Agenda and minutes

The Chair welcomed all to the meeting and noted the apologies as above.

None.

It was noted that Item 14 was restricted from public and press, and the Chair advised that the webcast would be paused at this item and any public asked to exit the room.

None.

None.

None.

RESOLVED that the minutes of the meeting held on the 17th January 2025 were agreed as a true and accurate record.

The Quality, Health, Safety and Environment Officer provided an overview of safety and incident statistics, noting that:

·         No accidents or near misses had been reported for SYMCA staff or contractors during this period.

·         Anti-social behaviour remained the main contributor to incident statistics and Rotherham Interchange had been identified as an area with elevated levels of anti-social activity. However, Rotherham Interchange incidents had declined from November to early December. Officers praised collaborative efforts between SYMCA Customer Service, Rotherham Town Centre Wardens, and the South Yorkshire Police (SYP).

·         161 crime and disorder incidents had been reported, which reflected a slight decrease compared to previous periods.

·         No Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) reports were submitted during this period.

·         All audits and evacuation plans were up to date, with no notifiable actions arising.

·         Fire risk assessments were current, and the next assessment cycle had commenced in January 2025.

·         Monthly toolbox talks for staff with various themes had begun.

·         Analysis of slips, trips, and falls for 2022–2024 indicated an increase, mainly during Winter months.

·         The need for a proactive "see it, sort it" staff culture approach to mitigate these incidents was emphasised.

The South Yorkshire Future Trams Ltd (SYFTL) Head of Safety Health Environment and Quality (SHEQ) reported on tram-related incidents.

Members queried why Barnsley Interchange slips, trips, and falls incidents were higher. Officers explained that no damaged infrastructure had been identified and investigations were ongoing. Increased footfall, and wet weather had been identified as potential factors. Incidents were recorded by time and date but no comparison to footfall had been made. Officers explained a bid had been submitted to the capital programme for extended mats or flooring changes at the interchange to increase safety.

A discussion was held around tram near miss incidents and the preventative measures taken. For the two incidents that had occurred, in the period the regulator had determined that no further action would be required. The SYFTL Head of SHEQ explained that light rail incidents differed from heavy rail in severity. Visibility issues had contributed to the signal miss incident, and a driver error investigation was ongoing. Engineering investigations had ruled out mechanical issues for the roll back incident. A bulletin was issued to drivers and additional training would be delivered.

ACTION: The Light Rail Health, Safety, Quality & Environmental Officer to bring an update to March’s meeting regarding safety system tolerances for tram roll back.

Members enquired about incident categorisation and data collection. The Committee noted that the current system did not capture detailed cause data however officers confirmed this would be addressed in the new system.

ACTION: The Light Rail Health, Safety, Quality & Environmental Officer to confirm the minimum number of bulbs for operational signals at the March meeting.

RESOLVED that the Committee noted and discussed the contents of all reports.

The Executive Director Resources and Investment informed the Committee that the MCA Board had received and approved the accounts on 28^th January. Amendments by KPMG for the wording of the letter of representation had also been finalised. The 2023/24 accounts were now closed.

RESOLVED that the Committee noted the update.

The Assistant Director Strategic Finance provided an update on the MRP (Minimum Revenue Provision) policy and its impact on the Police Fund Budget, highlighting:

• In consultation with the Home Office and KPMG, a revised MRP policy for the Police Fund was being considered. MRP on such assets having a useful life of less than 25 years will be charged on a straight line basis over 25 years. MRP on assets with a life of more than 25 years will be based on the asset’s life as normal. This aims to balance the requirement to set a prudent provision with the sustainability of the Police Fund.
• As part of the rectification, £2.3 million had to be recognised for the Police Fund Budget, which had not been accounted for in the previous year’s projections.
• Continued engagement with the Home Office was underway to ensure that policing services would not be adversely affected by these changes.

• A differential approach was being tested between the Office of the Police and Crime Commissioner’s (OPCC) annuity method and SYMCA’s equal instalment method. Both methods were considered acceptable as long as one consistent approach was applied.
• The immediate focus was on resolving the issue for 2025/26, with a commitment to a more strategic approach in the future.

Members emphasised the importance of maintaining "corporate memory" for potential challenges in 2047. The Executive Director reassured members that difficult decisions were being made to move towards compliance without creating a debt spiral and that the goal remained to establish a single, compliant approach across both entities.

Members sought clarification on the asset lifespan policy. The statement that SYMCA would apply a maximum life of 50 years to new assets, unless otherwise specified, was queried and clearer wording was suggested. The Assistant Director confirmed that the policy statement aimed to replicate similar guidance and provided exceptions where applicable. However, the occasions where a shorter asset life would be applied were expected to be limited.

RESOLVED that the Committee noted the update.

The Internal Auditor confirmed RSM were on track to bring their opinion to the first ASRC meeting in 2025/26.

It was noted that the second part of the OPCC integration internal audit would be rolled into the 25/26 Internal Audit Plan to align with new Director of Policing and Reform commencing in role.

RESOLVED that the Committee considered the progress of the Internal Audit Plan 24/25.

·       MCA Tram Governance

·       SYFTL Key Financial Controls

·       OPCC Integration

Members considered the findings and recommendations of the recent internal audits on SYFTL Key Financial Controls, Tram Governance – Performance Reporting, and OPCC Integration Review.

It was reported that SYFTL Key Financial Controls had been given a ‘reasonable assurance’ opinion.

Recommendations included:

·         Ensuring a clear audit trail for the authorisation of new suppliers and amendments to existing supplier details

·         Improving the independent review and authorisation process for bank reconciliations and key control account reconciliations

Members enquired whether future audits would cover income and payroll. The Internal Auditor confirmed these areas would be included in the 2025/26 Internal Audit Plan which would be presented in March.

It was noted that Tram Governance - Performance Reporting had been given a ‘reasonable assurance’ opinion.

Recommendations included:

·         Providing rationale in the Periodic Performance Report for KPIs that are not available and undertaking a lessons learned exercise on KPIs and working relationships

·         Demonstrating active management where KPIs have not been achieved

·         Preparing progress review on the Year 1 delivery plan to the MCA Board

ACTION: The Assistant Director of Strategic Finance to bring an update to the Committee regarding whether a lessons-learned exercise for KPI data had been conducted.

Members asked about the effectiveness of the working relationship between SYMCA and SYFTL. The Executive Director acknowledged that creating an effective working relationship between the bodies was a key consideration in the transition.

It was noted that KPIs might have initially been too broad. The Executive Director emphasised the importance of revisiting and refining KPIs. Members suggested reducing the number of KPIs to ensure they were actionable and genuinely key.

The Internal Auditor confirmed that additional assurance would be sought directly from SYFTL to provide a balanced opinion.

It was noted that the Office of the Police and Crime Commissioner Integration had been given a ‘substantial assurance’ opinion with two recommendations made:

·         Identifying instances of approval of key decisions within the scope of the Joint Corporate Governance Framework can be delegated

·         Documenting the delegated authorities for approving contracts

Members raised concerns regarding whether improperly approved contracts could be subject to judicial review. While contracts were believed to be rightly approved in principle, the Internal Auditor acknowledged that the risk warranted further consideration.

ACTION: The Executive Director Resources and Investment to consult with legal department on the potential risk of judicial review for contracts without clear approval processes.

RESOLVED that the Committee considered the findings and recommendations of recent internal audit activity.

The Executive Director Resources and Investment presented on the relationship between the MCA and SYP.

ACTION: Democratic Services Officer to circulate the presentation to the Committee.

The Committee noted:

• The role of the Mayor and MCA in relation to policing and crime.
• The difference between the Mayor and the ‘body corporate’ of the MCA.
• That the officers of the former OPCC were now employed by the MCA.
• The role of SYP and the Mayor in financial management.
• The difference between the user (Chief Constable) and the controller (Mayor).

• Processes for budget approvals.
• The requirement for the budget to be agreed by the end of March 2025 and that, as such it, was proposed that the budget would go to MCA on the 18^th March.
• The funding sources and budget of £358.4m for 2025/26.
• The funding split between the Home Office (73%) and the precept (27%). 
• Reserves and how they are earmarked for certain issues.
• The action plan for working with Government to implement a recovery plan for 2025/26 onwards.

RESOLVED that the Committee noted the contents of the presentation.

Mayor Coppard began the update with a moment of reflection and condolences regarding the tragic incident in Sheffield the previous day.

The Committee noted that the recent Mayoral Council meeting had been held at the Advanced Manufacturing Research Centre in Rotherham. At the meeting, which brings together the Mayor of London and Combined Authority Mayors, and is chaired by Angela Rayner, Deputy Prime Minister, a significant commitment had been made by the Government to launch an inquiry into the Orgreave incident.

In addition, South Yorkshire had been highlighted for its leadership in areas such as health, EV bus manufacturing, and planning for housing and skills. There had also been a discussion about the Devolution White Paper with South Yorkshire identified as a leader in health and work integration.

The Mayor also reported that the Police and Crime Plan consultation had now closed, as had the Police Precept Consultation. The Committee noted that an increase in the precept had been proposed for Band D properties, but only a marginal increase for Band A properties, which make up the majority of South Yorkshire.

In addition, the Committee also noted that the Chancellor’s Growth Speech acknowledged support for South Yorkshire’s plans for developing an airport city, though the Mayor emphasised that there was a need for balance between ambition and risk. The Mayor confirmed that he understood the runway to be in excellent condition and could handle both passenger and freight services. Sustainable manufacturing was seen as a key opportunity in relation to the airport and he was optimistic about Government support, although further details on financial backing and potential operating losses in the early years were still being explored.

It was noted that the Public Consultation on bus franchising had concluded noting that the consultation was the biggest public consultation of its kind in the country per capita.

Members emphasised the importance of attracting private investment to support youth employment. The Mayor outlined efforts to attract major businesses, including Boeing and Google, and mentioned plans to strengthen international relationships, including visits to the USA and China.

The Mayor acknowledged the devastation caused by cuts to youth services and emphasised the need for more support in community outreach projects. While recognising the tragic incident involving knife crime the previous day, the Mayor highlighted that the vast majority of young people do not carry knives.

Issues with connectivity between South Yorkshire and Manchester were raised. The Mayor explained he had requested a meeting with Claire Ward and Andy Burnham to push for better intercity connectivity.

When asked about return to work programmes the Mayor provided an update on the Pathways to Work programme, which had government backing and was expected to show results within the year.

The Mayor elaborated on the English Devolution White Paper and noted its ambition and commitment to local funding. The goal of ‘devolution by default’ was emphasised and the Mayor added that he was pleased that serious efforts would be made to empower local regions.

RESOLVED that the Committee  ...  view the full minutes text for item 360.

The Chair of the Joint Independent Audit Committee (JIAC) provided an update on the previous meeting.

It was noted that:

• Efforts were ongoing to address reasons for case rejections. There had been an improvement however concerns remained about the increase of acquisitive crime.
• Five audit reports will be presented at next month's meeting to assist internal audit in forming an opinion.
• The Force has been asked to clear open audit actions more efficiently.
• An anti-fraud and protection presentation had been shared, offering insights into prevention strategies.
• An update had been provided on the body worn camera issues and the action closed. Recovery of the footage had been possible, but concerns remained about future data retention and the lack of initial backups.
• Updates had been received on the risk register and financial management for the former Office of the Police and Crime Commissioner (OPCC). It was confirmed that all procurement and management policies were up to date.
• Assurance had been received that the actions in the Governance Action Plan, included in the Annual Governance Statement, had been addressed.
• Budget monitoring had been reviewed, and an underspend had been forecast at the time of the update.

ACTION: The Chair of JIAC to provide a progress update on the data loss recovery plan for body worn camera data loss at the March meeting.

Members raised concerns about the lack of a central procurement function for key resources. It was clarified that some essential products, such as data management systems, communications systems, and radios, are highly specialised and sit outside national procurement arrangements, making cost efficiencies difficult.

RESOLVED that the Committee noted the update.

The Chair of the Transport Risk Working Group presented an update on the previous meeting.

It was noted that:

• Recent public expenditure announcements had provided greater clarity on tram retrofitting risks.
• CRSTS1 funding for Tram Asset Renewal was almost approved, with £15m still pending departmental sign-off in June 2025. Revised project management arrangements were yielding progress although significant work would be required for tram condition assessment and life extension work.
• The positive progress in integrating risk monitoring activities on the SYFTL dashboard was commended. However, key concerns included the risk around the new tram asset management system and also clarity around responsibilities under The Railways and Other Guided Transport Systems Safety Regulations 2006 which was critical for the tram network’s safety case.
• Initial approval delays for the CRM project had been resolved, but the project timeline remained extremely tight. A revised project plan would be reviewed in March.

RESOLVED that the Committee noted the update.

The Major Transport Programmes Senior Responsible Officer presented an update on tram renewal investment.

It was noted that:

• Staff capacity issues existed within the SYMCA transport team however, recruitment for a permanent manager and additional roles had begun.
• A further £527 million for tram investment is dependent on CRSTS2 funding. An outline business case had been submitted to Government, with further approvals required for additional stages.
• The next Government spending review in June was expected to provide certainty on funding for 2026/27 to 2028/29. The current indicative allocation was £1.455 billion for SYMCA. For the trailblazer MCAs, West Midlands and Greater Manchester, CRSTS would be included as part of their integrated settlements.
• CRSTS2 is expected to fund any future transport investment beyond 2026/27. Leaders had previously discussed the allocation of the indicative £1.455 billion, acknowledging the need for significant upward investment.
• The Department for Transport's expectation that CRSTS1 funding will be fully deployed by March 2027 was noted as a challenge.

RESOLVED that the Committee noted the report and provided feedback on future updates.

Head of Corporate Governance presented the narrative report version of the risk monitoring report.

RESOLVED that the Committee noted the update.

Head of Corporate Governance provided an update on the Governance Improvement Plan and explained that 4 out of 11 actions were now complete. The appendices of the report included explanations to why actions were over target dates.

ACTION: The Head of Corporate Governance to amend typo of 2024 in report to current year.

RESOLVED that the Committee considered the progress against the GIP plan.

No issues.

RESOLVED that the Committee noted the update.

The Head of Corporate Governance presented the 2024/25 Work Plan and explained that the March meeting will include the draft 2025/26 work plan.

RESOLVED that the Members consider the work plan and agree any changes to be scheduled.

None.

The Head of Corporate Governance reminded the Committee about the committee effectiveness survey and highlighted Government’s Standards Consultation, advising that and organisational response would be prepared and would be shared with the Committee before submission.

ACTION: Circulate link to Government Standards Consultation which closes on 26^th February 2025.