The Board asked that consideration be given to ensuring full stakeholder engagement in this process.

Transcription

1 Minutes of the VSS Board Meeting No. 15 Monday 16 February 2015, 9.30 am Millennium House, Belfast Board Members Present: Oliver Wilkinson Board Member (Interim Chair) Richard Solomon Board Member Bertha McDougall Board Member VSS Officers in Attendance: Margaret Bateson Interim Accounting Officer and Interim CEO Caroline Armstrong Finance and Governance Manager, Secretary Brian Mullan Programmes Manager Jane Simms Service and Standards Officer Others in Attendance: David Bolton Institute for Conflict Related Trauma Barney Devine Institute for Conflict Related Trauma Jane Simms, David Bolton and Barney Devine joined the meeting Presentation: Developing Trauma Related Services and Standards in Northern Ireland s Sector: A report on the findings of the VSS Skills Audit, the Knowledge Transfer Programme and Inter-provider workshops Jane, David and Barney presented the Knowledge Transfer Programme (KTP) and Workforce Development Plan (WDP) to bring the Board up to date regarding pans to strengthen health and wellbeing services. The VSS carried out a skills audit of 26 groups funded through the Victims Support Programme in 2013 and updated in Workshops were held and questionnaires were issued to assist with this process, and an analysis of the findings was presented. The Board asked that consideration be given to ensuring full stakeholder engagement in this process. For the questionnaire, there was a 50% response rate. The workforce development plan was approved by the VSS Board in principle with an acknowledgement that the operational detail would be taken forward by the SMT. The presenters outlined key priority areas. 1

2 The Board requested that compulsory elements including monitoring and evaluation should be addressed within any application forms and to include a commitment by the organisation as to the practise and development of the training. Jane Simms, David Bolton and Barney Devine left the meeting A A1 Apologies There were no apologies. B Minutes of Previous Meeting: 12 January 2015 B1 The Board requested one change to the minutes of the previous meeting. The 3 rd sentence within paragraph I1 should end expressed by the individual. AP1: Amend minutes of , paragraph I1 The Board were content to approve the minutes with this change. C C1 C2 C3 C4 D D1 E E1 E2 E3 Action Points The Board asked for an update on the Action Points. The VSS advised that the following Action Points have been completed: - AP2, AP4, AP7, AP11, AP12, AP14, AP18, AP19, AP21 - AP26, AP28, AP30 AP8: The Finance and Governance Manager indicated that she had carried out some research into issue of Form 6.01 to the group as discussed at the Board on 8 December The Finance and Governance Manager advised that there was a preferred debt recovery process that was followed by the public sector and indicated that the next step in pursuing this debt was to issue a letter through the VSS solicitor. The Finance and Governance Manager indicated that this letter would be issued in February 2015 and an update communicated to the Board at the next meeting. The VSS advised that work was still ongoing on the remaining APs. The Board requested that the VSS address the remaining action points before the next Board meeting. Conflict of Interest No conflicts of interest were declared. Accounting Officer Update The Board asked the VSS Interim CEO to present the Accounting Officer Update Report. The Interim CEO outlined key priority areas: Finance and Governance; Service Delivery; and Change Management. The Board enquired about the awards issued to a small number of siblings under Support for the Bereaved in December in error. The Interim CEO indicated that 2

3 given VSS made the mistake, these were honoured but additional awards were not issued in January following the additional allocation. The Interim CEO also advised that forthcoming improvements to the MIS system will reduce/eliminate these types of errors from 1 April E4 The Interim CEO notified the Board that she met with Pauline Poots, the new Head of Internal Audit, at Capita and advised that work was in progress regarding the new Board induction, finalisation of VSS Internal Audit Charter and the self assessment of the VSS Audit and Risk Committee and Board. This will be included within the revised 2014/15 audit plan. E5 The Interim CEO informed the Board that OFMDFM have just confirmed a 2015/16 opening budget position of m, the highest allocation to the VSS to date. The Board received this news positively and discussed the need to allocate the budget in a way which ensured stability in 2015/16 to allow pilot programmes to inform future policy from 2016/17 onwards. The Board requested that a plan was presented at the next Board meeting. The Interim CEO agreed to expand the next Accounting Officer Update Report to include this detail. AP2: Amend Accounting Officer Update Report to include budget plan for 2015/16 E6 E7 E8 E9 F F1 Client Health and Wellbeing: The Interim CEO advised the Board that a number of groups had expressed concerns in relation to client risk around counselling services. VSS has opened a small call for applications to minimise this risk and will be allocating slippage funding to this area. The Interim CEO informed the Board that call management was disappointing in January 2015, with 10% of calls missed and calls rising to over 2,000 in the month again. This was compounded with BT technical issues in recent weeks which took a number of weeks for the provider to resolve. The Board took assurance that these matters had been resolved and by the increased weekly monitoring of this area. The Board acknowledged the work that had been undertaken to date in consultation with the sector on monitoring and evaluation tools and welcomed the news that a tentative agreement had been made on monitoring and evaluating complementary therapies and progress on counselling tools. The Board are keen to agree a minimum standard that the groups should utilise for the VSS. The Interim CEO advised that this will be discussed again at the next VSP Working Group on 26 February 2015 and progressed on a monthly basis thereafter. The Chair advised that 4 individuals have been successful in their applications to the VSS Board and OFMDFM have communicated with these individuals. It is expected that the necessary Access NI checks will take up to 6-8 weeks and an official announcement will be made shortly thereafter. Progress against Budget The Board acknowledged that expenditure appeared to be on target and that funding was fully allocated. However, concern was expressed that the late allocation of funding and the short time in place to convert to expenditure. The Board asked what measures had been taken to maximise expenditure. 3

4 F2 The Interim CEO advised that the VSS had taken all possible measures including an award to all eligible individuals registered with the VSS at as 31 December 2014, an additional call for applications for critical health and wellbeing services, bringing forward a number of training courses and bringing forward the internal MIS timetable. Weekly reporting of expenditure was also being carried out by the Finance and Governance Manager. Given the last allocation of funding was only allocated a few weeks ago, it was too early to carry out an accurate risk analysis. However, this would be carried out for the next Board meeting. G G1 G2 G3 Progress against Corporate and Business Plan The Board reviewed this report and, in particular, noted the red and amber targets and requested further information. The Interim CEO indicated that the amber target within 1.2 (re Signposting) is amber because some improvements needed to be made in terms of the recording, reporting and monitoring of this target which would form part of the current MIS and is timetabled for May 2015, after the year end. The Board noted the number of completed targets and those which are on track for delivery and commended all staff on the progress in this regard. H H1 H2 Progress Reports The Board asked for clarification on the 6,800 clients who had been issued with correspondence in August 2014, of which information on 2,000 was still outstanding. The Interim CEO advised that these clients had not provided information to the VSS on their circumstances and it could be inferred that they were not eligible under the existing criteria. Staff resource has been prioritised on providing timely support and services to eligible clients under the schemes. The Board agreed that prioritisation should remain with existing claims and clients. The Board expressed their concern regarding the problems VSS was experiencing with the telephone system but appreciated these issues had since been resolved. Brian Mullan joined the meeting. H3 H4 H5 RS briefed the Board on his recent meetings on 11 February 2015 with the Interim CEO. The Board discussed the benefits of meeting the political parties and requested that the VSS ensures it responds, with thanks, following each meeting. AP3: The VSS to respond, with thanks, to each political party following each meeting. The Interim CEO advised the Board of a potential Judicial Review. This application is in respect of recipients of funding under Scheme 6 being treated differently, however, the Interim CEO indicated that all recipients are now in receipt of equal funding (following top ups awarded out of the additional 1.3m notified in January). The Chair notified the Board of correspondence received from the NI Human Rights Commission (tabled) regarding administration of INP, in particular, communication to 4

5 clients about changes in funding being human rights compliant. The Board welcomed the correspondence and indicated that the issues raised were important for the VSS to note particularly in regard to future decision making but also noted that the timing of the allocation of funding and the budget cuts this year has meant that the VSS has had no choice but to make decisions quickly. I I1 Complaints The Interim CEO advised that 3 complaints had been received in January: - 1: Regarding siblings not being eligible under the Support for the Bereaved Scheme; - 2: A client who didn t receive correspondence from the VSS (the VSS re-issued it); - 3: A client frustrated regarding DLA criteria and that groups outside of NI not eligible (this client has also written to the CVS) J J1 J2 Strategic Risk Register The Board reviewed the Risk Register and were content that a number of actions were in place to minimise the risks presented. The Interim CEO notified the Board that: - 3 risks (STG01, STG02 and STG11) had been closed during January - 2 MIS risks (STG003 and STG006) had been downgraded as a result of the amalgamation of the 2 MI systems. However significant work was still to be undertaken. - 1 risk (STG13) had been added to reflect the risk of underspend within INP due to the late allocation of funding. The Interim CEO also advised that a number of risks were expected to be downgraded or closed during February as a result of the Co-Design process commencing. K Compliance The Board requested an update on the activity within these registers. K1 Suspected Fraud Register: The Finance and Governance Manager tabled the Compliance Register and indicated that the VSS is awaiting feedback from CIS and from OFMDFM following a recent OFMDFM Fraud Committee meeting. K2 Irregularities: The Finance and Governance Manager indicated that this information has been separated from the Suspected Fraud Register and a separate Irregularities Register has been created. A review of this new register is underway which will be presented to the Board when complete. K3 Debt Recovery: The Finance and Governance Manager indicated that a Debt Recovery register and file is being collated to register, centrally, all debts due to the VSS including those transferred from the CRC. This register will be presented to the Board at the next meeting. AP4: Debt Recovery Register to be presented at the next Board meeting 5

6 K4 Alongside this, the Finance and Governance Manager notified the Board that a review of the Debt Recovery, Bad Debt and Write Off Procedures was underway which would, in particular, reflect the preferred public sector approach to debt recovery. L Whistleblowing Register L1 The Finance and Governance Manager tabled the newly consolidated Whistleblowing Register and briefed the Board on the 5 cases listed. M Policies requiring Board Approval The Board asked the Finance and Governance Manager to outline the amendments to the Health and Safety Policy. M1 Health and Safety Policy: The Finance and Governance Manager outlined the 8 amendments to the policy which largely related to job titles, contact details, VSS branches, need for refresher training changed from annually to every 3 years (annual deemed excessive). The Board requested re-insertion of completion of an Accident Book into paragraph 2d and the addition of or as necessary in respect of the training amendment (third paragraph in section 3). AP5: Finance and Governance Manager to make requested changes to Health and Safety Policy The Board approved the updated Health and Safety Policy provided the above changes are made. N N1 N2 Future Service Delivery Update The Board confirmed they would be represented at the CVS event on 26 February 2015 when RSM McClure Watters would outline the key recommendations for Future Service Delivery of the Individual Needs Programme and Victims Support Programme. It was agreed than BMcD would be the VSS Board representative in taking the codesign process forward. O O1 O2 Any Other Business INP Eligibility The Interim CEO advised that this paper had been drafted but required significant revision now that the opening budget position for 2015/16 had been confirmed in the last number of days. This would be presented to the Board at the next meeting as part of the Budget Allocation paper. Victims Commissioner Post The Board confirmed that an appointment had not been made and that the position would be re-advertised. 6

7 O3 O4 O5 O6 O7 O8 Review of Independent Assessment Panel The Programmes Manager indicated that this review is included with the ToR of the Salary Review currently being carried out by Sector Matters (NICVA). The Board agreed to consider this following issue of Sector Matters report. Training: Public Accountability and Governance for Audit Committees by CEF: The Board discussed this seminar and decided that places should be provisionally booked pending confirmation of the additional Board members. The Finance and Governance Manager indicated that the 3 March is now over-subscribed but would request CEF provisionally book places on the next seminar (held every 6 months). AP6: Finance and Governance Manager to book spaces for future training Change of NIAO Director The Board acknowledge receipt of this correspondence from NIAO and noted the change in the VSS Audit Director. Board Direction The Board agreed that it should review the VSS Vision, Corporate Plan and Business Plan in light of current discussions regarding future service delivery, at the next Board meeting. AP7: VSS Vision, Corporate Plan and Business Plan to be included as an AoB item at the next Board meeting Board Induction The Board agreed that they should meet in March, separate from the scheduled Board meeting, to discuss and agree the induction required for new Board members. AP8: Meeting to be scheduled, week commencing 30 March, to agree induction required PIPS The Programmes Manager briefed the Board on recent discussions he has been involved in with the DHSS and OFMDFM regarding replacement of DLA with PIPS. The Board discussed the mechanisms and potential impact on the VSS of the proposed changes particularly in relation to VSS eligibility criteria. The Board acknowledged that the impact will be mostly felt by the seriously injured. The Board were very concerned about these clients losing out on VSS support. The Board had a lengthy discussion and noted that it has already requested that the DHSS meet with Advice Workers within the VSP funded groups. The Board agreed to re-visit this issue after the Individual Needs Programme opens in 2015/16. AP9: Board re-visit issue of PIPS after INP opens in 2015/16 O9 2014/15 Annual Report and Accounts Timetable The Board asked the Interim CEO to outline the year end schedule and to notify the Board and the ARC accordingly. AP10: Interim CEO to outline year end schedule/plan and notify the Board and ARC 7

8 P P1 Date of Next Meeting The next meeting has been scheduled for Wednesday, 18 March 2015 at 2.00 pm. 8