Agenda and minutes
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Contact: Phil Garnett (0113 39 51632)
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Appeals Against Refusal of Inspection of Documents To consider any appeals in accordance with Procedure Rule 25 of the Access to Information Procedure Rules (in the event of an Appeal the press and public will be excluded).
(*In accordance with Procedure Rule 25, written notice of an appeal must be received by the Head of Governance Services at least 24 hours before the meeting) Minutes: There were no appeals against the refusal of inspection of documents. |
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Exempt Information - Possible Exclusion of the Press and Public 1 To highlight reports or appendices which officers have identified as containing exempt information, and where officers consider that the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons outlined in the report.
2 To consider whether or not to accept the officers recommendation in respect of the above information.
3 If so, to formally pass the following resolution:-
RESOLVED – That the press and public be excluded from the meeting during consideration of the following parts of the agenda designated as containing exempt information on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the press and public were present there would be disclosure to them of exempt information, as follows:-
Minutes: There were no resolutions to exclude the public. |
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Late Items To identify items which have been admitted to the agenda by the Chair for consideration
(The special circumstances shall be specified in the minutes) Minutes: There were no late items. |
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Declaration of Disclosable Pecuniary and Other Interests’ To disclose or draw attention to any disclosable pecuniary interests for the purposes of Section 31 of the Localism Act 2011 and paragraphs 13-16 of the Members’ Code of Conduct.
Minutes: There were no declarations made. |
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Apologies for Absence To receive any apologies for absence. Minutes: Apologies for absence were received from Councillor G Hussain. |
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Minutes - 19th March 2013 To approve the minutes of the meeting held on 19th March 2013. Minutes: RESOLVED – That the minutes of the meeting held on 19th March 2013 be confirmed as a correct record. |
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Matters Arising Minutes: Minute No. 46 Annual Audit Plan
The Committee were informed that the Audit Commission had reduced last year’s audit fee by £27,200 and had now returned this to the Council. A similar rebate will be made for the 2013/14 audit.
Members re-iterated their feelings that it was a key priority to ensure that young people in Leeds are given every opportunity to take up employment and that outsourcing of KPMG work to India had an impact on this priority.
RESOLVED – The Committee resolved that arrangements be made for the outcome of the Chair’s discussions with KPMG representative’s (on Thursday 25th April 2013) to be relayed to the next meeting of the Committee.
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Calderdale Shared Services Agreement To receive a report of the Director of Adult Social Services providing members of the Corporate Governance and Audit Committee with an update on progress and the assurance that the shared services agreement with Calderdale is operating as intended.
Minutes: The Chief Officer (Resources and Strategy) presented a report of the Director of Adult Social Services providing the Committee with both an update on progress and an assurance that the shared services agreement with Calderdale Metropolitan Borough Council is operating as intended. It was confirmed to the Committee that implementation would take place in April 2014.
The Senior Project Manager (ICT Services) was also in attendance to answer questions from Members.
Members discussed the report in detail. Specific discussion took place the matching of data contained in the current system with fields within the new one, the timely transfer of that data, and the testing that would take of data before the implementation date. Officers present confirmed that this work is included in the project plan and is on track to be completed before the implementation date.
Security of the data being migrated was also considered by the Committee. Members sought and received assurance that this was being implemented carefully and in accordance with proper practices associated with this type of project.
Members also wished to know whether all the recommendations following the Call In of the Executive Board decision had been implemented and whether Leeds would receive the same service that Calderdale receives. Officers confirmed that recommendations had been implemented and that as part of the Service Level Agreement in place between Leeds and Calderdale, Leeds will receive the same service and same level of technical support.
RESOLVED – The Committee resolved to:
(a) Note the contents of the report; and (b) Receive a further update report in 3 months time. |
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Business Continuity Management Arrangements for LCC's Most Critical Services. To receive a report of the Director of Resources providing assurance on the adequacy of business continuity management arrangements for LCC’s most critical services. Minutes:
The Business Continuity Programme Manager presented a report of the Director of Resources. The report provided the Committee with assurance on the adequacy of business continuity management arrangements for the Council’s most critical services.
Members confirmed with the officer present that test runs of potential major disasters are completed.
Members were concerned that there are a number of services deemed business critical which do not currently have Business Continuity Plans in place. The committee asked that these concerns be escalated to the Director of Resources.
RESOLVED - The Committee resolved to:
(a) note that the business continuity management arrangements that are currently in place to meet the statutory duties required of the Civil Contingencies Act 2004; (b) Request a further report to the next meeting of the Committee to provide an update on the progress made in completing the outstanding Business Continuity Plans; (c) Note the information and receive an annual update detailing progress and achievements in 2014; and (d) Request that the Chief Officer (Audit & Risk) relay the Committees concerns about Business Continuity Plans currently not all being in place for business critical services to the Director of Resources.
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Annual Information Security Report To receive a report of the Assistant Chief Executive (Customer Access and Performance) providing the Committee with an annual report on the steps being taken to improve Leeds City Council’s information security in order to provide assurance for the annual governance statement.
Minutes: The Chief Officer (Intelligence and Performance) presented a report of the Assistant Chief Executive (Customer Access and Performance). The report was the annual report on the steps being taken to improve the Council’s information security in order to provide assurance for the annual governance statement.
The Executive Officer (Information Governance) and the Assistant Solutions Architect (ICT Services) were also in attendance to help answer questions from Members.
Members commented that security measures in place often make it difficult to perform simple IT tasks, specifically in terms of access to equipment and transferring legitimate information. Members were informed that the Government Protective Marking Scheme was intended to be adopted and that this would automatically label documents and make sharing sensitive information with citizens and other agencies less onerous.
Members also highlighted the difficulties of information of public interest that is subject to copyright and, which, as a consequence, may not be freely circulated in the public domain.
RESOLVED – The Committee resolved to note the contents of the report. |
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Capital Programme Approvals Framework To receive a report of the Director of Resources providing an update for the Committee as to how the revised framework has operated since April 2012. The report also sets out proposals for further changes to the process which will give Directors more responsibility and accountability for decision making on capital schemes.
Minutes: The Chief Officer (Financial Development) presented a report of the Director of Resources. The report provided the Committee with an update following changes to the capital programme approvals frameworks which were introduced in April 2012. The report also proposed further changes to the Capital Programme Approvals Framework
In summary the changes in 2012 included:
1. Vehicle and equipment replacement; 2. Demolition of property; 3. Asbestos removal and other health and safety works; 4. Energy Efficiency projects (where capital investment is funded by savings on energy costs); and 5. Any other spend to save/operate where a business case has been approved.
In summary the proposed changes for 2013 included:
The Principal Finance Manager (Financial Development) was in attendance to help answer Members’ questions.
Members discussed how the new process fits in with the ‘Calling In’ of decisions. Further Members considered it important that Members be made aware of decisions being taken at the earliest opportunity.
RESOLVED – The Committee resolved to:
(a) Note the impact of the changes made to the Capital Approvals process in April 2012 which were detailed within the report; (b) Note the structural improvements which have been made; and (c) Support the new changes to the process as set out in the report.
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To receive a report of the Director of Resources notifying and inviting comment from the Committee on the work programme. Additional documents: Minutes: The Director of Resources submitted a report notifying members of the work programme.
The Committee reviewed its forthcoming work programme.
RESOLVED – The Committee resolved to note the forthcoming reports. |