OFFICE UPDATE – March 2007

Policies and Procedures

THE OMBUDSMAN’S JURISDICTION – There will be two changes to the Ombudsman’s jurisdiction with effect from 1 April 2007 as follows:

Ø     The Rate Collection Agency and the Valuation and Lands Agency will amalgamate to form the Land and Property Services Agency. The necessary changes will be made to the CHAS authorities database at the appropriate time.

Ø     The Department for Regional Development’s Water Service will become a GoCo. As a result that body will no longer come within the Ombudsman’s jurisdiction. All complaints arising from actions post 1 April 2007 should be directed to the Consumer Council. Action taken prior to 1 April 2007 remains the responsibility of DRD.

We are currently arranging for a representative from the new GoCo to speak to staff about this new organisation. The necessary change will be made to the CHAS authorities database at the appropriate time.

THE ASSEMBLY ELECTION – Members returned at the election on 7 March 2007 can sponsor complaints and receive reports of investigations prior to the resumption of Assembly sittings. Where a sponsoring member has not been re-elected consult me about identifying an alternative member.  

OFFICE MANUAL – One Amendment Note was issued since the last Update:

Ø Amendment Note 2/07 - New Sections B20 (Office Security Policy) and B21 (Whistleblowing Policy) were added to Part B of the Manual.

ANNUAL REPORT – A tender exercise for the design and printing of the Ombudsman’s Annual Report (and the Annual Accounts) is currently under way. Please ensure that:

Ø all outstanding case summaries are completed as soon as possible and passed to Lindsay Rainey.

Ø the compliance/remedy section of CHAS is fully completed for all relevant cases.

Information Technology

CHAS – New template letters have been added to CHAS as follows:

Ø             Letter to MLA enclosing outcome of CC or HC case

Ø             Letter to complainant explaining that the Ombudsman does not deal with matters of general concern, he deals with personal interactions with the bodies within jurisdiction.

NOTIFICATION OF INDIVIDUALS ON CHAS – Following a recent meeting with Ivan Houston and Lindsay Rainey a number of individuals have been notified on CHAS. I would draw your attention to the Notification of Individuals on CHAS procedure document (see Section B19 of the Office Manual).

CHANGES TO CHAS AUTHORITIES DATABASE – The following changes have been made on CHAS:

Ø     Forest Service’s Chief Executive is now Mr David Small. 

Ø     Ballymena Borough Council’s Chief Executive is now Mr Maurice Watterson

Ø     The Strategic Investment Board Ltd has been added to the CC bodies.

IT SECURITY AUDIT – Following a recent tender exercise an IT security audit of the Office’s computer network is currently being conducted.

Staffing and Personnel

MICHAELA McALEER – A warm welcome to Michaela who, as you are no doubt aware, joined the Office, as Director of Investigations (Health), on Thursday 1 March 2007. Michaela has moved into Helen’s old room.

Accommodation

CONFIDENTIAL WASTE – When using confidential waste bags, please dispose of paper products only (as far as possible) and do not overfill the bags. Karen is arranging an uplift of our confidential waste bags in the near future. If you have any confidential waste bags please arrange to get them to Karen as soon as possible.

Performance

MONTHLY STATISTICS - During February 2007 we received 33 written complaints (10 CC, 15 AO, 6 HC & 2 O/J). This compares with 52 in January 2007 and 29 in February 2006. The total for the 2006/07 reporting year is 548 written complaints received, compared to 534 for the comparable period in the 2005/06 reporting year.

CASE TURNAROUND TIMES – Average case turnaround times (to the nearest number of weeks) for the reporting year to date are as follows:

Of the 234 Stage 3 & 4 cases cleared in 2006/07:

Ø      107 (46%) were within 3 months of receipt

Ø      35 (15%) were within 3-6 months of receipt

Ø      25 (11%) were within 6-9 months of receipt

Ø      38 (16%) were within 9-12 months of receipt

Ø      21 (9%) were within 12-18 months of receipt

Ø      3 (1%) were within 18-24 months of receipt

Ø      5 (2%) were more than 24 months of receipt

MISCELLANEOUS

APPENDIX A – Lists the consultation documents received by the Office since the last Update.

If you would like further information on any of the above, or have information that you would like to have included in next month’s update, don’t hesitate to contact either Lindsay or me.

John MacQuarrie

9 March 2007

APPENDIX A

The following consultation documents were received by the Office since the last Update:

International Cooperation on Driving Disqualifications        (DOE)

Interceptory Fishing for Salmon in the Foyle and Carlingford areas            (Loughs Agency)

Increasing the Holiday Entitlement            (DEL)

Regulations on Emissions from New Heavy Duty Vehicles (Euro 4&5) and “End of Series” Arrangements for New Motor Vehicles            (DOE)

Should you wish to have sight of any of these documents please contact Lindsay.