Audit feedback meeting: 10 January 2003

Mark Du Val, LACORS (Chair)
Vicki Gracie-Langrick, LACORS (Secretariat)
Allan Watson, Rochdale
Richard Green, Rochdale
Craig Ewing, Stratford on Avon
Gareth Davies, Isle of Wight
Kevin Law, Isle of Wight
Nigel Payne, South Holland,
Richard Palfrey, Exeter
Mitch Sanders, Salisbury
Steve Merry, Blaby
Ian Snudden, Chiltern
Joy Holland, Great Yarmouth
Susan Eady, Purbeck
Roger Pearce, Forest Heath
Sean Murphy, West Berkshire Council,
Julian Blackburn, Food Standards Agency
Mark Davis, Food Standards Agency

1.1 Mark Du Val introduced and welcomed everybody to the meeting. This is the first of, what is hoped to be, regular meetings with those authorities who have been audited and LACORS/FSA officials. The meeting had three aims:

• to help the Agency to examine and review its auditing procedures
• to discuss whether the audits were in fact achieving the objectives set out in the Framework Agreement
• allowing authorities to share their audit experiences

2.1 Each authority was then invited to give a brief update on their experiences of the audit. The individual feedback is included at Annex 1.

2.2 Summary of feedback - the authorities attending the meeting were positive about the effects of the auditing process on their service. All of the authorities commented on the thoroughness, knowledge and professionalism of the auditors and the usefulness of a thorough examination of their service/management processes. Many commented about the advantages of the focus, in terms of prioritisation of improvement and, in particular, positive aspects of the involvement of local elected members in the process.

Press Releases

3.1 Julian Blackburn explained that the Food Standards Agency generally no longer makes national press releases on audit reports, however they continue to do local press releases. However these are now no longer titled up with a sensationalist headline and simply say 'Forest Heath audited'. It was felt that this was more beneficial for the local authority and would allow them to release their own press release with its own emphasis.

Elected Member Involvement

3.2 Julian Blackburn explained that the Food Standards Agency encouraged local elected member involvement in the audits but it remains optional for authorities. Their experience is that members have different levels of interest and whist some are happy to attend the final meeting others wish only to know about particular outcomes. Some officers felt that it was sometimes difficult to get member interest and that the final meeting may be unsuitable for members. Some officers felt that it was a very important issue and, if the Agency wish to ensure that audits resulted in increased focus/commitment on food services, member involvement was imperative as resourcing is a political decision. It was suggested that in addition to the final closing technical meeting for officers it would be an advantage to have a brief ten minute meeting with elected members to go through the more outcome/customer perception related issues. There was support for this concept. Julian Blackburn reported that at the last meeting of the ELG Framework agreement subgroup it was definite in its view that it was for local authorities, not the Agency, to engage elected members.

3.4 It was suggested that members could be given their final briefing by auditors with reference to the audit objectives and that this element would ensure that members saw how the audits, and service, fitted into more national perspective. It was agreed that the LGA and LACORS should produce a briefing for elected members which authorities could use to brief their members before the audit. This should come from the Chair of Public Protection Agency and the LACORS Chair.

Focussed Audits

3.5 All of the authorities attending the meeting had been subject to a full audit. A number of those present expressed some concern that those authorities who were only subject to a partial/focussed audits would not view the audit as such a positive process because it failed to ensure that full service issues were addressed. However it was felt that focussed audits did have a part to play.

3.6 It was suggested that the inter authority auditing mechanism should be used to promote a full audit scheme and also that inter authority auditing outcomes could be used to focus on those services about which there were concerns. Julian Blackburn said that the Agency had agreed to a meeting date with LACORS about the use of IAA as a possible criteria for the selection of authorities for audit. At this stage the FSA have some concerns about the robustness of follow up to audits. i.e. where action plans are developed but have not been implemented. It was intended that there should be some examination of this issue and that a mechanism for looking at trends in reports and the use of those in planning audits programmes would be discussed with LACORS.

Records

3.7 One authority expressed the view that the audit was very records focussed and that some 'areas for improvement' were identified, not because the work had not been done, but because there was a lack of records to show that it had been done. It was felt that there was a lack of emphasis in speaking to officers and taking this as evidence of work being done. However after discussion it was agreed by all that good record keeping was an important element of a food service.

3.8 Julian Blackburn agreed and stated that records tell you a great deal about the type of work that's taking place. She stated records were important to ensure new officers understood the premises history, to determine the most appropriate enforcement procedure, and to enable internal monitoring.

Accompanied Inspections

3.9 Some officers believed that the quality of the service was not brought out by the audits and that in some cases it was felt that it would be better if staff had their part in the service emphasised rather than concentrating purely on management and procedural elements. After a great deal of discussion it was the consensus view that accompanied visits would not add any detail to audits report on the quality of the service. Inspectors when accompanied were likely to act outside their usual behaviour and that it would place too much stress on staff. Internal monitoring reports should pick up information on the adequacy/quality of inspections.

Audit Report Format

3.10 It was raised by the Food Standards Agency that they were aware that reports can sometimes seem appear negative, and asked for comments on changes which might reduce this interpretation. Some of the authorities felt that some more positive reports could be misinterpreted as negative and, in particular, that staff may be demoralised by the negative aspects. It was felt that it was important therefore that all staff were included in the process of opening and closing meetings. However on balance many of the comments within the audit reports related to managerial processes.

Policy questions put during audit to Auditors

3.11 Julian Blackburn explained that these questions were fed to the policy units of the Food Standards Agency and that these questions should be answered by the policy team. The audit team will chase particular questions.

4.1 Julian explained the customer satisfaction form has been amended since the audits of those taking part in the meeting to reflect comments by the Framework Agreement Sub-Group, the last meeting of audited authorities, and LACORS. Officers said that they felt that the feedback meeting today had been very useful and set their own audits in context in terms of other authorities that had been audited.

5.1 It was suggested that simply adding many procedures to the LACORS website should in fact be only be part of the process of disseminating good practice. Many officers had looked at good practice examples on the website but wished to talk through the reasons why particular paths had been taken by authorities. It would also be useful to know what kind of authorities they were to ensure that procedures for very small authorities were not confused with very large authorities because they were likely to be different.

5.2 It was agreed that LACORS would produce a matrix of authorities, including the type of authority and their strengths, including a contact. However LACORS should continue to put procedures on their website and set out that they are documents to provide inspiration, produced by similar authorities, to enable authorities to begin to prepare their own procedures.

Close of meeting

Exeter City

It was felt that the audit was very constructive and benefited the authority and improved morale. The auditors gave a clear understanding of the specifics which were required. Particular benefits identified were

• Raises the profile/importance of the food service with elected members.
• Reminded staff that food safety is a dynamic issue and it's important to keep up to date and review this service as provided.

In preparation for the audit Exeter had found other audit reports a useful source of information.

Forest Heath

Forest Heath felt that the audit was a constructive and positive process. Prior to the audit the authority had already completed a thorough internal audit identifying areas for improvement together with objectives, priorities and timescales. The authority had therefore already recognised the need for some improvement and the audit re-emphasised and reinforced these areas. The auditors had helped Forest Heath, by arranging a pre-closing meeting with senior management and member involvement, and this meant that there was currently a great deal of interest in the food service. Forest Heath invited the Chair of the Community Services Committee to sit on the final meeting but it was felt, post meeting, that the member involvement was not necessarily appropriate at this time as the meeting was very technical in nature. The audit experience has been useful in subsequently developing IAA in Suffolk.

Purbeck Council

Purbeck felt the audit was positive because it confirmed that their service was on the right track. It was also reassuring that a small authority could meet all the statutory requirements. Purbeck had taken part in an inter authority audit which had helped them prepare for the audit and felt that it was a fairly painless process. They were pleased with the practical advice given by the auditors at the time of the audit which they felt was particularly valid because of the previous local authority background of the auditors. The audit resulted in food matters being raised in profile with elected members.

Purbeck produced a press release before and after the audit which they felt was positive and raised the profile of the service with local businesses, members of the public and other departments within the council.

Rochdale (food hygiene and food standards services audited)

The officers outlined that Rochdale had been selected for audit because of a lack of food standards inspections. This process had focused elected members attention on this area of work. As a result the food service had been given additional resources to help meet the requirements of the Framework Agreement. Officers felt that the audit itself, whilst stressful, was a positive and worthwhile exercise. Rochdale were pleased that the auditors had been practising professionals. The report had been useful for their current best value review although officers felt pressurised by the fact that the review and the audit occurred at the same time. However the report has indicated that they are providing a good service and this is excellent for inputting into the best value review.

South Holland Council

Food is particularly important to the local economy of South Holland District Council having both a port and a large amount of food manufacturers in the area. The authority felt that the report was realistic, the team leader had already identified areas which he felt needed to be improved, the audit confirmed these for him. The whole audit was very thorough and fair and he felt that because the auditors had a local government professional background they understood the constraints under which he was working. He has been subject to best value, inter authority auditing, and RIPA audits this year and he felt that all were helpful. In particular he ensured that his elected member was present at the opening meeting and having a member present has ensured that the profile of a food service has been raised.

West Berkshire (food standards and food hygiene services both audited).

West Berkshire audit fitted well into the budget cycle and the service was able to argue for some budgetary growth to help prepare for the audit. The officers felt that the audit improved standards, even before the auditors arrived, as it added extra emphasis in improving particular areas. The audit was positive in that it reinforced the principles to staff and made sure that all staff worked together to understand the service plan.

The officers were pleased with their audit report however they felt that there was not enough local elected member involvement in the process. Whilst their elected member came to the opening meeting it was felt that it would be useful for auditors to speak to them as part of the audit process. There was some feeling that the report didn't adequately reflect some of the work that had recently been done in improving the service as the auditors looked at records for the previous two years. However the report was not as critical on inspection numbers as expected. It was felt that some element of judgement on resources would be useful particularly in arguing for extra funding from members.

Stratford-on-Avon

Stratford on Avon felt that preparing for the audit involved a great deal of work and that it had taken a great deal of resource time. However the audit itself was a painless process because they had already undertaken a thorough self-audit and the audit itself was helpful and worthwhile. They had been aware of many of the problems that the auditors brought up. Officers at Stratford placed a report with Committee as a result of the audit and the councillors have given a metaphorical 'pat on the back' to staff in the food service. However they have not seen any extra resources as a result in fact the service has been cut.

Chiltern Council

Chiltern used the experiences of other audited authorities in its locality to help and prepare. They felt that the audit was positive in that it helped them concentrate and do the things that they had planned to do before they would have done normally. The audit the brought the team together. Although the audit itself was very stressful, they felt that it was a useful process. In particular the continual feedback throughout the day meant the audit was felt to be positive. The auditors were felt to be open, amenable and willing to take comments. They ensured elected member involvement at both the introductory meeting and the final meeting. Other members of this particular Food Liaison Group are now benefiting as they are sharing good practice identified by auditors at the audit.

The officer questioned FSA officials if practical advice given during the audit was personal advice or based on FSA policy? Julian Blackburn stated that if there is an Agency policy on an issue auditors will give advice based on that policy, but often they are asked for practical advice and will give personal opinions. However, they should make it clear when this is the case.

Great Yarmouth Council

The audit raised the profile of working processes with staff but the team leader was new to Great Yarmouth and had been in the process of reworking, reviewing, refocusing working practices anyway. The audit did raise the profile of the service with elected members and a report was sent to the Cabinet meeting. As a result of that report the department has requested an additional member of staff but unfortunately has not gained any extra resource.

Great Yarmouth is now considered to be the auditing leader in the Food Liaison Group and have now led an inter authority audit and helped exchange good practice within the Food Liaison Group. One negative aspect was that Great Yarmouth had not been advised when the Agency's press release was issued by the Food Standards Agency. Julian Blackburn apologised and reassured her that that was an oversight. Other authorities confirmed that they had been informed.

Salisbury Council

Salisbury were pleased that the Agency had been flexible about the timing of the audit. Salisbury had participated in an inter-authority audit which in the event proved invaluable as the FSA audit identified issues which had already been raised through the inter authority audit. Salisbury felt that completing the PVQ was burdensome, however the auditors made good use of the information provided and it was therefore well worth the effort. Salisbury had been concerned about the length of some of the policies and procedures cited as good practice on the LACORS website, but found at audit that concise policies and procedures had been found to be acceptable.

The closing meeting was felt to be particularly positive and Salisbury felt that more local authorities should benefit from a full official audit of this type. It was suggested that if resources did not allow this then perhaps inter authority auditing should be made more formal so that they could be used to focus improvements in authorities in the same way. The audit had helped build relationships within the food group, and with the Agency, and this had been useful.

Isle of Wight (food standards and food hygiene audit)

Food Standards Service

Isle of Wight has only 1.15 members of staff undertaking food standards and as such there were very simple procedures in place and very little paperwork for the auditors to examine. The audit reinforced that, in the main, this was an acceptable approach but identified which areas needed to be further developed. This was seen as a useful process, the most positive outcome being that as the service was now seen to be 'in line' with the national situation which, for example, would allow better benchmarking having service against others.

Food Hygiene Service

Isle of Wight officers had been worried by the negative views of the audited authorities which had emerged via a similar meeting held last year. He was however pleased that their experience of the audit process had been very different. Work preparing for the audit was the most difficult part of the process as the PVQ required a great deal of information, however it was felt to be a worthwhile process as it sought good practice and allowed the authority to show their positives before the audit and increased team working. The audit itself was carried out in a professional manner by knowledgeable auditors. Isle of Wight had been criticised for low levels of inspections, however whilst the number of inspections might be low, the officers concentrate on quality. This was acknowledged in the report through the identification of strengths in 'thorough record making', whilst also acknowledging that inspection frequencies were not being met. The audit report was felt to be a morale booster for staff. Since the audit the authority has lost two members of staff and it is unlikely that they will be replaced. The elected member for with food responsibility was involved at the closing meeting however it appears at this stage that the services profile was raised with members, although it may help in the future.

Blaby District Council

Blaby felt that the audit process was not a bad as the prospect of it. Leicestershire County Food liaison group had worked together to produce procedures for the Framework Agreement and the audit had focussed their attention on getting this done. The audit had confirmed that Blaby were providing a reasonable service and this in turn meant that other authorities in Leicestershire could draw some positive implications. Blaby had been chosen for audit because of its very high inspection rates unfortunately they believed that because the audit process has a disproportionate effect on staff resources in smaller authorities the inspection rate for this year had substantially fallen.

Some of his staff felt that the audit had been a paper work audit and had not been that useful for the service. Also whilst some contraventions found by the audit were able to be withdrawn after negotiation of the draft report others appeared in further drafts of the final report. He felt that grading contraventions would be useful in terms of giving some perspective on the importance of contraventions. Blaby did not have any elected member or chief officer involvement in the audit and he felt that it would be beneficial if members were to be interviewed at some point of the audit. Blaby have yet to agree their action plan as there is a disagreement between the authority and auditors relating to butchers licensing. Blaby stated that they believed there should be a more formal dispute procedure and Mark DuVal confirmed that a disputes procedure was about to be finalised.