Agenda and minutes

Resolved:- That the minutes of the meeting held on 17th November, 2008 be approved as a correct record.

Matt Gladstone, Assistant Chief Executive, reported briefly on the above.

Resolved:- That an update report be submitted to the next meeting.

Matt Gladstone, Assistant Chief Executive, reported briefly on the latest position in respect of the above with reference to :

• Environment
• Housing
• Culture
• Use of Resources
• Finance
• Adult Services
• Children and Young People’s Services

Resolved:- That the information be noted.

Further to Minute No. 20 of the meeting of this Board held on 17th November, 2008, Tim Littlewood, Performance and Quality Team Manager, presented briefly the submitted report relating to the above, together with the compiled draft self assessment and key elements that constituted the proposed self evaluation narrative.

The assessment had been compiled voluntarily in conjunction with the Partnership Office as part of a trialling exercise and would be considered by the LSP Board prior to its submission to IDeA.

It was generally felt that the self assessment did not identify enough weaknesses and the scale of some of the challenges needed to be acknowledged.

Although the self assessment identified a number of strengths there were also a number of additional areas that required a partnership response.

It was noted that the ‘real thing’ would be much more inclusive in respect of Members, scrutiny and the partnership and that more formidable scrutiny could be expected.

Resolved:- (1) That the content of the submitted self assessment be noted.

(2) That any comments be forwarded to Tim Littlewood.

Julie Slatter, Head of Policy and Performance, presented the submitted report relating to the above and explained the background to the Regional Improvement Efficiency Partnership (RIEP).

It was noted that a team was now in place and the process of bidding for monies had begun. The submitted proposals had been developed through December, 2008 and the aim was to get money devolved down to sub-regional level.

At the meeting of South Yorkshire Chief Executives, scheduled for 27th January, 2009, RIEP Structures were to be considered.

It was important to know that the proposed improvement areas were the ones for which monies should be sought.

Discussion and a question and answer session ensued and the following issues were covered:-

-                      Member development and the need to ensure there was no duplication of effort

-                      South Yorkshire Police and Sheffield City Council Shared Service and clarification of support from the four local authorities

Resolved:- That the information be noted.

Lorna Kelly, Corporate Improvement Manager, presented the submitted report which detailed how in May, 2006 the Audit Commission published its new methodology for assessing data quality management within local authorities.  The overarching objective of the new approach was to ascertain whether ‘the Council had proper management arrangements for data quality’. 

The report detailed the findings from the recent KPMG data quality audit conducted from July to October, 2008 which classified the Council’s data quality arrangements as performing strongly.

The review of management arrangements was structured around five themes:-

·              Governance and Leadership.

·              Policies and Procedures.

·              Systems and Processes.

·              People and Skills.

·              Data Use.

These were broken down into thirteen Key Lines of Enquiry (KLoEs) and each theme was scored.

Overall management arrangements had been rated as ‘performing strongly’ and the report set out in detail how KPMG had rated each of the five themes assessed as part of the data quality management arrangements assessment, with no recommendations for improvement under any of the themes.

As part of the Performance Indicator Testing, KPMG audited the five indicators as part of the audit process.

It was also noted that there was no longer a requirement for the Best Value Performance Plan to be audited in accordance with the Audit Commission’s Code of Audit Practice.

There were no direct financial implications.  The costs associated with the data quality audit were included in the charges contained within the Annual Audit Plan 2008/09 which highlighted that the planned cost for KPMG to conduct their scheduled work in relation to both Use of Resources and Data Quality 2007/08 was £119,000.

It was likely that the same approach for assessing data quality would be used in 2008/09. 

Many of the Performance Indicators (PI) that KPMG chose to examine were CPA measures – any amendments or qualifications would have impacted on the Council’s service block scores and overall CPA rating. 

The mitigating actions taken by directorates in terms of quality assurance and data management were successful. Lead officers and PI managers involved in the audit should be congratulated on this achievement as the external audits were more robust than in previous years. 

Resolved:-  (1)  That the findings in the data quality report be noted.

(2) That the report be referred for consideration to Cabinet and the Audit Committee.

(3) That consideration be given to bringing programme area representatives to future meetings of this Board, as appropriate, regarding specific issues needing discussion.

Lorna Kelly, Corporate Improvement Manager, presented the submitted report highlighting the progress made to date with implementation of the updated Corporate Improvement Plan and actions achieved or on target for completion, together with actions not achieved or delayed. Also highlighted were any new issues which needed to be introduced as part of its regular updating.

To date, 75% of the actions had either been achieved, were ongoing or were on target for completion.

The report covered :

- areas of achievement/significant progress in respect of :-

-                      Direction of Travel

-                      CPA Service Blocks

-                      Sustainable Community Strategy/Local Area Agreement/Corporate Plan/Medium Term Financial Strategy

-                      Our Future

-                      Single Partnership Community Newsletter

-                      Complaints Handling

-                      Data Quality

-                      Awards

- areas of delay/concern in respect of :-

-                      White Paper Publications

-                      Opening a total of 6 Customer Centres by the end of 2008

-                      Shared Services Strategy

-                      Invoice Processing

-                      Condition of Footways

-                      Manager Induction Review and Audit

-                      Support Graduated within the Workforce

-                      Corporate Communications and Marketing Strategy

-                      Children’s Services

Discussion and a question and answer session ensued and the following issues were covered:-

-                      White Paper Publications and clarification of delayed aspects

-                      local authorities holding RDA’s to account

Resolved:- That the progress being made with the implementation of the Corporate Improvement Plan and the actions raised as delayed/areas of concern be noted.

Resolved:- That the next meeting be held on Monday, 9th March, 2009 at a time to be determined.