Councillors Mrs Shields (in the Chair), Andrews, Cussons, Hawkins, Raper, Mrs Wilford and Windress
Mrs L Carter, P Cresswell and J Ingham
323. Apologies for Absence
Apologies for absence were received from Councillors Clark and Ms Warriner.
324. Urgent Business
The Chairman reported that there was one item to be dealt with at the meeting as a matter or urgency by virtue of Section 100(B)(4)(b).
325. Declarations of Interest
No declarations of interest were received.
326. Matters Referred for Decision in Relation to Call-in
There were no items to report.
327. Responses from Full Council, Policy & Resources Committee and Community Services & Licensing Committee to Reports of Overview & Scrutiny Committee
There were no matters to report.
328. Interim Internal Audit Report 2008/09
The Audit Manager submitted an Interim Internal Audit Report for the period from 1 April 2008 to 30 November 2008 prepared by the North Yorkshire Audit Partnership, which outlined the work undertaken during the first half year.
The report highlighted and summarised any issues identified by the audits. In addition the report outlined any issues emerging from the audits of the Council’s principal financial system and any significant comments from other audits completed during the year to date.
The North Yorkshire Audit Partnership was able to provide the Council with a clear statement of Internal Control Assurance, as all the main systems audited operating robustly and securely.
Resolved
That the report be noted.
329. Revised Risk Management Strategy
The Corporate Director (s151) submitted a report (previously circulated) the purpose of which was to provide Members with a revised Risk Management Strategy.
Members were reminded that the Risk Management Strategy was last approved in February 2008. This revision set out the Council’s strategy for implementing and embedding risk management but placed further emphasis on ‘opportunity risks’ and ‘partnerships’. The risk profile had also been revised so that a score of A1 now represented the lowest risk instead of the highest.
The primary objectives of the strategy were to:
A copy of the revised Risk Management Strategy 2007-2010 was appended to the report.
Further reports were to be brought to the Committee, as the responsible Committee for monitoring and evaluating risks within the Council.
Resolved
That the report be received and the revised Risk Management Strategy be approved.
330. Revised Complaints Procedure
The Head of Transformation submitted a report (previously circulated) the purpose of which was to present to the Committee the revised Complaints Procedure and documentation, following the Scrutiny Review of the complaint system.
Members were reminded that in July 2007, the Committee had agreed to examine and review the complaint system in order to address low levels of public satisfaction with the handling of complaints. In April 2008 the Policy & Resources Committee had agreed the recommendations arising from the Scrutiny Review of the complaint system.
The new complaints form and procedure guides, that had been developed taking into account the recommendations made by the Committee, were circulated with the report. The new system was to be implemented with effect from 5 January 2009, and training would be provided for staff. Information on the website and intranet was to be updated to reflect the changes in procedure.
Resolved
That the Committee accept the revised Complaints Procedure and documentation as a conclusion of the review.
331. Significant Partnerships – Risk Registers
The Head of Transformation submitted a report (previously circulated) the purpose of which was to present the risk registers for two of the Council’s significant partnerships.
The Council was required to have a risk planning in place for all of its significant partnerships. This was a requirement of the 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:
The Risk Registers for the North Yorkshire Audit Partnership and North Yorkshire Building Control Partnership were appended to the report, and further partnership registers would be presented to a subsequent meeting.
Resolved
That the report be noted and the risk register for the North Yorkshire Audit Partnership be noted and that the risk register for the Building Control Partnership be considered at the next meeting of the Committee.
332. Customer Complaints Monitoring
The Personal Assistant to the Chief Executive submitted a report (previously circulated) the purpose of which was to inform members of the number and type of complaints received under the Council’s complaints procedure for the period July to September 2008.
The report included complaints monitored under individual service complaints systems and a summary of customer feedback to Community Leisure Ltd (CLL) for the period July to September 2008 together with action taken where appropriate.
Resolved
That the report be noted.
333. Decisions from Other Committees
Lists of decisions from the following Committees were submitted:
Councillor Andrews referred to the decisions of the Community Services & Licensing Committee held on 27 November 2008 and in particular the item relating to the Review of the Wentworth Street Car Park Trial. Councillor Andrews expressed concern that the report had referred to ‘unanimously agreed statements’. Councillor Andrews requested that it be noted in the minutes that he disagreed that the statements had been unanimously accepted and wished it to be noted that in his opinion the statements had been accepted as a result of compromise. However, other Members present at the previous Overview & Scrutiny Car Parking Review meeting reported that their recollection was that the statements had been unanimously agreed.
Resolved
That the lists of decisions of the Community Services & Licensing Committee held on the 27 November 2008, and the Policy & Resources Committee held on the 4 December 2008 be received.