Minutes

Minutes the meeting of the Corporate Governance Committee of the Metropolitan Police Authority held on 15 December 2006 at 10 Dean Farrar Street, Westminster, London SW1H 0NY.

Present

Members

• Toby Harris (Chair)
• Jennette Arnold
• Rachel Whittaker

MPA officers

• Ken Hunt (Treasurer)
• Alan Johnson (Policy Officer, Human Resources)
• David Riddle (Deputy Chief Executive and Deputy Clerk)
• Peter Ticker (Director, Internal Audit)
• Ruth Hastings Iqball (Committee Section)

MPS officers

• Sharon Burd (Director of Finance)
• Steve Ditchburn (Head, Vehicle Recovery and Examination Service)
• Nick Chown (Director, Risk Management)
• Nick Kettle (Head, Safety and Health Risk Management)
• Paul Madge, (Director of People Development)
• Stephen Rimmer (Director, Strategy, Modernisation and Performance) (item 11 to 21)
• Shaun Sawyer (Cdr, Covert Policing) (item 21)
• Paul Stock (Director, Strategic Finance)
• John Whitaker (Director, Commercial Services)

Co-opted member

• Richard Stephenson (Director, Group Health, Safety and Environment, Transport for London)

Also in attendance: Neil Grey (Auditor, Audit Commission) and (Michael Haworth–Maden (District Auditor, Audit Commission) (item 12 only)

24. Apologies for absence

(Agenda item 1)

Apologies for absence were received from Linda Duncan, co-opted member.

25. Declarations of interests

(Agenda item 2)

No declarations of interest were received.

26. Minutes of the Corporate Governance Committee (part 1) – 22 September 2006

(Agenda item 3)

Resolved – That the minutes of the Corporate Governance Committee (Part 1) held on 22 September 2006 be agreed.

27. Update on MPS health and safety performance

(Agenda item 4)

Members received a report updating them on the MPS’s Health and Safety performance. The report stated that the number of major accidents and more than 3-day injuries showed a sharp increase in October 2006, although the numbers had since fallen. The Training Management Board had endorsed a new core health and safety training matrix and the MPS’s Dynamic Risk Assessment training package had been supplied to 33 UK police services and abroad. Members congratulated the Team on this success.

The Head of Safety and Health Risk Management, MPS noted that he had completed a briefing note for members comparing MPS reportable accident data against a similar organisation (the Prison Service). However, the briefing note in relation to the Control of Noise at Work Regulations (2005) in the MPS was still outstanding, as he wished to include comments arising from a planned meeting between the MPS and the Health and Safety Executive (HSE).

Since the report had been written an experienced officer had been injured by an unintentional discharge of his own gun whilst completing firearms refresher training at the firearms training centre. The relevant MPS departments and the HSE had been informed, and the weapon inspected by the MPS armourer and its manufacturer. The Head of Safety and Health Risk Management reported that the HSE was unlikely to make a formal report about the incident.

He went on to explain the work that his and other teams in the MPS were undertaking in relation to Operation Whimbrel, the police operation following from the recent death of a Russian from polonium poisoning. Members were informed that the MPS had taken advice on safe systems of work from relevant outside agencies, such as the Atomic Weapons Establishment and the Health Protection Agency. It had also set up an advisory cell including these agencies and staff associations. Members noted that it had been reported in the press that two officers had tested positive for polonium. Members were assured that this level was significantly below occupational limits. It was agreed that members should receive a briefing note on health and safety issues relating to Operation Whimbrel.

The report stated that the Safety and Health Risk Management Team had audited nine (B)OCUs since September 2005. The resulting scores had scores ranged from 42% to 76%. Members requested that the advice given to the (B)OCUS be shared with members, particularly relevant link members. The Head, Safety and Health Risk Management, undertook to supply this with an explanatory note.

Members were concerned about the number of people injured whilst training. They were assured the figures were carefully monitored and the Training Directorate kept informed.

Resolved - That

1. the report be noted;
2. members should receive a briefing note on health and safety issues relating to Operation Whimbrel, and
3. members should receive a briefing note on the results of the nine health and safety audits of (B)OCUs completed by the Safety and Health Risk Management Team.

28. Use of Stringo machines in the MPS

(Agenda item 5)

Since the setting up of the Vehicle Recovery and Examination Service (VRES) in 2002, operational activity at the Charlton Forensic Pound had grown from 5,000 to 12,000 vehicles per year, with a rise from 25,000 to 48,000 vehicle movements. Members received a report highlighting the risks identified and actions taken to ensure adequate Health & Safety measures were now in place to minimise the risk to staff of injury.

The Deputy Chief Executive stated that this report had been written as a result of an audit of the Accident Claims Branch by Internal Audit, and was an example of the MPA’s scrutiny function. In answer to questions, members were assured the equipment used was not used outside the pound and that a near miss reporting system was in operation.

Resolved – That the report and the actions taken by the MPS be noted.

29. Information on cases Accident Claims Branch are dealing with relating to accidents to staff or visitors on MPA premises

(Agenda item 6)

558 claims relating to accidents to staff or visitors on MPA premises had been registered by Accident Claims Branch since January 2001. The number of claims per year had declined since 2004, with 51 claims being registered in 2006 to date. The amounts paid during the period 2001-2006 totalled £3,816,000, with compensation payments declining markedly in the years 2004–2006. As no one was present from the Accident Claims Branch, the report was deferred to the next meeting.

Resolved – That the report be deferred to the next meeting.

30. Corporate Manslaughter Bill (oral report)

(Agenda item 7)

David Riddle provided an oral update on the Corporate Manslaughter Bill. He explained that the Bill provided total exemption for police for manslaughter resulting from operations dealing with terrorism, civil unrest or serious disorder in which an authority's officers or employees come under attack or the threat of attack. He noted that many pressure groups such as Liberty and Inquest were lobbying for changes to the bill. The Association of Police Authorities (APA) Health and Safety network had reported that police authority members were also concerned by the proposed legislation. However, senior MPS officers supported it.

Members felt the exemptions applied to the police service were too broad and appeared to give it blanket immunity for any deaths following public order incidents. They felt the proposed Act would create a negative view of policing by the public. Director, Group Health, Safety and Environment, Transport for London added that Health and Safety legislation should be confined to health and safety issues. The Deputy Chief Executive undertook to write a report for the full Authority in January, and write an interim letter to the APA.

Resolved – That

1. the oral report be received;
2. a report on the issues raised by the proposed Corporate Manslaughter Bill be put to the full Authority in January; and
3. an interim letter be written to the APA.

31. Sports and social clubs – responsibilities for health and safety (oral report)

(Agenda item 8)

The Deputy Chief Executive reported that the audit of MPS sports clubs by external consultants, commissioned by the MPA, had been completed. The audits had been sent to the sports clubs with a request for action plan to deal with the issues raised, so that the MPA might be satisfied the health and safety issues in relation to the clubs were being addressed. The Deputy Chief Executive had not yet seen the reports, but had been informed that the clubs needed to do further work to manage their health and safety processes.

The Deputy Chief Executive again stated that the MPA’s desire to gets its relationship with the clubs onto a correct footing was being hampered by the MPS Management Board decision that the MPS might wish to take more control of the clubs with a view to using them for police training. He however hoped to have the issues resolved by the next meeting of this committee. Any proposals the MPS had in relation to the sports clubs will be brought to the Finance Committee, with the health and safety issues being brought to this committee.

Resolved – That the oral report be received.

32. Internal Audit progress report

(Agenda item 9)

A report was received summarising the work of Internal Audit for the period April to December 2006, the results of significant Internal Audit work to date and the adequacy and effectiveness of control in MPS systems where Internal Audit has issued final reports since April 2006.

Resolved – That

1. the progress made in achieving the 2006/07 Internal Audit Plan be noted;
2. the postponement of two systems audit reviews be approved; and
3. the current Internal Audit evaluation of the adequacy and effectiveness of internal control in the MPS be noted.

33. Internal Audit plan for April 2007 to March 2008

(Agenda item 10)

This report and associated appendices set out the proposed plan for the use of Internal Audit resources from 1 April 2007 to 31 March 2008. The annual plan was based on an updated Audit Needs Assessment and Risk Analysis for the next five years ahead. The Acting Director of Resources for the MPS and the MPA Treasurer had both indicated that they were content with the proposed annual plan.

Members asked about the planned anti-fraud and corruption drive aimed at raising awareness around identifying and dealing with potential fraud and corruption and taking steps to prevent it. They were informed that the Audit Commission had only graded the MPA at level 2 in this regard at the moment and such an initiative would raise this marking.

Resolved – That

1. the proposed use of Internal Audit resources be approved and the summary calculation of audit need and comparison to planned work set out in Appendices 1 and 2 be noted; and
2. the programme of Internal Audit work, set out in Appendices 3 to 6 be approved.

34. High-risk audit recommendations

(Agenda item 11)

The committee received a report confirming the status of outstanding high-risk accepted recommendations made by MPA Internal Audit as at the end of November 2006, and giving details of ongoing work to enhance the process by which the MPS responded to audit recommendations.

Resolved – That the status of all outstanding high-risk recommendations made in relation to MPS control systems by MPA Internal Audit be noted.

35. External Audit annual letter 2005-06

(Agenda item 12)

This item was dealt at the beginning of the meeting as the members of the Audit Commission had another appointment.

Members received a report from the Treasurer containing the District Audit’s annual audit letter for 2005/06. The District Auditor noted that this was his second such letter and said he was pleased to report that it demonstrated considerable progression in financial governance. He did however comment on aspects of the Safer Neighbourhoods procurement process (para 23), noting that it was to be discussed by this committee (item 20) and stated that he would be monitoring the situation.

The Treasurer said he wanted to see the situation regularised and that this would be something the MPA would be taking forward by reviewing the contract regulations (part of standing orders) and looking at the financial regulations overall. Part of this work would align the MPA’s contract regulations to the proposed CIPFA contract procedure rules for local and police authorities. A report would be produced for a future committee. A member suggested the implementation of standard operating procedures, and the Treasurer agreed these would sit beneath the contract regulations. Members felt that the regulations and standard operating procedures needed to be prescriptive, whilst the Chair felt they should not be a straight jacket. He added that the MPS had an admirable ‘can do’ outlook when challenged, but at the same time needed to ensure financial control.

Members were also pleased to note that that the Audit Commission was monitoring the improvement of data quality in the MPS.

Resolved – That

1. the audit letter be reported to the full Authority, taking into account the Corporate Governance Committee’s comments; and
2. a report on the review of contract and financial regulations be received at a future meeting.

36. Appointment of external auditors

(Agenda item 13)

This report informed members that the Audit Commission was consulting on proposals for appointing a new auditor. The Commission was proposing to appoint an officer of the Audit Commission and had nominated Mike Haworth- Maden to be the Engagement Head and Neil Gray to be the Audit Manager.

Resolved – That the Audit Commission’s proposal that Mike Haworth-Maden be appointed Engagement Lead and Neil Grey Audit Manager of the Audit Commission (London Region) with effect from the audit of the accounts for 2007/08 be endorsed.

37. Business risk team update

(Agenda item 14)

Members received a report on progress made by the MPS in the areas of corporate governance, business risk management and insurance management. The Director of Strategy, Modernisation and Performance stated that MPS Management Board engagement with risk management was sporadic. It was hoped that its members would be more fully engaged as a result of the setting up of a Corporate Risk Review Group chaired by the Director of Strategy, Modernisation & Performance and on which the Business Groups are represented at DAC or equivalent level. The MPA would be represented by a senior officer.

The Treasurer noted that CIFA/SOLACE work would affect thinking about business risk, and further information was expected in spring 2007.

The Chair reminded members that they would be having a training session on risk management including ‘bow-ties’. Attempts to arrange it around Committee dates had been unsuccessful, so he suggested another suitable date be chosen.

Resolved – That

1. progress to end October 2006 on corporate governance, business risk management, and insurance management (Appendix 1) be noted; and
2. progress as captured by the Audit Commission / ALARM (the National Forum for Risk Management in the public sector) risk management Key Performance Indicator (Appendix 2) be noted.

38. Statement of internal control – quarterly update

(Agenda item 15)

The MPA had been required to include a Statement of Internal Control (SIC) in its financial statements since 2003/04, including details of the system of internal control and risk management, the key controls, and how effectively they were being deployed, highlighting any significant internal control issues and the relevant actions being taken to address them. In addition the MPS produced their own SIC, which provided details of the controls it had in place to support internal control and risk management. A report was received updating members on progress in addressing the significant internal control issues included in the statement of accounts for 2005/06.

Resolved – That the progress in addressing the significant internal control issues included in the 2005/06 Statement of Internal Control for the MPA be noted.

39. Exclusion of Press and Public

(Agenda item 16)

Resolved – That the press and public be asked to leave the meeting during discussion of the remaining item of business because exempt information as defined in of Part 1 Schedule 12A of the Local Government Act 1972 (as amended) was likely to be made known.

Summary of exempt items

40. Minutes of the Corporate Governance Committee - Part 2 (to be agreed) – 22 September 2006

(Agenda item 17)

The minutes of the Corporate Governance Committee (Part 2) held on 22 September 2006 were agreed. It was also agreed that a report be received at the next Committee on how the MPA might satisfy itself that the MPS’s Health and Safety mechanisms were adequate.

41. Use of Stringo machines in the MPS – appendix 1

(Agenda item 18)

Members requested the report on the Accident Claims Branch requested at agenda item 6 include details of the accident claims process and an indication of the size of the claims involved.

42. High-risk audit recommendations – appendix 1

(Agenda item 19)

Members received a progress report on outstanding Internal Audit recommendations.

43. Internal audit examination of property procurement for safer neighbourhoods programme

(Agenda item 19)

Members received a report summarising the findings so far of the Internal Audit investigation into the procurement of property to accommodate Safer Neighbourhood teams across the Metropolitan Police area.

44. Governance of covert policing funds and finances

(Agenda item 20)

Members received a report summarising Internal Audit’s concerns about the limited progress within the MPS in implementing high-risk audit recommendations around the need for a covert financial strategy that was comprehensive and supported a co-ordinated covert policing strategy for the whole MPS. It was agreed that a report be received from the MPS outlining the governance arrangements for all areas of spend on covert policing activity in March.

Send an e-mail linking to this page

Feedback