Valuation Office Agency  (VOA) Management Board Meeting

20 December 2007

ATTENDEES

Risk Management Accreditation Documents Sets (RMADS)

Janice Ramsey and Mick Ebsworth provided an overview of the RMADS process that had been introduced for GSI (Government Secure Intranet) departments. The new procedure would replace the annual assessment and ensure risks and controls are identified, for the Agency’s information systems, on an ongoing basis throughout the design of a business process.

Proposal for Scanned Hardcopy Records

Paul Sanderson provided an overview of the overall hardcopy records project and gave details of a proposal to scan key records which could contribute to a longer-term strategy of providing an Electronic Document and Records Management (EDRM) system. The Board recommend that work should continue on exploring the possibility of an EDRM for the Agency.

Data Security

Paul Sanderson advised the meeting that data security issues continued to affect HMRC and the interim Poynter Review – on data security in HMRC - had now been published.

Instructions would be published for VOA staff following any revised advice received from HMRC.

Strategic Risk Register

The Board reviewed the Agency’s Strategic Risk Register and the revised format which had recently been introduced.

Report from the November Audit Committee 

Dawn Johnson provided the Management Board with a report of the Audit Committee meeting held on 29 November 2007. The Management Board noted the report and had no further comments.

 

Agency Performance

This item was a discussion on performance and in particular the key performance indicators where the outlook was not at green.

David Park told the meeting that the target for timeliness on council tax reports (England) was potentially within reach. This continued to be closely monitored. The movement of NDR staff to focus on council tax reports had resulted in a slight slip in timeliness on rating reports, but this KPI remained at green. Considered decisions for council tax proposals in Wales continued to move in the right direction.

Roger Haworth advised that DVS were having discussions with the client about this year’s targets, and the longer-term position, covering both timeliness and cost-effectiveness.

Sue Townsend gave an overview of the 2007/08 financial position for the Agency.

Steve Hartnell advised that there had been no change to the target relating to core skills and competencies within 6 months. A small number of staff were at risk and this was being closely monitored. The indicators for both short and long-term sick leave had slipped this month and these too were being monitored.

The Rent Service (TRS) 

Paul Sanderson provided an update on matters relating to The Rent Service (TRS) and the transfer project, including the downsizing of TRS and office closures, TRS staff moving into VOA accommodation and the joint TRS-VOA events that had been organised to help facilitate the transfer of functions.

Retirement Age 

At the National Whitely meeting in November, VOA management gave a commitment to Trade Unions that they would look again at the retirement age for the Agency. Steve Hartnell advised the Board that a paper setting out the options and recommendations would be available for the Board to consider shortly.