Held at Ryedale House, Malton on Thursday 9 April 2009
Agenda for Overview and Scrutiny Committee 9 April 2009.
Present
Councillors Mrs Shields (in the Chair), Andrews, Clark, Cussons, Raper, Mrs Wilford and Windress
In Attendance
Mrs A Adnitt, J Barnet, L Chapman, P Cresswell, J Ingham, Mrs G Mathewman, Ms A Newham, Miss L Sandall and Mrs C Slater.
Minutes
440. Apologies for Absence
Apologies were received from Councillors Hawkins and Ms Warriner.
441. Minutes
The minutes of the Meetings of the Overview & Scrutiny Committee held on the 9 October 2008, 18 December 2008 and 25 February 2009 (previously circulated) were submitted.
Resolved
That the minutes of the meetings of the Overview & Scrutiny Committees held on the 9 October 2008, 18 December 2008 and 25 February 2009 be approved and signed by the Chairman as a correct record.
442. Urgent Business
The Chairman reported that there would be two items to be dealt with at the meeting as a matter of urgency by virtue of Section 100(B)(4)(b).
443. Declarations of Interest
No declarations of interest were received.
444. Matters Referred for Decision in Relation to Call-in
There were no items to report.
445. Responses from Full Council, Policy & Resources Committee and Community Services & Licensing Committee to Reports of Overview & Scrutiny Committee
There were no matters to report.
SCRUTINY REPORTS
446. Scoping Report for Scrutiny Review of Sickness Procedures
The Human Resources Manager submitted a report (previously circulated) in order for the Overview & Scrutiny Committee to consider undertaking a review of sickness absence as part of its work programme and to agree the scope and programme for any such review.
The following documents were appended to the report:
a. National Statistics on Sickness Absence within Local Authorities
b. A comparison of Ryedale District Council sickness levels with neighbouring authorities.
c. A copy of Ryedale District Council’s current sickness absence policy.
Members were advised that the aim of the current policy was to reduce sickness levels by establishing a culture of high attendance. This will be achieved by:
It was considered that the current sickness absence policy was fit for purpose. However evidence received from staff forums and meetings with managers suggested that the procedures were not adequate. The staff forum felt that the policy had a negative tone, there was not enough information, and too much was left to managers’ discretion.
Members were advised that revised procedures were currently being developed, these procedures would detail actually how to manage sickness absence, from both the employees and the line managers role: provide a managers took kit; and a question and answer section. It was suggested that the Committee may wish to consider the following areas in their review:
Members were of the opinion that the issues relating to Sickness Absence were wide ranging and the most productive course of action would be to start with a review of the policy, and then continue with the other aspects.
Resolved
That a review of sickness procedures be undertaken as part of the Committee’s work programme, and the review commence with the Sickness Policy, before moving onto the other suggested areas.
OVERVIEW & SCRUTINY ACTING AS AUDIT COMMITTEE
447. Internal Audit Plan
The North Yorkshire Audit Partnership Manager submitted a report (previously circulated) in order to present the Internal Audit Plan 2009/10 for approval.
The Internal Audit Plan had been drafted using the Partnership’s risk assessment model. This model considered various aspects appertaining to activities within Ryedale District Council and assessed the level of inherent risk, which in turn determined the relative frequency of audit. The plan had a total value of 265 days and the plan was therefore constrained by that limit. The draft plan had been subject to appropriate consultation, and had been agreed by the Corporate Management Team. It had been established that this committee would act as the Audit Committee for the Council, and therefore was the body to receive the report.
The audit plan was appended at Annex A, and set out the work to be covered in the forthcoming year. The plan had been agreed between the Corporate Director, the Council’s section S151 Officer and the Audit Partnership. In addition views had been sought from Heads of Service, and the Council’s external auditors.
Resolved
That the Internal Audit Plan for 2009/10 be noted.
448. Annual Governance Statement – Review of Implementation of the Action Plan
The North Yorkshire Audit Partnership Manager submitted a report (previously circulated) in order for Members to review the progress on the implementation of the actions identified in the Action Plan of the 2007/08 Annual Governance Statement (AGS). Although this was not required under the Accounts & Audit (Amendment) (England) Regulations 2006. It was thought good practice for the Committee to monitor progress of the actions as part of their Governance responsibilities.
The purpose of the AGS was to provide a continuous review of the effectiveness of the organisation’s internal control and risk management systems so as to give assurances on their effectiveness. There was also a need to identify and resolve weaknesses by the production of an action plan. This report presented a review of the implementation of actions proposed in the action plan associated with the 2007/08 AGS.
The action plan was appended to the report, and set out the current position with comments on the actions proposed in the plan.
Members were of the opinion that the Annual Governance Statement was a very useful tool for the Committee, and requested that a report be produced from Covalent before each meeting to update Members on the progress of items identified within the Annual Governance Statement. One of the items that was identified on the Annual Governance Statement as requiring work was the “Officers Code of Conduct”, and it was suggested that this would be a good example for Members to track. For this reason it was decided that the Monitoring Officer be invited to attend the next meeting, and provide an update on the work proposed in relation to the Officers Code of Conduct.
Resolved
a. That the report be noted.
b. That the Committee be provided with a report from Covalent at future meetings, in order to update them on the progress of the control issues identified on the Annual Governance Statement.
c. That the Monitoring Officer be invited to the next meeting of the Committee, to provide an update on the work proposed in relation to the “Officer Code of Conduct”.
449. Accounts and Audit Regulation 6: Review of the Effectiveness of the Systems of Internal Audit
The North Yorkshire Audit Partnership Manager submitted a report (previously circulated) in order to present the Annual Review of effectiveness of the system of internal audit from the North Yorkshire Partnership for approval.
The report covered the period 1 April 2008 until 31 March 2009, and highlighted progress with issues identified in the self assessment undertaken last year, and matters that the service unit manager surveys had identified. It formed an important part of the overall control framework, and was a component in the Annual Governance Statement. It provided an assurance that the internal audit service provided through the Partnership did meet the criteria for an effective system of internal audit.
Members were advised that the annual report to committee in July would complete the review, as it would include key performance indicators.
Resolved
That the report be noted.
450. Risk Management Annual Report 2008/2009
The Audit Manager submitted a report (previously circulated) in order to update the Committee on the work completed during 2008/09 in relation to risk management, and the proposed actions for 2009/10.
Members were advised that during 2008/09 a number of key successes had been achieved in developing the risk management framework;
The proposed further work for 2009/10 would include the following:
Councillor Clark requested that as he was Risk Champion, he would like some further involvement in the work proposed for the coming year.
Resolved
That the report be noted.
451. Significant Partnerships – Risk Registers
The Head of Transformation submitted a report (previously circulated) in order to present the risk register for one of the Council’s significant partnerships, the Ryedale Strategic Partnership.
The Council was required to have risk planning in place for all of its significant partnerships. This was a requirement of Annual Governance Statement Action Plan and would be a key element for success within the new performance framework and Comprehensive Area Assessment.
The Partnerships currently identified as significant by the Council were:
Attached to the report at annex A was the risk register for the Ryedale Strategic Partnership, generated from the Council’s Corporate Performance Management System along with a summary of the register and action plan.
Resolved
That the risk register for the Ryedale Strategic Partnership be received.
452. Decisions from Other Committees
Lists from the following Committees were submitted.
Councillor Andrews referred to the Community Services Committee decisions and drew Members' attention to the Car Parking item; he reported that his request for internal audit to carry out a review of car parking charges had been declined.
Resolved
That the list of decisions from the Community Services Committee held on the 26 March 2009 and the Policy & Resources Committee held on the 2 April 2009 be received.
453. Urgent Business
The following items were considered as a matter of urgency by virtue of Section 100B of the Local Government Act.
Audit Commission Report
The Corporate Director (S151) advised that a publication had just been received from the Audit Commission dated 31 March 2009, regarding the losses sustained by public bodies with investments in Icelandic Banks. The Committee were advised that they would be receiving a personal copy of the report shortly.