Agenda item

Policy Register - Update Schedule for Policies

To provide an update about review schedules of Council policies (Report of the Executive Director – Strategy and Governance enclosed)

Minutes:

Consideration was given to the report of the Executive Director Strategy and Governance which provided an update on review schedules of Council policies.

 

The Policy Register, which highlighted polices that were overdue, those that were being reviewed and those that had been approved, had been presented to the Panel at its last meeting in December 2016.  At this meeting, a forward plan of policy updates had been requested, with a view to bringing all of the policies into an approved state.

 

The Panel was provided with a summary of South Holland District Council’s policies:

 

·         Currently 26 of the 36 policies within the Policy Register were approved and within their operating periods.  All of these policies had review dates profiled in order to ensure that the policies remained in an authorised state;

·         Whilst financial policies and associated documentation was held within the policy register (as attached to the report), scrutiny over timelines and adherence was within the remit of the Governance and Audit Committee;

·         The Safeguarding Policy was a new policy and would be presented to full Council in June 2017;

·         The Data Retention Policy was not currently being updated as there were core interdependencies with the digitalisation and electronic working elements of the Moving Forward programme.  The policy was being drawn up in line with the Council’s ambitions of utilising new technologies and working methods.  This work was being prioritised by a newly formed internal Information Governance Board, and a draft would be presented to the Panel on 25 July 2017;

·         There were currently ten policies which were showing as overdue.  All of these policies had review dates profiled in order to ensure that these polices were brought up to date as quickly as possible;

·         Using the proposed timetable of policy review, it was anticipated that all policies would be within their operational timescale by September 2017; and

·         Policy health-checks and development would become standing items within the Corporate Improvement and Performance workshops that were going to take place on a six weekly basis.  This would ensure that relevant parties were identified on policy reviews, to ensure that future dates were not breached.

 

The Panel considered the information, and it was agreed that the Policy Register be monitored by the Panel as follows:

 

·         That the Policy Register be added as a standing item to the Policy Development Panel’s agenda, but consideration of issues at the meeting only take place where there were areas of concern or where more information was required;

·         That the Chairman and Vice Chairman of the Policy Development Panel meet with the Corporate Improvement and Performance Manager 3 to 4 weeks prior to each Panel meeting to monitor progress of the policy reviews, to identify any areas of concern and any areas where more information was required;

·         That a column be added to the Policy Register to reflect officer responsibility for items; and

·         That the Policy Register be laid out in date order showing dates for final Panel approval.

 

It was agreed that once the Register was up to date, it would be easier to track when policies were due for review, and to feed into the process.

 

AGREED:

 

a)    That the report of the Executive Director Strategy and Governance be noted; and

 

b)    That the Policy Register be monitored by the Policy Development Panel as follows:

 

              i.        That the Policy Register be added as a standing item to the Policy Development Panel’s agenda, but consideration of issues at the meeting only take place where there were areas of concern or where more information was required;

 

            ii.        That the Chairman and Vice Chairman of the Policy Development Panel meet with the Corporate Improvement and Performance Manager 3 to 4 weeks prior to each Panel meeting to monitor progress of the policy reviews, to identify any areas of concern and any areas where more information was required;

 

           iii.        That a column be added to the Policy Register to reflect officer responsibility for items; and

 

           iv.        That the Policy Register be laid out in date order showing dates for final Panel approval.

Supporting documents: