CPS Board meeting minutes - May 2021

Tuesday 25 May 2021, 12:30-15:35
Microsoft Teams Meeting

Members

Monica Burch (C), Max Hill QC, Rebecca Lawrence, Simon Jeffreys, Caroline Wayman, Mark Hammond

Guests

Valeria Puig (Item 3, 4, 5, 6, 7, 8), Moi Ali, IAC (Item 3), Grace Ononiwu (Item 3, 6), Marie Southgate (Item 3), Steve Buckingham (Item 4, 9), Anita Misra (Item 4), Graham Dann (Item 4), Alex Scott (Item 4), Graham Ritchie (Item 4, 5), Sandra McKay (Item 4), Ali Coles (Item 5, 6), Dawn Brodrick (Item 6, 7), Mark Gray (Item 9)

Secretariat

Rebecca Burrow, Lissa Matthews

Item 1: Minutes of the Last Meeting and Matters Arising

1.    The Board reviewed and agreed the minutes of the last meeting.
1.1    Progress was noted against outstanding actions.

Item 2:   Update from the DPP

2     The DPP provided an update on the following: 
a.    RASSO Review
b.    CCP recruitment and moves
c.    Governance changes, specifically that Legal Cabinet will no longer meet formally
d.    Economic Crime
e.    DPP led casework
2.1    The Board discussed:
a.    Support for governance changes regarding legal governance and sub Executive Committee Governance
b.    Expected impacts of the cross CJS wide Rape Review and planned response

Item 3: Independent Assessor of Complaints (IAC) Annual Report

2     The Board welcomed Valeria Puig, Casework Administration Manager and reverse mentor to Non-executive Board Member Simon Jeffreys, to the meeting as an observer.
3.1    Moi Ali, Independent Assessor of Complaints (IAC), provided an overview of the report.
3.2    The Board thanked the IAC for the annual report.
3.3    The Board discussed:
a.    The level of independence of the Independent Assessor of Complaints, and whether an independent assistant would be appropriate.
b.    Whether it would be appropriate for the DPP to provide a written response to the IAC annual report
c.    Persistence of certain issues and what needs to change to address them
3.5.    IAC welcomed increased dialogue with Areas to help resolve persistent issues.
3.6.    The Board asked whether communication takes place with the CPS between annual reports. IAC updated that since 2021, a quarterly meeting with Operations has commenced to discuss cases that raises wider issues for discussion.

Item 4: CPS Annual Report and Accounts Update

4   Steve Buckingham, Chief Finance Officer, presented the annual report and accounts draft for comment on the broad themes. Steve updated that the audit was progressing well, and invited any detailed comment to be provided in writing by members by 28 May.
4.1   The Board thanked the team for the draft.
4.2   Steve asked for further comments to be received by latest 28 May.

Item 5: Quarterly Business Plan highlight report and Success Measures Data

5   Graham Ritchie, Deputy Director of Strategy and Policy updated on the Q4 highlight report and Success Measures dashboard, which noted:
a.   Regarding the position on delivery against business plan outputs, most outputs were completed, a third were re-baselined in Q4
b.   On Success Measures, to note that they will be transitioned to the new performance reporting framework (which would be covered at Board item 6).
c.   Following Board request to ensure external assurance to RAG ratings, activities to address will be considered in Q1
5.1   The Board raised:
a.   Where the data reports to in the business. (The Board were advised that the reports are Executive Group level, supported by a working group, with a direct link to the CEO.)
b.   The need for the report to be integrated into the new performance reporting system
c.   General support for the dashboard
d.   Whether the Board could see a higher-level dashboard at governance oversight level, and whether the levels of ambition could be communicated. (The Board were advised that the level of ambition on Success Measures is going to Executive Group in June 2021 for approval).
5.2.   The Board thanked the team for the work to date.

Item 6: Development of a new performance framework for CPS

    6. Ali Coles, Deputy Director Operational Performance, outlined that the intention for the revised performance reporting system was to:
a.    Unify strategic, corporate and operational reporting at a national and Area level
b.    Increase alignment between reports considered by different governance bodies
c.    Ensure it reflects the whole health of the organisation with more holistic performance indicators, and incorporating x-CJS measures
d.    Support decision making: with more focus on long-term data trends and future scenarios, with more analytical capability
e.    Better hold KPI owners to account through a new Performance and Risk committee, chaired by the Chief Executive
6.1    Ali updated (regarding existing Board action reference ‘Mar3’) that the intention was to produce a first draft national performance pack for Q1 reporting in September, with continuous improvement thereafter.
6.2.    Dawn Brodrick, Chief People Officer, noted the wider governance model context for the Performance and Risk Group (which would oversee the reporting).
6.3.    The Board welcomed a future workshop/teach in between boards to contribute to getting the data levels right and to update on metrics to understand the key measures.
6.5.    The Board asked whether, rather than below the line monthly reporting to the Board as referenced in the paper, a substantive item would be preferable to provide opportunity to discuss and comment.
6.6.    The Board asked that the reporting system contains focus on key priorities, including backlog.
6.4.    The Board noted its thanks to Ali and the team, and supported the progress and plans outlined.

Item 7: Board Effectiveness Evaluation (BEE) action plan

7.    Dawn presented an update on progress against the action plan, which included:
a.    New draft governance framework, including Legal Governance
7.1    The Board thanked Dawn for the progress shown and plans noted.

Item 8: Committee Update

8.    Simon Jeffreys, chair of the Audit and Risk Committee, provided an update on the April 2021 committee meeting, which included:
a.    Reflections on recent GIAA reports
b.    Claims and Litigations, advising that the next steps are to look at root causes
c.    Common Platform
d.    Cyber Security
8.1.    The Board discussed Executive Group accountability for risk including Ransomware matters. The Chief Executive noted that the next stage of the new governance framework is for Executive Group to own risk.
8.2.    Simon congratulated management on progress noted in the recent annual Departmental Security Health Check, which will come to June 2021 Audit and Risk Committee for consideration.
8.3.    Caroline Wayman, chair of the Nominations Leadership and Remuneration Committee provided an update on the April 2021 committee meeting, which included:
a. Changes planned for Executive sub-committees
8.4.    The CEO updated that Dawn had recently recruited two Deputy Directors on open competition, and the internal candidates were successful.
8.5.    Simon updated on progress recruiting 2 new independent members for the Audit and Risk Committee.
8.6.    Meeting observer Valeria left the meeting, having attended items 3, 4, 5, 6, 7, and 8.

Item 9: Common Platform

9.    The Board welcomed Mark Gray, Chief Digital & Information Officer, to present an update which included:
a.    Engagement with ministers and counterparts to build towards a final submission for approval
b.    Engagement with the Crime Programme Board
9.1.    Steve Buckingham, Chief Finance Officer, noted that he was working with the Crime Programme Board to provide assurance on affordability assessment, and was working with HMT on categorisation of departmental budget.
9.2.    The Board raised:
a.    Long term approach on CMS
b.    Importance of ongoing relationships with partners
9.3.    The Board commended Mark Gray and the team for the work to date.

Item 10: AOB

10.    There was no AOB raised,

Secretariat 
May 2021