Board and Committee Reports: Templates & Actions Report written by: Purpose of the Report

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1 1.7 Board of Directors Date of Meeting: 26 February 2015 Regulatory Board and Committee Reports: Templates & Actions Peter Howie Trust Secretary Peter Howie, Trust Secretary Board Action Required: To approve For Assurance (Yes or No): Yes To review the format of board and committee papers and to consider the definitions of the actions required by the Board or Committee. Report Format The existing board report format has been in use since October It was introduced following a Quality Governance Review and has proven to be robust and fit for purpose over the past three years. The outline guidance for completing the report has been reviewed and is set out below and in red text within the example in appendix 1, blank public and private templates are attached to the paper Board reports should, whenever possible be contained within this format. Where more written background information is necessary additional information should not normally exceed four pages. The whole report should be contained within the template; each text box is fully expandable. However, the length of reports should not normally exceed two pages; where appropriate up to four pages of background information may be added. The clear boxes should be completed in black Arial 11 font. The white text and the margins should not be amended. Board Action Required: Glossary of Terms It is proposed to simply and rationalise the range of actions which the Board or Committee are asked to consider. The proposed actions are hierarchical and are designed to make clear what is required as the outcome from each agenda item and report. The five possible actions are For decision, To discuss, For information, To update and Consent agenda. 1

2 For decision To discuss For information To update Consent agenda An item of business that requires a formal decision and approval by the Board or Committee, this would include the endorsement or ratification of decisions taken by others in accordance with the powers set out in the Standing Financial Instructions and Scheme of Delegation. The action required must be clearly articulated in the recommendation section of the report. An item of business that requires discussion by the Board prior to agreement of a formal resolution or a general policy steer to the executive. These reports will normally contain a range of options and an analysis of benefits and risks against each option. A report containing a positional statement relating to the delivery of the organisation s functions for which the Board has a corporate responsibility but is not required to make a decision or is a briefing related to the activities of the Trust. In some circumstances there may be a requirement for the Board to adopt the measures contained within the report. An interim report to the Board or Committee providing a progress report on a matter on which a definitive report will follow at a future meeting. A procedure for dealing with routine and/or non-controversial items, so that they are grouped and approved together at the end of the meeting. e.g. policies recommended by Board level committees Implementation dates With effect from 1 April 2015 all papers written for the Board of Directors or Committee meetings must be formatted into the following template and use the new range of actions as set out above. Accountability The lead officer is accountable for the report s content and is required to set out the key issues, options, risks, executive analysis and recommendations. The amended report template requires the responsible director (or officer in the case of Committees) to fully complete and be responsible for all elements of the report. This includes the production and submission of the report in accordance with the timescale applicable to the meeting. The current Board of Directors / Committee report template has worked effectively and remains fit for purpose. It is not proposed to amend this template. 2

3 The current glossary of terms can be improved and clarified, the proposal is to adopt the new terms described above to achieve more clarity. The Board of Directors should approve the continued use of the Board template and the adoption of the revised glossary of terms. CQC Standards Impacted: Well Led Financial Implications: None Specific A well formatted Board reporting template reduces the risk of adverse equality impact and provides for transparent reporting methodology. Compliance Impact: Monitor s Risk Assessment Framework sets out the expected governance standards for the operation of the Board and its Committees. It is a requirement of the Licence conditions for the Board to be well governed. Robust and fit for purpose reports are an essential underpinning element of good governance. Document Control - Version 1 1 October

4 Appendix 1 Date of Meeting: Board Action Required: For Assurance (Yes or No): Name of the Board / Committee / Group Meeting To be as per that on the Agenda Name of the person presenting the report at the meeting For decision, To discuss, For information, To update or Consent agenda. See Glossary of terms Is this report required as part of the Assurance Framework? One succinct paragraph written in plain English describing the purpose of the report. e.g. To approve the preferred option.. / To monitor progress on. / To invite comment on. (include why the Board is receiving the report e.g. to satisfy regulatory requirements) A concise description of the issue under consideration, the options available to address the issues with advantages and disadvantages of each option as well as details of any risks presented and mitigation required. The lead officers analysis of the paper and advice to the Board / Committee or Group What the Board, Committee or Group is required to do, to include a timeframe and responsible officer(s). CQC Standards Impacted: Safe / effective / caring / responsive / well led. Financial Implications: Identify the costs and savings as a result of the matters under consideration in the report Consider the equality implications of the matters under consideration in the report Compliance Impact: Consider the implications on any compliance duties (e.g. Monitor, CQC, HSE, NHSLA, legislation and regulation, the commissioners) Guidance Document Control Draft Version 2 January

5 0.0 Date of Meeting: Board Action Required: For Assurance (Yes or No): CQC Standards Impacted: Financial Implications: Compliance Impact: Document Control Draft Version 2 January

6 0.0 Date of Meeting: Board Action Required: For Assurance (Yes or No): Board of Directors Meeting Part II This paper has been submitted to be received in private session; having regard to the confidential nature of the business to be transacted, publicity of which would be prejudicial to the public interest (Section 1(2) Public Bodies (Admission to Meetings) Act CQC Standards Impacted: Financial Implications: Compliance Impact: Document Control Draft Version 2 January