Transparency data

Board meeting minutes 8th June 2023 - The Planning Inspectorate

Updated 17 April 2024

Applies to England

Minutes 3rd July 2023

Title of meeting	Planning Inspectorate Board Meetings
Date	08 June 2023
Venue	Virtual meeting
Chair	Trudi Elliott

Present	Planning Inspectorate Board Meeting
Stephen Tetlow (ST)	Non-Executive Director
Rebecca Driver (RD)	Non-Executive Director
Sally Dixon (SD)	Non-Executive Director
Zaffrin O’Sullivan	(ZO) Non-Executive Director – Boardroom Apprentice
Paul Morrison	(PM) Chief Executive
Jo Butcher (JB)	Interim Chief Finance Officer
Will Burgon (WB)	Director of Planning, DLUHC

In attendance
Strategic Governance Officer (NP), minutes (full meeting)
Arthur Young (AY) Interim Director of Planning, DLUHC (full meeting)
Head of Communities Planning and Planning Inspectorate (RW), DLUHC) (full meeting)
Simon Levi (SL) – Chief People Officer (full meeting)
Financial Controller (EE), (item 2)
Strategic Planning and Performance Manager (FG), (items 2)
Governance Officer (JM), (items 2)

Observers

Lesley Cowley (LC), Chair of the DVLA (Independent Effectiveness Review Lead)

1.0 - Welcome and Declaration of Interests

1.1 The Chair introduced and welcomed LC and WB to the Planning Inspectorate Board. TE thanked RW, AY and Joanna Averley and other DLUHC colleagues for stepping in to support the Board.

1.2 The Chair called for Declarations of Interest, of which there were none.

2.0 – Endorse 2022/23 Annual Report and Accounts

2.1 Following the Audit and Risk Assurance Committee (ARAC) which had taken place in the morning of the 8th June. The Board was asked to endorse the annual report and accounts (ARA). FG and EE gave the following update:

• ARAC reviewed the schedule of amends made to the ARA since papers were circulated.

• Clarification was received from the National Audit Office (NAO) on when the ARA should be signed by the Accounting Officer (PM) before submitting to the Comptroller.

• EE confirmed the outstanding matters had been cleared which included gathering evidence from other organisations, cost of untaken leave accrual for year and segmental analysis on income expenditure by case type. All submitted to the NAO to support the year end audit.

2.2 As Chair of ARAC, RD gave the following update:

• ARAC accepted the NAO report, audit certificate and draft letter of representation for PM to sign as Accounting Officer.

• The ARAC highlighted a hand full of issues for clarification to make sure the document is as clear as possible when laid.

• ARAC is happy with the report, sets out a good story of what the Inspectorate has done and is aiming to do.

• Recommended amendment to the ARA ahead of laying are to improve page six with better customer focus. Amendment to be circulated to the Non-Executives before finalising.

• Other issue flagged to be addressed longer term, management of risks and risk mitigation and reduction in scores.

• ARAC agreed unless any material changes arise, PM should sign the ARA without the need to reference back to ARAC.

2.3 As Chair of the Board, TE asked the Board to agree the ARA is fit for purpose, the letter of representation should be signed by PM and agree the remaining steps to lay the ARA.

• There had been issues with the data gathered in relation to Temple Quay House, TE asked DLUHC colleagues to investigate this.

• WB is content with the ARA and thanked the drafting team for taking on the comments and recommendations from the DLUHC team. WB referred to the infographic on page 6 and agreed this was a neat and powerful way to tell the story and agreed with the request to focus more on the customer and have a less internal focus. This is also a good way to reflect the achievements for teams too.

• ZO asked in preparation for next year, is there anything that can be improved or added. JB highlighted improvements are need to systems on the finance side and this is being picked up with DLUHC colleagues. JM highlighted including more on horizon scanning work, customer focus and setting out if we have achieved the things, we said we would do.

• TE took the opportunity to give personal thanks to everyone involved in the production of the document, the team should be proud of clean set of accounts and the way complex data and planning activity has been set out in a user-friendly way.

Agreed:

2a) The recommendations set out in the paper:

• The 2022/23 Annual Report and Accounts are fit for purpose;

• The report and Letter of Representation can be signed by Paul Morrison as Accounting Officer; and

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

Actions:

2b) RW, JB and FG to discuss the environmental data gathering issues.

3.0 – Review of Executive Team goals for 2023/24 – OFFICIAL SENSITIVE

3.1 OFFICIAL SENSITIVE item captured as part two minutes.

4.0 Pay flexibility case update

4.1 OFFICIAL SENSITIVE item captured as part two minutes.

5.0 Forward Look, review of the meeting, blog key points

5.1 TE reflected on the interaction and circulation of the ARA iterations with the NEDs and asked the team to make sure this process continues for next years’ draft.

Actions:

5a) TE and MP to draft Board blog.

5b) NP to update July agenda, removing written representations process update and cyber security update to information updates and add pay flexibility case to the July agenda.

5c) JB to let NEDs know when the ARA is laid.

Next Board meeting 8th June 2023 (virtual):

• Planning Inspectorate Board – 1.15pm – 2.45pm