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Corporate Governance Committee

14 September 2010

A meeting of the Corporate Governance Committee, which you are requested to attend, will be held on 14 September 2010 in the Conference Room, Devon & Cornwall Police Authority, Endeavour House, Woodwater Park, Exeter starting at 10:30hrs to consider the items detailed on the Agenda given below.

Any papers listed as "to follow", urgent items or supplementary papers will be made available as soon as possible and in any event at least 30 minutes before the start of the meeting.

S Howl
Chief Executive
3 September 2010

Meeting agenda

Opening Sessions

  1. Appointment of Chairman
  2. Appointment of Vice-Chairman
  3. Chairman's Announcements
  4. Apologies
    To receive apologies for absence from Members unable to attend the meeting.
  5. Declarations of Interests
    To receive any declarations from Members / Officers of personal and / or prejudicial interest in respect of matters for consideration at this meeting, together with the appropriate statement on the nature of any such declared interests.
  6. Minutes
    To confirm the minutes of the meetings held on 8 June 2010 as a correct record; the action log from the meeting is appended for information.
    1. appendix 6a
  7. Audit Commission - Audit Progress Summary
    This report provides information about current Audit Commission work pertinent to the Authority.
  8. Annual Governance Letter
    The District Auditor issues an annual governance letter regarding the way in which the Authority conducts its business.
    1. appendix 8a - Annual governance report
  9. Audit Fee 2010/11
    The District Auditor will update the Committee regarding the 2010/11 audit fee.
    1. appendix 9a - audit fee
  10. Constitution Review
    The Authority's Constitution states "The Authority's Corporate Governance Committee will monitor and review the operation of the Constitution to ensure that the aims and principles of the Constitution are given full effect." ?Working Groups (1 relating to committee structure and 1 to the other areas of the Constitution) have been considering what changes are required to the continued effectiveness of the Authority. A revised draft Constitution and revised draft committee terms of reference are presented to the Committee for consideration of a recommendation to the Authority.
    1. appendix 10a - Draft Constitution
    2. appendix 10b - Structure diagram
    3. appendix 10c - Terms of reference
    4. appendix 10d - Working froup structure
    5. appendix 10e - Groups and network
  11. Update on the Plan to adopt International Financial Reporting Standards
    This is a progress report on the implementation plan for adoption of International Financial Reporting Standards.
    1. appendix 11a
  12. Annual Assurance Statement (In Year Monitoring and Compilation)
    To consider ways in which assurance activity and outcomes can be monitored throughout the year.
  13. Indemnity Policy
    The Authority's policy regarding indemnity has been reviewed in order to make sure that appropriate cover can be provided to Members working within the regional collaboration framework and also to the various independent members appointed by the Authority to serve on the Standards Committee and on misconduct panels. The Committee is asked to consider the paper and make a recommendation to the Authority.
    1. appendix 13a - Indemnity report
  14. Authority Risk Register
    There will be on oral report about (i) progress on the purchase of the risk management software and (ii) changes to the Risk register to reflect the authority's new strategic plan.

    To consider the risks relating specifically to the Corporate Governance Committee and make any recommendations regarding the risk levels and mitigations.
    1. appendix 14b
    2. apendix 14b report
  15. Force Risk Register September 2010
    Devon and Cornwall Police produce a corporate risk register on a quarterly basis; i.e. the 1st of March, June, September & December. The September version of the register is being finalised and will be quality assured by Chief Officers on 20th September. This is line with the Integrated Risk Management Strategy (as agreed with the Police Authority). The adoption of this process means that the production of the register is out of step with the meetings of the Corporate Governance Committee, leading to the fact that registers are invariably 3 months out of date when they are submitted to the Committee. In order to address this anomaly it is proposed that future editions of the registers will be circulated to members via a 'Members Briefing' following quality assurance and approval by Chief Officers. Specific questions can then be addressed through subsequent meetings of the Corporate Governance Committee.
  16. Briefing Sheets
    The briefing sheets detailed below, which are pertinent to the Corporate Governance Committee, have been issued since the last Committee meeting.
    Number Title Date
    15 Internal Audit Activity Report Week commencing 6 September
  17. Consideration to Excluding the Press and Public

    Recommended that the Agenda item detailed in the table below be considered as a closed item.

    Agenda item No Report Title Relevant Act Relevant section
    18 ICT Service Management Department Update Report for ICT Service Management Department Business Continuity Planning Local Government act 1972 as amended by the Local Government (Access to Information Act 1985) Schedule 12A Paragraph 3 Information relating to the financial or business affairs of any particular person (including the authority holding that information).
  18. ICT Service Management - Business Continuity Planning Update
    Details of the testing regime for the critical systems disaster recovery plan To Follow

If you require any further information regarding this meeting please contact the meeting administrator:
Joy Norris email: joy.norris@devonandcornwa

Committee Members: John Hart, Jo Norton, Jill Owen, Lynda Price, Jan Stanhope, Linda Williams and Jayne Zito.

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