Transparency data

Board meeting minutes 10 June 2021 - The Planning Inspectorate

Updated 17 April 2024

Applies to England

Minutes FINAL (29th July 2021)

Title of meeting	Planning Inspectorate Board Meeting
Date	10 June 2021
Venue Virtual meeting	all participants dialled in
Chair Trudi Elliott (TE)	Chair

Present
Sally Dixon (SD)	Non-Executive Director (NED)
Rebecca Driver (RD)	Non-Executive Director (NED)
Stephen Tetlow (ST)	Non-Executive Director (NED)
Sarah Richards (SR)	Chief Executive
Navees Rahman (NR)	Director of Corporate Services
Graham Stallwood (GS)	Director of Operations
Simon Gallagher (SG)	Director of Planning, MHCLG

In attendance
Strategy and Corporate Governance Lead (KT)
Strategic Governance Officer (notes) (NP)
Strategic Planning & Performance Manager (CG) (item 2)
Financial Controller (ML) (item 2)
Governance Officer (JM) (item 2)
Project Manager (PM) (item 3)

Observers
Danielle Pickup (DP)	Governance Admin Officer

Apologies
Christine Thorby (CT)	Director of Strategy
Neil Hemington (NH)	Chief Planner, Welsh Government

Minutes

1.0 Welcome and Declaration of Interests

1.1 The Chair welcomed the Board and called for Declarations of Interest, of which there were none.

2.0 Annual Report and Accounts (ARA) – sign off

2.1 The Audit and Risk Assurance Committee (ARAC) had reviewed the ARA ahead of the Board meeting, the Chair of ARAC gave the following update to aid the Board in making the decision. ARAC:

• Agreed the report was excellent and a huge improvement, well done to the team and all involved in the production. NAO also gave positive feedback and was very complimentary about the report.
• accepted the National Audit Office’s (NAO) report and letter of representation and suggested SR as Accounting Officer sign the letter unless there are any material change.
• noted the misstatements are not material and endorse management reasons not to adjust.
• suggested a small change to the purpose defined in the report and for next time look at the way risk appetite and strategic risks are mapped.
• endorsed the ARA as fit for purpose (subject to changes above) and agreed unless any material changes are made SR should sign the ARA without referring to ARAC and the Board again.
• Agreed the new format is excellent and recommended, subject to Executive Team (ET) agreement, the team should consider nominating for an award flagged by the NAO.

2.2 As part of the discussion the following points were made:

• The Chair reiterated the comments from ARAC and NAO on the improvement and quality of this year’s ARA, it tells the story and tells it very well.
• On behalf of the NEDs, the Chair thanked CG, ML and all of those involved in the ARA.
• As an author, GS said the process worked well, he knew what was needed, the tone and by when.

2.4 ARAC raised concern with NR about the resourcing risks in the Commercial area, NR and Head of Finance and Commercial took an action to discuss this risk with ET and follow up at a NED briefing in July.

Agreed: 2a) The Board agreed all the recommendations set out in the paper:

a. The 2020/21 Annual Report and Accounts are fit for purpose

b. The report and Letter of Representation can be signed by Sarah Richards as Accounting Officer; and

c. The remaining steps required to lay the report before the House should go ahead as planned.

2b) Lesson for next year: more of the same, with greater focus on outcomes, think now about the things we want to capture for year end and think about how we capture the Welsh separation work.

3.0 Welsh Separation Project update

3.1 The key update for the Board:

• Project controls have been strengthened and governance is in place to support the separation.
• The steering group is meeting monthly, with the focus group meeting fortnightly and the workstreams are also in place and working with counterparts in Welsh Government.
• Main focus remains on people, digital and data workstreams as these are key elements of the separation.
• The Head of Wales continues to support the team through the process.
• IT scoping is taking place, making the decision on what data will need to transfer from our system Horizon. There are costs challenges in this space, Welsh Government and the Head of Digital Services are working together, but this will not impact the separation.
• A data transfer agreement has been drafted, signing of this will happen closer to the separation date to allow for amendments when data requirements are fully known.
• Key risks identified on the register and being managed closely are people and data. Digital service support requirements are also a risk for the Inspectorate, assumptions have been made, should these change and more resource is needed this could impact on other priorities.
• On National Infrastructure (NI) projects which could take place in Wales, these will include at least one Welsh Inspector.
• Good governance is in place to review the digital resource risk, this is being monitored through the Change Portfolio and programme.

Actions:
3a) GS to brief SG and the team on cost implications.

3b) GS and team to draft a note to the Minister on progress and highlight how we will operate in the NI space.

3c) GS to make sure there is a process in place that allows for learning and training across the devolved planning system.

3d) GS with CG & ML think about the impact of Welsh Separation on the Annual Report and Accounts and how to report.

3e) GS and team to make sure communication with teams, customers and stakeholder continues.

3f) GS to keep the NEDs up to date on the number of people that transfer to Wales and the financial challenges and ongoing project risks.

4.0 Forward look, review of this meetings, AOB

Agreed & Action: 4a) SG to draft a blog covering the May and June Board meetings. 4b) The Change Portfolio update at the July Board should include the cumulative impact of the portfolio.

Next meeting: 29th July 2021