness and to ensure appropriate oversight of work ongoing within Police
Scotland. - Janet Murray, Director of Financial Services, Police Scotland

ANY OTHER BUSINESS

23.1 Supply and Delivery of Police Uniform Trousers - RECOMMENDATION TO SPA BOARD. Submitted under Section 27 Scheme of Administration.

23.2 Provision of Vehicle Accident Damage Repairs - RECOMMENDATION TO SPA BOARD. Submitted under Section 27 Scheme

APPROVED FINANCE AND INVESTMENT MINUTE - 26 MAY 2015