Agenda and minutes

The Chairman opened the meeting thanking Alderman Nick Anstee and Alderman John Garbutt for their service on the Committee, as they would not be seeking reappointment following the end of their terms.

Apologies were received from Dan Worsley.

There were no declarations.

To agree the public minutes and non-public summary of the meeting held on 2 June 2020.

RESOLVED, that – the public minutes and non-public summary of the previous meeting held on 2 June 2020 be agreed as a correct record.

Member are asked to note the Committee’s Outstanding Actions List.

Members received the Committee’s list of outstanding actions, noting that the outstanding action regarding Brexit assessments would be removed.

Member are asked to note the Committee’s Work Programme.

Members received the Committee’s work programme, noting that changes to the informal risk challenge session arrangements would be agreed for the accompanying report at item 10a).

Report of the Head of Audit and Risk Management.

Members received a report of the Head of Audit and Risk Management relative to Internal Audit.

RESOLVED, that – the report be received and the following points be noted with respect to project management:

1)    Members expressed concern regarding the Corporate Wide Project Management at paragraph 3 of the report, and the Head of Audit and Risk Management confirmed that officers were working with internal audit to determining a solution;

2)    Members requested that this report be brought to the Projects Sub-Committee;

3)    The Chamberlain would work with the Head of Audit and Risk Management and the Town Clerk to ensure Chief Officers were aware of the need to undertake internal audit work and the importance of resuming full delivery of the Internal Audit Plan as restrictions from the COVID-19 pandemic ease.

Report of the Chamberlain.

Members considered a report of the Chamberlain relative to the Corporate Risk Register. The report sought approval for a new risk, CR35 Unsustainable Medium-Term Finances risk, to be added to the Corporate Risk Register, into which other risks could be incorporated.

Following discussion, Members did not agree to incorporating CR23 Police Funding into CR35 as this would minimise the focus on the risks and issues specific to the Police.

RESOLVED, that – Members agree the following:

1)    to endorse the inclusion of CR35 Unsustainable Medium-Term Finances risk on the corporate risk register;

2)    to not incorporate CR23 Police Funding into CR35;

3)    to incorporate CR31 Fundamental Review risk into CR35;

4)    to note the de-escalation of CR27 Change Management to the departmental level (Town Clerk’s)

Report of the Director of Community and Children’s Services.

Members received a report of the Director of Community & Children’s Services relative to the 2020 Ofsted Inspection, noting that children’s social services received an ‘Outstanding’ judgement.

RESOLVED, that – the report be received and its contents noted.

There were no questions.

The Deputy Chairman (Member) noted this was Alderman Luder’s last meeting as Chairman of the Committee, and expressed thanks on behalf of the Committee for the Chairman’s contributions. A formal tribute would take place at the following meeting.

Report of the Chamberlain.

Members considered a report of the Chamberlain relative to future arrangements for the Informal Risk Challenge Session, requesting that the sessions be disaggregated from the Grand Committee meetings in order to hold more regular sessions, therefore ensuring all departments would participate in the sessions within two years.

RESOLVED, that – Members agree the following:

1)    that the Chief Officer Informal Risk Challenge (IRC) sessions be held separately from the cycle of Committee meetings with effect from September 2020;

2)    that the IRC sessions be held on a more frequent basis, with up to two sessions between each Committee meeting, depending on the Committee meeting date schedule;

3)    that the Schedule of IRC sessions gives due consideration to the potential risk exposure of the City Corporation of both existing and new risk areas, as well as the effectiveness of the departmental risk management arrangements. The duration of each IRC will be proportionate to risk exposure and effectiveness of each departmental risk management arrangements – up to one hour maximum per IRC session;

4)    that lighter-touch IRC sessions take place where the Committee is satisfied that there are effective risk management arrangements in place. This proportionate approach would be reviewed on a regular basis, subject to the continued effectiveness of departmental risk management arrangements and the overall and up-to-date risk profile of departments;

5)    agree that, subject to the views of the Committee in relation to the above, the IRC administrative working arrangements be approved by the Chairman and Deputy Chairmen;

6)    that further consideration be given to incorporating the session note into the Grand Committee agenda, aiming to balance the public interest with the candid nature of the discussion.

MOTION, that – under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part I of the Schedule 12A of the Local Government Act.

RESOLVED, that – under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part I of the Schedule 12A of the Local Government Act.

To agree the Non-Public minutes of the meeting held on 2 June 2020.

RESOLVED, that – the non-public minutes of the previous meeting held 2 June 2020 be agreed as a correct record.

Report of the Chamberlain.

Members received a report and presentation of the Chamberlain relative a Deep Dive of CR16 – Information Security.

RESOLVED, that – the report be received and its contents noted.

There were no questions.

There was one item of other business discussed in confidential session.