LANCASHIRE PROBATION TRUST
Minutes of the meeting held on 19th July 2010
At Garstang Road, Headquarters, Preston.
Present:
Mr R Mathers (Chief Executive)
Mr L Sewell JP (Standing in as Chair during 1st part of meeting)
Mr R Barker JP
Mr D Booker
Mr S Evans
Mrs C Threlfall
Mr R Male (Chaired part 2 of the meeting)
In Attendance:
Mr C Dearden (Director of Operations)
Miss K McKevitt (Director of HR)
Mrs L Mattinson (Director of Finance)
Mrs A Mayo (Solicitor & Secretary to the Trust)
1.
APOLOGIES
Apologies were received from Mrs C Ainscough and Mr T Harrison.
2.
DECLARATION OF INTERESTS There were no declarations of interest.
3.
MINUTES OF THE BOARD MEETING 22nd June 2010
The minutes of the meeting of 22nd June 2010 were agreed and signed by the
Chair.
4.
MATTERS ARISING FROM THE MINUTES
Items 6-8
The Director of Finance advised members that the accounts had now been
signed off and submitted and would be advertised in due course.
Item 13
The Director of Human Resources advised members that NOMS accepted that
TUPE would apply during the phase 1 & 2 overlap stage. The target for female
offenders was also being considered.
RESOLVED: The Board noted the update.
5.
REPORT FROM THE CHIEF EXECUTIVE
The Chief Executive provided an update report on recent developments. He
confirmed that the revised budget had been received but a comprehensive
spending review was underway and the outcome would be known by October.
ANNE MAYO
Secretary
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Board Meeting
The DOM was holding a series of consultative sessions with Prison Governors
and Chief Executives in relation to commissioning priorities.
In respect of the contract variation, various issues had been raised by LPT but
the NOMS response had mostly been that these were national requirements.
Concessions had been given in respect of information reporting restrictions and
there was some limited movement in respect of the annual plan requirement.
The Chief Executive proposed that the letter of signing off the variation be
completed following discussions between himself, the Chair and the Trust
Solicitor.
The Chief Executive also warned members that the major projects review
required by the new Government may have implications for the planned IT
development projects, all of which were desperately needed. The Board
considered whether this should be identified as the risk facing the Trust but
members felt this would be a premature step at this stage until the outcome of
the review was known.
RESOLVED: Members noted the update and authorised the Chief Executive
and Chair to agree to the contract variation letter following consultation with the
Trust Solicitor.
6.
REPORT FROM THE CHAIR
Members briefly discussed the judicial membership letter circulated within the
papers.
7.
MINUTES OF COMMITTEES
The Chair of the Audit Committee explained that most of the items had already
been looked at by the Board at its last meeting.
At the next Audit Committee he was proposing that IT systems be looked at in
respect of matters arising from the recent disciplinary hearing.
RESOLVED: The Board received the meeting note.
8 & 9. REVIEW OF HR AND DEVELOPMENT ACTIVITY 2009/10 & HR WORKPLAN
The Director of HR introduced these papers together and explained that it had
been an exceptionally busy year with the workplan, restructuring and numerous
disciplinary issues. However, there had been many positive aspects including
the result of the staff survey which showed high levels of engagement, a good
relationship with the Trade Unions and the Hidden Heroes campaign. In
response to questions, she explained that the code of conduct and IT systems
were in the process of being revised.
RESOLVED: Members noted the work carried out in 2009/10 and the workplan
for 2011/11.
ANNE MAYO
Secretary
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Board Meeting
10. REVIEW OF SICKNESS ABSENCE
The Director of HR introduced this report and explained that the level of absence
for 2009/10 was 9.4 days which was below the 10.5 target. The aim for next year
was to reduce the level of long term sickness absence as it would have a major
impact on the figures. One hundred and sixty days had been lost due to the
pandemic flu.
In response to questions about variations in compliance times for self
certification, she explained that Area Directors were responsible for re-enforcing
the need for compliance. A further report would be brought to the next meeting.
RESOLVED: Members noted the report.
11. HIDDEN HEROES EVALUATION
The Director of HR introduced this paper and explained how the campaign had
improved awareness of the work of the Trust. It had been hoped that it could be
expanded into the East Lancs area but new advice from NOMS made it unlikely
that the project could be expanded in the way intended. Members suggested
using the existing material to repeat the message even if advertising/publicity
was now to be limited.
RESOLVED: Members noted the update.
12. MANAGEMENT ACCOUNTS
The Director of Finance introduced the accounts for the two months to 31 st May
2010 which showed an underspend which was due mainly to staff vacancies.
The trainee probation officers would qualify in the September 2010 which would
fill some vacancies but there was a problem obtaining quality staff. The Finance
Director would produce a forecast of expenditure in September.
RESOLVED: The Board noted the update.
13. EMPLOYERS DISCRETIONS
The Director of Finance introduced the statement of policy for Employers
Discretion under the Local Government Pension Scheme Regulations which had
been approved by the LJNCC Committee on the 6th July 2010.
RESOLVED: The Board approved the policy.
14. COMPLAINTS MONITORING
The Director of Operations introduced this report which covered the period
1/4/09 to 31/03/10, and explained although most complaints dealt with
informally there had been an increase which was very time consuming.
RESOLVED: The Board noted the update.
ANNE MAYO
Secretary
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Board Meeting