Decision Reference Number: WPCC4-0056
Lead Officer: Sara Ansell
Chief Officer approval: None
Date: 26/03/2025
Publication: Information in this form is subject to the Freedom of Information Act 2000 (FOI Act) and other legislation. Unless the information provided is covered by an exemption and stated to be either confidential or partly confidential, the information contained in the form will be published on the OPCC website.
Status: Non-confidential
If partially-confidential or confidential please detail the FOI exemption applied and specify which parts are confidential:
Decision summary:
To approve the adoption of the Justice Centres Reserve policy as agreed by all partners at the Justice Centre Partnership board.
I confirm that my register of interests declaration is up to date and that none of my interests preclude me from making this decision.
Signature: P.Seccombe
Date: 04/04/2025
Supporting information
1. Background information: why do we need to make this decision?
Significant funds are held on behalf of all Justice Centre partners by the PCC. They include the general reserve and the sinking fund. Specific details and values are included in the reserve policy, supporting this decision notice.
With effect from April 2025, the OPCC will be taking on a fuller role regarding budget setting, financial monitoring and the reporting of Justice Centre estates related activity on behalf of all partners. As part of that process, partners had agreed that the development of a policy that sets out the governance arrangements and conditions upon which reserve funding can and should be used, would help to raise awareness and knowledge amongst partners regarding the reserve levels and would also set a framework for the use and replenishment of funds, given that the five year capital and planned maintenance programme is now in place for both sites.
Holding adequate reserves will also help to manage risk for all Justice Centre partners. Reserves will for example ensure that any risks associated with any significant fluctuation in costs that cannot be dealt with in year can be met through a transfer form the reserve, if partners agreed. Equally, the holding of a Justice centre reserve will also provide for the risk where any urgent works, or those outside of the planned investment or capital programmes, due for example to catastrophic failure of a component can be financed without having an immediate impact on partners.
The policy outlines how reserves will be reviewed annually as part of the budget process to ensure that they remain adequate to meet such risks and future commitments. The policy is included as supporting information to this decision notice. the policy includes provision for fuller two years review to ensure it remains fit for purpose.
2. What additional documents are relied upon? Please provide a link or separate attachments.
Justice Centre Reserves Policy
3. What benefits will this bring, including financial, social or environmental benefits?
The policy provides a framework which details the arrangements for the use and replenishment of reserves. it also includes the purpose for which reserves are held and suggest minimum reserve levels. this should help to protect partners from risk and smooth any financial impacts.
The policy will also help to improve awareness of the reserves held, and improve governance and financial management on behalf of all partners.
4. What is the impact of not approving the application?
The details on the circumstances regarding when and how reserve funding, held on behalf of all partners is used will be open to interpretation and the policy will ensure that appropriate governance is applied to the use of these funds.
5. How much will it cost? (please provide cost breakdown, including any identified savings, and include where they have been approved)
There are no direct costs associated with this decision, but the policy will provide a framework for ensuring the appropriate use of public funds.
6. Who has been consulted on this proposal?
Justice Centre partners at the partnership board meeting on the 20/03/25, PCC, Director of Finance WP.
7. Will this decision have an impact on any specific individuals or groups or communities?
None specifically
8. Does this decision have legal implications? Has legal advice been sought?
There are no specific legal implications arising directly from the policy.
Comments from the Chief Finance Officer
The policy sets the framework for the future use and replenishment of reserves. It should improve financial governance and assist with financial planning. It will also help manage financial risk for all partners.
Comments from the Chief Executive and Monitoring Officer
This policy forms part of the governance arrangements for the Justice Centres.
