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AGENDA Board Meeting Tuesday 15 January 2008 at Probation Headquarters, Carmarthen MINUTES
OF THE MEETING OF THE DYFED-POWYS PROBATION BOARD
IN ATTENDANCE: Mrs. Elizabeth Bolton (Treasurer), Mr. Geoff Davies (Head of HR), Mrs. Jan Pearce (ACO), Ms. Harriet Ransome (Staff Observer) and Mr Richard Walters (Secretary) Apologies for absence were received from Ms. Sarah Jenkins and Mr. Owen Watkin
There were no declarations of interest.
.1 13 November 2007 The minutes of the meeting of 13 November 2007 were confirmed as a correct record, subject to one typographical error, and signed. Matters Arising .1 Matters Arising : Minutes of Board Meeting of 24 July (min. 41.2.1)
The position of justices on Probation Trusts had been clarified by the
Senior Presiding Judge who in a letter dated 14 December 2007 had set
out the view that it would not be necessary for judicial membership
of Probation Trusts to cease until competitive tendering was introduced.
Members welcomed the continuing attendance of members of the judiciary
but noted that, there not being provision in the Offender Management
Act 2007 for Trust membership by members of the judiciary, the status
of the Lord Chancellor’s nominee required clarification. The minutes of the Special Board Meeting were approved as a correct record and signed. .1 Correspondence It was confirmed that correspondence from a member unable to attend the Special Board meeting had been received and considered .2 Item for Decision – Trust Status (min. 54) Representations continued to secure the incorporation of the full, bilingual version of the Probation Trust’s name in Statutory Instruments. It was noted that the correct version of the name was 'Dyfed Powys Probation Trust Ymddiriedolaeth Prawf Dyfed Powys'
No matters were brought forward for consideration as urgent additional business.
.1 Performance and Resources Committee : 11 December 2007 In the unavoidable absence of the Committee Chair the report was presented by the Chief Officer. .1 Unconfirmed Minutes The meeting received the unconfirmed minutes of the Performance & Resources Committee meeting of 11 December 2007. Resolved that the unconfirmed minutes be received .2 Item for Decision .1 Performance Management Framework Report The meeting was advised that the Committee had given detailed consideration to the performance data and recommendations contained in the report on performance management for Quarter 2 of 2007/08. The report examined the Area’s achievements in meeting local and Service Level Agreement targets and recorded the Area’s achievement of the profiled target in nine of the twelve profiled performance-related targets and near misses in the remaining three targets. The Probation Board noted improvements in performance since receipt of the Quarter 1 report and endorsed the report’s recommendations for action.
Attention was drawn to the third Interventions and Offender Management
Reports for 2007/08. It was noted that the Interventions Report presented
details of generally satisfactory performance by partnership agencies.
The action taken by the Chief Officer to re- allocate retained PAGS
funding of £5,250 from the Trothwy Cyf Brecon Rich Way Project
to Shelter for the purpose of training staff in housing advice had been
endorsed by the Committee and was approved by the Board accordingly.
Staff were congratulated on the award to the four Areas in Wales of the Wales Quality Award Public Sector Prize for 2007. Receipt of a letter from the Director of Probation acknowledging the achievement of the four Areas was noted. Resolved that: .1 performance against profiled targets in the first half of 2007/08 be noted and the action points set out in the report approved; .2 action to re-allocate PAGS funding be approved; .3 the period of extension of partnership agreements from 1 April 2008 be restricted to one year. .3 Items for Information The meeting received for information two reports that had been given detailed consideration by the Committee. .1 EFQM Self-Assessment Report for 2007 A written report provided details of the outcomes of the EFQM European Excellence Model Self-Assessment process for 2007. The report highlighted the main themes emanating from the process which had resulted in an Area score of 592 (an increase of 12% over the 2006 score of 528). The report set out the key strengths and areas for improvement which were to inform the business planning process for 2008/09. It was noted with approval that performance during 2007 had sustained the sequence of annual improvement since the exercise had first been undertaken in 2001. Resolved that the report be received and continued improved performance noted .2 PSR Quality Audit Report for 2007 A written report provided details of the outcomes of the PSR Quality Audit Improvement Exercise conducted on 15 November 2007 which had resulted in an overall assessment of 91% of reports rated satisfactory or above. Improvement issues arising from the exercise were to be addressed during the final quarter of 2007/08. Resolved that the report be received The oral report made reference to the Committee’s receipt of the minutes of the 19 October 2007 meeting of the Communications Group and the setting of the 2008/09 calendar Resolved that the oral report be received .2 Audit Committee : 8 January 2008 .1
The meeting receive the unconfirmed minutes of the Audit Committee meeting
of 8 January 2008. .2 Chair’s oral report The oral report made reference to: i) receipt of a report on the work of the Business Risk Management Group meeting of 12 December 2007 and on-going work on the corporate risk register; ii)
a discussion on audit arrangements for 2008/09 et seq. and the agreement
that a meeting of representatives of NOMS, the internal and external
auditors, the DOMS and HM Probation would be held on 15 April 2008,
immediately before the Committee’s next meeting, to discuss the
scope, resource-use and costs of the various audit regimes, to identify
savings and to seek ways of avoiding duplication and maximising value; iv) the fixing of the calendar of meetings for 2008/09 which included provision for a meeting on Monday, 9 June 2008 at 2.00 p.m. which was to be followed by a meeting of the Probation Board to consider the 2007/08 Closure of Accounts and ISA 260 reports). Resolved that the oral report be received .3 Item of Decision .1 External Audit Strategy 2007/08 On the recommendation of the Audit Committee, the meeting endorsed written proposals for the External Audit Strategy and fee for 2007/08. Clarification was to be sought on the final version of the wording of Exhibit 3: Performance risks. It
was noted that the first meeting of the Audit Committee in 2008/09 was
to review the Committee’s Terms of Reference and the skills Resolved that the External Audit Strategy for 2007/08 be approved
.1 Policy Review : Maternity, Maternity Support, Adoption and Adoption Support Policy A written report set out the revisions required to the Area’s Maternity, Maternity Support, Adoption and Adoption Support Policy to incorporate changes in maternity leave and maternity pay brought into effect by the Work and Families Act 2006. It was noted that the expected probation circular advising on the implications of the 2006 Act had not been issued and that the Policy would be further reviewed in the light of any such circular. Clarification was to be sought on whether the ‘keeping in touch’ days that could be requested as additional maternity leave would attract full pay. Resolved that the Area’s Maternity, Maternity Support, Adoption and Adoption Support Policy be revised to take account of the Work and Families Act 2006 and the Policy further reviewed within a period of there years. .2 Policy Approval : Gender Equality Scheme A written report presented for approval the final version of the proposed Gender Equality Scheme which had been the subject of wide consultation. The report gave assurance that the proposed Scheme satisfied statutory requirements, was comprehensive and contained a first-year action plan against which progress could be monitored and measured. It was noted that the Scheme had been produced for a period of three years (from 1 April 2007) and was due for formal review in 2010. Resolved that the Gender Equality Scheme be approved and reviewed no later than March 2010 .3 Arrangements for 2008/2009 The meeting approved meeting dates and committee membership for the business year 2008/09 subject to subsequent ratification by the Probation Trust Board. Details of current committee membership and links were attached to the Chief Officer’s report. It was noted that the Performance & Resources Committee had set its dates as follows (all meetings to commence 10.00 a.m.):
Monday, 9 June 2008; Monday, 8 September 2008; Monday, 8 December 2008; and that the Audit Committee had set its dates as follows:
Tuesday, 15 April 2008 at 2.00 p.m. (to be preceded by a meeting to
discuss the audit regime for 2008/09); The following dates for meetings of the Probation Trust Board were agreed, all meetings to commence at 10.00 a.m. unless otherwise stated: Tuesday, 3 June 2008; Monday, 9 June at 3.00 p.m.; Tuesday, 22 July 2008; Monday, 22 September 2008; Tuesday, 11 November 2008, Tuesday, 20 January, 2009; Tuesday, 24 March 2009.
.1 Probation Trust Project Board The meeting gave detailed consideration to a written report on the work of the Probation Trust Project Board and received for information the minutes of the Trust Project Board meetings of 9 November and 18 December. Members acknowledged the significant additional work being undertaken by the Chair, Chief Officer, officers and others in respect of the transition to Trust status. It was agreed that a matrix would be drawn up showing the cost of all additional work and that staff would be remunerated as appropriate in accordance with individual terms and conditions. The report gave assurance that overall the project was proceeding smoothly and in accordance with the timetable. Attention was drawn to the most significant outstanding issues NOMS had to resolve to achieve successful transition on 1 April 2008 and the subsequent need for the Probation Trust to review all existing policies, procedures and strategies. The former included the requirement to finalise the contract and governance documents, to confirm details of staff and property transfer schemes and to achieve the satisfactory resolution of outstanding human resource issues (including issues regarding the appointment of Trust Board members and the appointment and terms and conditions of the Chief Executive). Issues regarding the Trust’s name, branding and VAT position were noted. It was noted that representatives of NOMS were due to visit the Area on 8 February 2008 to conduct a readiness assessment and a governance gap analysis; assurance was given that the outcomes of the assessment and gap analysis would be satisfactory. The meeting approved the intention of officers to conduct a ‘walk-though’ of the contract and governance documents during the early weeks of the 2008/09 business year.
Resolved that:
.2 staff be remunerated for additional work arising from the transition
to Trust status in accordance with individual terms and conditions
The Chief Officer presented an oral report on progress in the implementation
of the Service Design Review and on the requirement to give early consideration
to the staffing effects of the 2008/09 resource allocation. It was agreed
that resource allocation and further review of service design would
be significant items for consideration at the forthcoming Board Away-Day.
The Chief Officer presented her written report and oral update thereon. Appendices to the report presented: Probation
Change Programme Briefing - December 2007; Resolved that the report and oral update be received
.1 Treasurer and Assistant Chief Officer (Support Services) .1
Budget Monitoring Report 2007/08 As endorsed by the Performance & Resources Committee, the Board approved the proposal to enter £37,750 into the Budget Exchange Scheme to support the 2008/2009 budget allocation. Annex B presented the Trust Transition Expenditure Report which provided expenditure and forecast year-end position against the £50,000 allocation. The meeting noted that the allocation was anticipated to be spent in full and that discussions continued with NOMS to secure appropriate recompense for staff and members who had undertaken significant additional work in preparation for Trust status. Resolved that: .1 the report be received and the financial position noted; .2 the recommendation to enter the Budget Exchange Scheme be approved .2 Resource Allocation 2008/09 A written report provided details of the first budget release of indicative budgets for 2008–2009. Members were advised that the indicative budget had been released for planning purposes only to enable Service Level Agreement and Probation Trust Contract negotiations for 2008-09 to proceed. The meeting noted with concern that the Area’s indicative budget allocation provided a shortfall of £440,880 for 2008/2009 against current allocation with a base budget of £7,439,000 and a total grant of £8,317,000. It was agreed that urgent representations would be made to NOMS on the deleterious consequences of the indicative settlement on the Area’s performance. Resolved that the report be received .2 Secretary .1 Schedule of Correspondence The Secretary presented the Schedule of Correspondence and an oral report on business received since the last meeting. Resolved that the Schedule of Correspondence be received
The meeting received the Chair’s written announcements of meetings and events attended since the last Board meeting. Resolved that Chair’s Announcements be received 62 – 2007/08 Matters for Information There were no matters for receipt under this standing item 63 – 2007/08 Any Other Business
There were no items of additional business
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