ITEM 14 IJB Terms of Reference Report
North Lanarkshire Council · 22 November 2023
Back to Health and Social Care Integration Joint Board — 22 November 2023 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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1 REPORT Item No: 14 SUBJECT: Terms of Reference Integration Joint Board (IJB) and Performance, Finance & Audit Committee (P,F&A) TO: Integration Joint Board Lead Officer for Report: Ross McGuffie , Chief Officer North HSCP Author(s) of Report Stacey Anderson, Support Services Project Manager DATE: 22 November 2023 1. PURPOSE OF REPORT This paper is coming to the IJB for: For approval ☒ For endorsement ☐ To note ☐ To review the Terms of Reference for the IJB and PF&A and approve any proposed amendments, note the schedule of dates for both committees during 2021 and approve revisions to the standard reporting template. 2. ROUTE TO THE BOARD This paper has been: Prepared By: ☒ Reviewed By: ☐ Endorsed By: ☐ By: The Support Services, Project Manager and Chief Officer North HSCP.
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2 3. RECOMMENDATIONS 3.1 The IJB is asked to approve the revised Terms of Reference for the IJB. 3.2 The IJB is asked to note the schedule of dates proposed for the IJB and P, F&A meetings for future meetings. 3.3. It is recommended that stakeholder membership of the IJB committee is reviewed in line with the IJB membership guidance that all IJB members (apart from Chief Accountable Officer, Financial Officer and Chief Social Work Officer) are appointed for three years unless their membership is terminated earlier. Membership can be renewed for further periods of three years at a time or a new member appointed. 4. VARIATIONS TO DIRECTIONS? 5. BACKGROUND/SUMMARY OF KEY ISSUES 5.1 The Terms of Reference for the Integration Joint Board are formally set out in the Public Bodies (Joint Working) Integration Joint Monitoring Committees (Scotland Act) Orders 2014 with particular reference to the Scottish Statutory Instruments 2014 No.285. http://www.legislation.gov.uk/ssi/2014/285/pdfs/ssi_20140285_en.pdf 5.2 The Terms of Reference for both committees were formally approved at the IJB meeting on 23rd November 2017 and membership of both committees was formally reviewed in March 2018, June 2019 and November 2020.The Terms of Reference for the IJB PFA was amended and formally approved in March 2023. 5.3 Minor amendments to the original Terms of Reference for the IJB are proposed to reflect the primary functions of the IJB and the addition of the new North Lanarkshire Health and Social Care Website. 5.4 The Schedule of dates for the IJB and PF&A is attached as Appendix 3 for noting. Yes ☐ No ☒ N/A ☐
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3 6. CONCLUSIONS 6.1 The Terms of Reference for the IJB has been reviewed and amended to include the introduction of the North Lanarkshire Health and Social Care Partnership and clearer definition of the primary functions of the IJB. 6.2 The schedule of dates for the future meetings of the IJB and PF&A is attached for noting. 7. IMPLICATIONS 7.1 NATIONAL OUTCOMES Link(s) to National Health and Wellbeing Outcomes People are able to look after and improve their own health and wellbeing and live in good health for longer ☐ People, including those with disabilities or long-term conditions, or who are frail, are able to live, as far as reasonable practicable, independently and at home or in a homely setting in their community ☐ People who use Health and Social Care Services have positive experiences of those services, and have dignity respected ☐ Health and Social Care Services are centred on helping to maintain or improve the quality of life of people who use those services ☐ Health and Social Care Services contribute to reducing health inequalities ☐ People who use Health and Social Care Services are safe from harm ☐ People who work in Health and Social Care Services feel engaged with the work they do and are supported to continuously improve the information, support, care and treatment they provide ☐ Resources are used effectively and efficiently in the provision of Health and Social Care Services ☐ 7.2 ASSOCIATED MEASURE(S) 7.3 FINANCIAL This paper has been reviewed by Finance:
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4 7.4 RISK ASSESSMENT/RISK MANAGEMENT Relevant Risk Register Details Current Risk Level Risk Owner Choose an item. 7.5 ENGAGEMENT & PARTICPATION Please tick the engagement and participation objectives that link(s) with this piece of work and provide further details regarding the engagement and participation that was undertaken. Objectives Further Details ☐ Involve stakeholders in the development work aimed at achieving the national outcomes ☐ Provide stakeholders with information on how to get involved ☐ Ensure a diverse range of engagement and participation and opportunities are in place to suit different needs ☐ Measure how well we involve community stakeholders in the planning, design and delivery of our services ☐ Provide regular feedback on how stakeholder engagement and participation is shaping and influencing service development and delivery ☐ Provide support to enable stakeholder representatives to participate meaningfully and confidently at meetings ☐ Develop participation guidelines to ensure a common understanding and set of expectations for both stakeholders and partnership staff ☐ Support engagement planning and participation in localities, taking account of other engagement activity and local plans across the Community Planning Partnership Yes ☐ No ☒ N/A ☐
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5 7.6 INEQUALITIES & FAIRER SCOTLAND DUTY EQIA Completed & Fairer Scotland Impact Assessment Form Completed and attached to report: EQIA added to website: 8. BACKGROUND PAPERS None. 9. APPENDICES Appendix 1IJB Terms of Reference Appendix 2 IJB PFA Terms of Reference Appendix 3Future Schedule of Dates Please include a glossary of terms if not already included. CHIEF ACCOUNTABLE OFFICER (or Depute) Members seeking further information about any aspect of this report, please contact the following; Stacey Anderson Stacey.Anderson3@lanarkshire.scot.nhs.uk Yes ☐ No ☐ N/A ☐ Yes / Date added ☐ No ☐ N/A ☐
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6 Direction from North Lanarkshire Integration Joint Board (IJB) 1 Reference Number 202311-14 2 Report Title Terms of Reference 3 Date direction issued by IJB 4 Date from which direction takes effect 5 Direction to: 6 Does this direction supersede, revise or revoke a previous direction – if yes, include reference number(s) 7 Functions covered by direction 8 Full text of direction 9 Budget allocated by Integration Joint Board to carry out direction 10 Performance Management / Governance arrangements 11 Date direction will be reviewed
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7 Appendix 1 INTEGRATION JOINT BOARD TERMS OF REFERENCE November 2023 1. Purpose The primary function of the IJB is to; Develop an annual commissioning plan Direct NLC and NHSL to carry out of the functions delegated to it through the North Lanarkshire Integration Scheme. Produce an annual report on progress Oversee operational delivery of integrated services Approve the annual accounts Adhere to the content of any future regulations or guidance issued by Scottish Ministers Ensure stakeholder engagement Take into consideration national developments in policy and practice 2. Membership and Quoracy The IJB will meet four times per annum. Additional or extended meetings may be held as necessary. The procedure for appointment of members and transaction of business is set out in the Scottish Statutory Instruments (2014) No.285. No business is to be transacted at a meeting of the IJB unless at least one half of the voting members are present as follows; Two members from NLC Two members from NHSL The role of Chair and Vice Chair will alternate between the constituent authorities on a 3-year cycle. All IJB members are appointed for three years unless their membership is terminated earlier. Membership can be renewed for further periods of three years at a time or a new member appointed. This rule applies to all members with the exception of the Chief Accountable Officer, Financial Officer and the Chief Social Work Officer who remain on the Board as long as they hold their respective posts. Current IJB membership is set out in section 5 below.
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8 3. Reporting Arrangements Minutes of each meeting will be ratified at the next IJB meeting and thereafter made publically available via the North Lanarkshire Health and Social Care Partnership Website https://hscnl.org.uk 4. Key Responsibilities The IJB will; Approve the directions to NHSL and NLC Approve the Strategic Commissioning Plan Approve the annual Performance Report Approve the Financial Offer Approve the appointment of the Chief Accountable Officer Approve the appointment of the Chief Financial Officer (Section 95) Approve the annual accounts Approve, review and maintain effective governance arrangements for the discharge of IJB functions Ensure that a Participation and Engagement strategy is developed and is effectively put in place Ensure that a records management plan is developed and implemented in line with the duties as set out in the Public Records Act Issue directions to Health Boards and Local Authorities as to how to integration functions are to be carried out. Ensure effective communication and engagement with key partner organisations, in particular NHSL, NLC and North Lanarkshire Partnership Board Monitor risk Review its Terms of Reference on an annual basis Review its committee structure on annual basis The IJB may delegate functions to its subcommittee (Performance, Finance & Audit Committee) as set out in their Terms of Reference. Reviewed by Committee: November 2017 December 2020 November 2023 Ratified by Integration Joint Board : November 2018 Review Date: November 2024
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10 Section 5. Integration Joint Board Membership Voting Members Name Title Mr Ally Boyle NHS Lanarkshire Nominated Non Executive Cllr Claire Barclay NLC Nominated Councillor Cllr Bob Burgess NLC Nominated Councillor Mr Philip Couser NHS Lanarkshire Nominated Non Executive Cllr Paul Kelly NLC Nominated Councillor Cllr Martin McCulloch (Chair) NLC Nominated Councillor Mr Brian Moore (Vice Chair) NHS Lanarkshire Nominated None Executive Mr James Muir NHS Lanarkshire Nominated Non Executive Non-Voting Members Professional Advisors Dr Kenneth Dagg Consultant in Geriatric Medicine, Acute Division /Secondary Medical Care Practitioner Alison Gordon Head of Children’s, Families & Justice Services Chief Social Work Officer of NLC Amanda Kilburn Chief Finance Officer (Section 95) Trudi Marshall Nurse Director NL HSCP Nurse Representative Ross McGuffie Chief Office NL HSCP Dr Josephine Pravinkumar Director of Public Health Dr Tyra Smyth General Practitioner (GP) Stakeholder Members Maddy Halliday Chief Executive VANL Third Sector Representative Cathy McGinty Unison Staff Side Representative (NHSL) Elizabeth Seaton Partnership for Change User Representative Harry Robertson North Lanarkshire Carers Together Carer Representative John Watson Unison Employee Representative NLC Officers in Attendance
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11 Stacey Anderson Support Services Manager, Project Manager Stacey Connor Governance Support Manager Minute Secretary Others Invited Paul Carey Audit Scotland Rep Mark Dell Communications Manager Morag Dendy Head of Planning, Performance & Quality Diane Fraser Head of Adult Social Care Martin Hill Chair NHS Lanarkshire Jann Gardner Chief Executive NHS Lanarkshire Dr Lucy Munro Medical Director North HSCP Des Murray Chief Executive NLC Thomas Moan Senior Manager – Community Solutions VANL Maggs Thomson Head of Health North HSCP
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12 Appendix 2 TERMS OF REFERENCE COMMITTEE: PERFORMANCE, FINANCE AND AUDIT COMMITTEE DATE: March 2023 Version 4 1. Purpose The Performance, Finance and Audit Committee has been established by the Integration Joint Board (IJB) to: Oversee a range of matters relating to finance, internal audit, and external audit. Ensure financial and other controls are in place to operate effectively, including processes for audit and risk management. Oversee the development of the annual integrated budget and financial statement. Oversee a range of matters relating to service provision and performance reporting. Ensure the delivery of the highest possible quality of service to users by monitoring performance and considering audit inspection reports. Oversee the development of the annual performance report. 2. Membership and Quoracy Meetings will be held four times a year. Additional meetings may be held as necessary. The IJB shall appoint members to the Committee and nominate a Chair and Vice Chair. The Committee will comprise of 13 members as follows: 4 voting members appointed by the NHS Lanarkshire Health Board (NHSL). 4 voting members appointed by North Lanarkshire Council (NLC). 5 non-voting members representing stakeholders. The quorum for meetings of the Committee is four voting members, comprising two NLC members and two NHSL members.
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13 The Chief Accountable Officer and the Chief Finance Officer will attend all meetings. Attendance by other staff and officers will be agreed by the Chair in advance. Any updates or proposed variation to membership will be approved by the IJB in line with the IJB Terms of Reference and Statutory Instruments. 3. Reporting Arrangements The Committee will report to the IJB. The minutes of Committee meetings will be submitted to the next appropriate meeting of the Committee for approval as a correct record and will then be submitted to the next IJB meeting for noting. 4. Key Responsibilities In relation to finance matters, the PF&A Committee is authorised to: Provide financial governance and scrutiny of the in-scope budget for the IJB. Review the annual budgets with recommendations to the IJB. Review the overall internal control arrangements of the IJB and ensure that appropriate levels of accountability, scrutiny and discussion are undertaken in the key areas of business. Ensure that the senior management team maintain effective controls within their services which comply with financial procedures and regulations. Ensure effective arrangements are in place to register all finance and audit risks as soon as possible and that the appropriate lead officer is notified to ensure compliance and mitigating actions are detailed. Review risk management arrangements and receive regular risk management updates and reports, as appropriate. Report and review the IJB’s financial strategy in support of the strategic commissioning plan and recommend approval to the IJB. Receive reports on any new and emerging national policy developments related to health and social care and consider any impact on the financial position.
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14 Consider the unaudited Annual Accounts and oversee the preparation of the Governance Statement before submission to and approval by the IJB. Approve the Annual Accounts. In relation to audit matters, the Committee is authorised to: On an annual basis, approve the risk-based Internal Audit plan, including Internal Audit’s resource requirements. Consider reports from Internal Audit on their activity and performance during the year including the Internal Audit annual opinion on the overall adequacy and effectiveness of the IJB’s framework of governance, risk management and control. Consider the external auditor’s annual plan and all relevant external audit reports issued to those charged with governance. Consider, where appropriate, responses to internal and external audit and scrutiny reports and to monitor any subsequent recommendations and requirements emanating from these. Consider and review strategic financial risks pertaining to the IJB’s responsibilities. In relation to performance matters, the Committee will: Review service performance reporting processes. Review quarterly performance and recommend remedial action to address concerns. Consider response/actions in relation to any external scrutiny reports that relate to service provision. Oversee the implementation of any recommendations made within external scrutiny reports. Ensure a rigorous and systematic approach to the monitoring of delivery of national and local priorities. Ensure effective arrangements are in place to identify and register all performance and finance risks as soon as possible and review high rated risks at each meeting to ensure effective mitigating actions are being followed and risks regularly updated. Oversee the development of the annual performance report.
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15 Ratified by Integration Joint Board: Version 1 – December 2017 Version 2 – March 2018 Version 3 – December 2020 Version 4 – March 2023 Review Date: The Terms of Reference for the Performance, Finance & Audit Committee will be reviewed every 3 years and approved at the Integration Joint Board. Planned Review Date – March 2026
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16 Appendix 3 Future Schedule of Committee Dates 2024-2027 2024 Integration Joint Board Committee Integration Joint Board Performance, Finance & Audit Committee Integration Joint Board Liaison Sessions 24th January 2024 9.30am-11.30am 21st February 2024 2pm-4.30pm 13th March 2024 9.30am-11.30am 27th March 2024 2pm-4.30pm 22nd May 2024 2pm-4.30pm 29th May 2024 2pm-4pm 19th June 2024 9.30am-12pm 21st August 2024 2pm-4.30pm 11th September 2024 2pm-4pm 18th September 2024 2pm-4.30pm 23rd October 2024 2pm-4.30pm 13th November 2024 9.30am-11.30am 4th December 2024 9.30am-12pm 2025 Integration Joint Board Committee Integration Joint Board Performance, Finance & Audit Committee Integration Joint Board Liaison Sessions 22nd January 2025 2pm-4pm 26th February 2025 2pm-4.30pm 12th March 2025 9.30am-11.30am 19th March 2025 9.30am-12pm 21st May 2025 2pm-4.30pm 11th June 2025 9.30am-11.30am 18th June 2025 9.30am-12pm 27th August 2025 2pm-4.30pm 10th September 2025 2pm-4pm 17th September 2025 9.30am-12pm 22nd October 2025 9.30am-12pm 3rd December 2025 9.30am-11.30am 10th December 2025 9.30am-12pm
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17 2026 Integration Joint Board Committee Integration Joint Board Performance, Finance & Audit Committee Integration Joint Board Liaison Sessions 21st January 2026 9.30am-11.30am 18th February 2026 2pm-4.30pm 11th March 2026 9.30am-11.30am 18th March 2026 9.30am-12pm 20th May 2026 9.30am-12pm 10th June 2026 9.30am-11.30am 17th June 2026 9.30am-12pm 19th August 2026 9.30am-12pm 9th September 2026 9.30am-11.30am 16th September 2026 9.30am-12pm 21st October 2026 9.30am-12pm 9th December 2026 9.30am-11.30am 16th December 2026 9.30am-12pm 2027 Integration Joint Board Committee Integration Joint Board Performance, Finance & Audit Committee Integration Joint Board Liaison Sessions 20th January 2027 9.30am-11.30am 17th February 2027 2pm-4.30pm 10th March 2027 9.30am-11.30am 17th March 2027 9.30am-12pm