Meeting documents

Report to be presented by Maggie Gibb.

Maggie Gibb attended to discuss the Draft Risk and Assurance Strategy

(the full report had been included in the papers circulated prior to the

meeting).

·         The draft strategy supports the new operating framework.

·         It focusses on a creating a robust assurance framework across the organisation.

·         Reports advising its effectiveness and compliance will be brought back to this committee regularly.

Members Questions/Comments

Question 1

·         The Chairman thanked Maggie for the very comprehensive report. He also queried whether there are major changes to the previous structure or does it work on the same principles?

·         Maggie confirmed that this assurance framework is a new element that is being built into the risk management framework .

·         Regular updates will be brought to this committee.

·         Risk Management Group will continue to be review and challenge key risks and report to this committee

Question 2

·         A member advised that the Risk Register throughout the previous year had been up for a lot of scrutiny. It appeared that some departments were putting items on the Risk Register under the Red RAG rating in error, at others were putting items as Green in error. The member asked what type of "triaging", if any, is done regarding the Risk Register?

·         Maggie advised that previous comments have been taken on board regarding this issue. It is difficult as there are so many complex services, and each feel that their risk is a major one.

·         A programme of training is carried out, and once this strategy is launched further training will be offered.

·         This will also continue to develop as we move forward.

·         The training will be rolled out to officers as well as members as there is a need for uniformity of knowledge.

·         Details of the strategy once launched will also be publicised online.

·         Ian Dyson also advised that the strategy will merely be the tool, and although as much training can be offered as possible, it is then up to each officer and member to take back to their area and implement. We are only able to provide the information and training.

Question 3

·         A member thanked Maggie for the comprehensive report, however wanted further assurance that this report was not just a very well written document and how would the principles be implemented?

·         Maggie advised that this will be part of the Business Assurance Team’s roll to ensure the document is implemented. Also there will be regular reviews of the process and Risk Registers, compliance monitoring and a more detailed procedure document written to support the implementation.

·         Ian Dyson also commended the report, as it brings alive the fundamental new way of monitoring assurance which BCC are keen to implement. Ian advised that this committee are ultimately responsible for holding to account Ian and the Director of Assurance to insure that the principles are being implemented.

·         Ian confirmed that the team have begun to meet with various business leads, including TEE to insure that the organisation is buying into this new way of monitoring assurance. Once the strategy is implemented this committee will then receive regular assurance reports. If more detailed information is then required this needs to be flagged up by the committee, as this committee is the ultimate control for the assurance framework being embedded.

·         The new framework also makes managers more accountable.

Question 4

·         A member asked whether potentially, if this framework had been in place previously, would the issue around children services earlier on in the year have been highlighted sooner?

·         Ian advised that it was difficult to say, however potentially yes.

·         Ian also advised that the area of children’s services inherently has been high on the risk register and it is likely it will remain high for some time, however the assurance framework in part is checking the internal processes and mechanisms of the risk register so that issues are flagged in advance.

·         The framework will be developing once launched and over the next 12 months.

Comment 1

·         A member suggested that the training and development programme be updated also alongside this.

·         Maggie confirmed that the team have been meeting with the Organisational & Development Team (OD team) to identify needs. Once the framework has been launched the team will also be developing an E-learning programme with the OD team to build into the training.

·         1-1 training on the new system will be offered.

·         The programme will be comprehensive.

·         Contract Managers will also be made aware of the new framework, with workshops being offered, ongoing drop in sessions, review of actual risks being captured.

·         The team will also ensure that people in new posts will also be offered training.

Recommendation: That the draft strategy be approved.

The Recommendation was agreed by the committee.