Minutes

Minutes the inquorate meeting of the Corporate Governance Committee of the Metropolitan Police Authority held on 22 March 2007 at 10 Dean Farrar Street, Westminster, London SW1H 0NY.

Present

Members

• Toby Harris (Chair)
• 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

• Mike Burt (Head of Directorate of Professional Services, Accident Claims)
• 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)
• Shaun Sawyer (Commander, Covert Policing)
• Phil Smith, (Director, Resilience Compliance and Operational Support, Property Services Department)
• Paul Stock (Director, Strategic Finance)

Co-opted member

• Linda Duncan (Managing Director of Nexia Strategy (Europe)
• Richard Stephenson (Director, Group Health, Safety and Environment, Transport for London)

Also in attendance: Neil Grey (Auditor, Audit Commission)

45. Apologies for absence

(Agenda item 1)

Apologies for absence were received from Jennette Arnold (member).

46. Declarations of interests

(Agenda item 2)

No declarations of interest were received.

47. Minutes of the Corporate Governance Committee (part 1) - 15 December 2006

(Agenda item 3)

Recommended – That the minutes of the Corporate Governance Committee (Part 1) held on 15 December be confirmed and signed as a correct record.

48. Update on MPS health and safety performance

(Agenda item 4)

Members received a report informing them that there had been an increase in the number of incidents reported on MetAIR, which had taken the figure above the annual rolling average. However, the number of assaults on both police officers and PCSOs had reduced again this month, a continuation of the general downward trend. The report stated that a draft report reviewing the MetAIR data and system operation reinforced the need for investment to address system operating problems, data quantity, and data analysis. The Corporate Health and Safety Policy was being reviewed, and a revised version had been circulated to all stakeholders.

Richard Stephenson, co-opted member for health and safety matters, asked about the number of assaults in comparison with previous years. He suggested that reports should contain year on year trends, at least once a year. The Chair agreed that the report’s data should cover a longer time span.

A member stated that, at a recent meeting, the Trade Union Side reported that Crime Scene Examiners were being asked to visit premises without knowing what the type of premises and thus being aware of any potential hazards. She was advised that incidents such as this would be report as a ‘near misses’. ‘Near misses’ would be considered by local Health and Safety Committees and local risk assessments revisited. Members were informed there would be a campaign to encourage the reporting of near misses in spring. Members enquired as to the nature of ‘near misses and were informed that in addition to local (B)OCU monitoring a top trend analysis report was produced every two months for the Strategic Health and Safety Committee.. It was agreed this would be added as an appendix to the ‘Update on MPS Health and Safety Performance’ report at the next Corporate Governance Committee.

Members were informed that it would cost about £400,000 to update the MetAIR System. The Chair suggested this might be disproportionate to the benefits that would be provided. Richard Stephenson requested a copy of the Bomel MetAIR report.

Members were informed that the MPS was providing training in relation to stress management. Richard Stephenson said that the TFL had undertaken groundbreaking work in relation to stress management and felt that the MPS would gain from talking to TfL.

The Chair stated he would like to see the revised Corporate Health and Safety Policy in due course.

Recommended - That

1. the report be noted
2. the report’s accident data cover a longer time span
3. top trend analysis report on ‘near misses’ be added as an appendix to the next ‘Update on MPS Health and Safety Performance’ report.

49. Information on cases that the accident claims unit is dealing with relating to accidents to staff or visitors on MPA premises

(Agenda item 5)

The Accident Claims Unit dealt with all civil claims other than malfeasance and misfeasance cases under the self-insured provision of the MPS insurance programme. A report was received stating that 587 claims cases relating to accidents to staff or visitors on MPA premises had been registered by Accident Claims since January 2001. The number of claims year had declined since 2004. £4,136,000 had been paid during the period 2001-2006 on these claims with compensation payments declining markedly in the years 2004 – 2006.

Recommended – That the report be noted.

50. MPA responsibilities for health and safety at work in the MPS – strategic oversight mechanisms

(Agenda item 6)

Members of the Committee agreed that because of the content of the report, it would be dealt with in Part 2 of the meeting.

Recommended – That the report be dealt with in part 2 of the meeting.

51. Internal audit progress report

(Agenda item 7)

The Director of Internal Audit introduced a report summarising the work of Internal Audit from December 2006 to end of February 2007. It summarised 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. The Director noted that the Royal Parks Police systems audit had not yet been issued as stated, but a report on catering sales had been.

The Chair welcomed the seminar held in March 2007 with senior members of the MPS to discuss the issues around procurement that had caused concern and to agree the way forward.

Linda Duncan, the co-opted member for audit and business risk matters, stated that she was struck by the by the large number of follow up reviews. The Director of Internal Audit stated that the MPS still needed the assistance that follow-up reviews gave.

Recommended – That

1. the progress made in achieving the 2006/07 Internal Audit Plan members be noted; and
2. the current Internal Audit evaluation of the adequacy and effectiveness of internal control in the MPS be noted.

52. Governance of covert policing funds

(Agenda item 8)

Members received a report detailing developments within the MPS Intelligence, Covert Policing and Tasking (ICPT) Programme and the specific impact upon covert policing arrangements within the MPS. The report concluded that significant developments have been made to address the concerns raised by the Director, Internal Audit. The Director agreed progress had been made.

Linda Duncan asked if the 55 medium risks had been revisited to ensure that they had not become high risk. Members were informed that this had not been happened, but her reminder would be acted upon.

Recommended – That

1. MPS developments within Covert Policing Governance with associated business benefits members be noted;
2. the update in relation to MPS Covert Finance Strategy be noted; and
3. the MPS response to Internal Audit reports be noted and approved.

53. High-risk audit recommendations

(Agenda item 9)

A report was received confirming the status of outstanding high-risk accepted recommendations made by MPA Internal Audit as at the end of February 2007, and giving details of ongoing work to enhance the process by which the MPS responded to audit recommendations. Discussion of this item was deferred to the Part 2 of the meeting.

Recommended – That discussion of this item be deferred to Part 2 of the meeting.

54. Business risk management team update

(Agenda item 10)

A report was received on progress made by the MPS in the areas of corporate governance, business risk management, and insurance management.

Linda Duncan asked how it was envisaged that corporate risk would be reported to the Corporate Governance Committee. She was informed that the Committee would receive a formal report at each quarterly meeting and that a brief monthly update would be submitted to the committee Chair. Linda Duncan cautioned that the Committee should not just repeat the discussions already held within the MPS.

Members asked how risk registers would be managed at an OCU level. They were informed that this mainstreaming of managing risk would follow a corporate style, and that standard operating procedures had been issued.

Recommended – That

1. progress to end January 2007 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.

55. Statement of internal control – quarterly update

(Agenda item 11)

This report provides an update on progress in addressing the significant internal control issues included in the statement of accounts for 2005/06.

Recommended – That

1. progress in addressing the significant internal control issues included in the 2005/06 Statement of Internal Control for the MPA be noted; and
2. the proposed process for producing the statement of internal control for 2006/07 be noted.

56. External audit 2005/06 – progress report

(Agenda item 12)

Members received an action plan covering the responsibilities of both the MPA and MPS in response to the external auditor’s annual letter to the Authority, following the audit of the 2005/06 accounts.

Neil Grey, an Audit Commission auditor, stressed the need to show value for money. The Chair agreed this was an issue in some recommendations. He asked about recommendation 5, ‘Regularise the procurement process for the provision of Safer Neighbourhoods’ estates, including demonstrating value for money’. He was informed that the Director, Strategy, Modernisation and Performance, had met with the Deputy Commissioner and Neil Grey to take stock of the issues.

Members were informed that representatives of HMIC and Internal audit would be meeting the MPS’s Management Board in the coming week.

Recommended – That

1. the action plan be endorsed; and
2. a summary of progress be reported to the Authority in July 2007

57. Re-election of co-opted members

(Agenda item 13)

This report proposed the appointment of co-opted members to the Corporate Governance Committee for 2007/08.

Recommended – That the nominations of Richard Stephenson and Linda Duncan as a co-opted members of the Committee for the committee year 2007/8; be approved.

58. Exclusion of Press and Public

(Agenda item 14)

Recommended – 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

59. Minutes of the Corporate Governance Committee (part 2) - 15 December 2006

(Agenda item 15)

The minutes of the Corporate Governance Committee (Part 2) held on 15 December were confirmed and signed as a correct record.

60. High-risk audit recommendations – appendix 1

(Agenda item 16)

The Committee asked questions about the high-risk audit recommendations contained in the report, however there was no one present from the MPS to respond. The Deputy Chief Executive undertook to raise this absence with the Deputy Commissioner.

61. Health & safety audit – sports clubs

(Agenda item 17)

A report was received updating members on the current position in relation to the health and safety audit of the sports and social clubs by external consultants. It was agreed that a further report on health and safety issues arising from the audits be received at the next Corporate Governance Committee.

62. MPA responsibilities for health and safety at work in the MPS – strategic oversight mechanisms

(Agenda item 18)

The Committee received a report outlining possible developments in the mechanisms for strategic oversight of MPS health and safety. The report suggested that, amongst other changes, an annual assurance letter process should be introduced, whereby the Commissioner would present an overarching assurance letter to the MPA underpinned by assurance letters to him from Management board members. This and other proposals as outlined in the report were agreed as a way forward subject to consultation with the MPS.

The meeting ended at 4.20 pm

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