Minutes of SLT Meeting - Monday 16 December 2024

Monday 16 December 2024, 10am

Board Room, University Street, Belfast

 

 


 

Members Present: 

Dorinnia Carville, Chair (C&AG) 

Rodney Allen (COO)

Suzanne Jones (Director)

Colette Kane (Director)

Brian O’Neill (Director)

Tomas Wilkinson (Director)

 

In Attendance: 

Jill Aicken (Head of People and OD)

Louise Halligan (Secretariat Support)

Conor McGeown (Audit Manager) – agenda item 1

Andrew Allen (Audit Manager) – agenda item 4.6

Garry Currie (Audit Manager) – agenda item 4.6

 

Apologies

Patrick Barr (Director)

Seamus Wade (Director)

 


 

Apologies

Apologies were recorded from Patrick Barr and Seamus Wade.

 


 

Declaration of Conflicts of Interest

There were no conflicts declared by members.

 


 

Minutes of previous meeting

Minutes of the previous meeting held on 18 November 2024 were agreed. 


 

 


 

  1. Corporate Management Team (CMT) Briefing

     

    Conor McGeown joined the meeting and provided an update on the following key areas discussed at the recent CMT meeting:

    • Employment of successful trainee accountant candidates;
      • Trainee accountant attendance at training events;
        • Financial Audit Methodology;
        • Data visualisation in published reports;
  • Induction/Training programmes for MACC students;
  • Staff rotation; and
  • ORT – meeting scheduled for 17 December 2024.

 

Members thanked Conor for the comprehensive update provided. 

 


 

  1. People and OD

     

    2.1     People and OD Monthly Report

    Jill Aicken provided an update noting specifically the following:

     

    Sickness Absence Statistics – Members noted the figures presented.

    Annual Leave – Members agreed to review annual leave balances for staff and remind them of the limit on the carry-over of unused days at the end of the current leave year. 

    Employee Opinion Survey - The survey will issue to staff on 17 December 2024.

    Diversity Mark Accreditation – Work is progressing on the process towards accreditation and the Committee will provide an update to SLT before the end of January 2025.

     

 


 

  1. Strategic Projects

     

    3.1     Accommodation Project

    Rodney Allen advised that ongoing work continues to finalise the lease with a new tenant. Discussions are also continuing with potential tenants for the remaining vacant office space.  Discussions are being scheduled with relevant external parties to review progress with matters outstanding from the refurbishment works.

 

  1.  Workforce Planning

No update available for this meeting, Seamus Wade will provide an update at the January 2025 meeting.

                                                                                                                                                                                                  

  1. Strategic Performance

 

4.1     Position re Backlog Accounts

Members provided the C&AG with an update on the current position regarding the number of backlog audits, advising the reasons for any backlog and target certification dates before the Christmas holiday period.

4.2     Audit Costs

Members noted the paper presented and agreed to liaise with Audit Managers to remind staff to update the Custom Fields section in the Administration Tab on Time and Space for all jobs so that up-to-date information is reported to SLT.

                

4.3     Public Reporting Monitoring Report

Members noted the report provided on the status of all Public Reports.

 

4.4     Charge-out Rates

            Brian O’Neill presented a paper outlining a number of options, taking account of various assumptions, for the charge-out rates applicable to audits of 2024-25 financial statements.  After discussion new rates were agreed and that a circular be issued to staff detailing the new charge-out rates.

 

4.5     Policy Review – Quarterly Update 

Brian O’Neill advised the review of Management Information Circulars was complete with a similar review now underway for Audit Policy and Personnel Policy Circulars. A review of the IT Policies has been completed by an external resource and this is now being progressed by the Information and Systems Officer and Corporate Services Manager.  It is anticipated that the draft Information and IT Security Manual will be completed by the end of January 2025. 

 

4.6     Workforce Planning 

          Andrew Allen and Garry Currie joined the meeting and presented a report to update SLT on the ongoing work undertaken by the Operational Resourcing  Team. Members were asked to consider the recommendations presented. Discussion followed on the recommendations with a number of specifics agreed and noted  that further discussion and consideration would be given at the Leadership Forum meeting scheduled for 17 December 2024.

 


 

  1. Quality Report

 

5.1     Technical Team Update

Suzanne Jones provided an update on the following key areas:

  • Audit Quality 

The year’s QCR process is well underway with 4 of 5 reviews on track to be completed before the Christmas break. The final review will take place in early January with a view to reporting in late January.

  • IT Audit 

-  IT audit will provide a short presentation at the audit de-brief day to highlight some of the issues identified by its work.

-  Work on a good practice guide for Boards and Audit Committees in relation to managing Cyber Security risks is ongoing.  The draft report is with the C&AG for review with a view to publication early in 2025.

 

  • Data Analytics Update

    The team has been continuing to research the set-up of a data warehouse with Audit Wales and our support partner. A short paper is being developed to brief SLT on the benefits of a data warehouse and options on how to progress a potential project.

  • Financial Audit Response to QAD Reviews

    Suzanne Jones presented a paper providing an update to members on progress following the recent reviews.  Members welcomed the actions undertaken and positive progress made.

 

5.2     Public Reporting Update

Members noted the report presented with no significant issues raised.

 

 


 

  1. Financial Management

     

    6.1     Corporate Services Report

  • Finance - Brian O’Neill provided forecast figures based on current assumptions, noting areas of expenditure estimates. 

  • IT - The Time and Space system has been upgraded and relevant training will be provided in the new year.

 


 

  1. Corporate Governance

 

  1.  Business Support Services Report

Brian O’Neill presented a report to update members on Complaints, Procurement, Legal Advice, Information Management, Governance and Assembly Liaison.

 

 


 

  1. Communications and Engagement 

 

8.1     Communications and Engagement Report
Members noted the report presented and endorsed a three-month pilot scheme for the political monitoring service.

          

                                                                                                                                                                                                                                                

9        Risk Management

 

9.1     Corporate Risk Register (CRR)

Members noted the Risk Register presented. Discussion followed concerning the rating for risk one, as a result members agreed the rating should be changed to reflect extensive work undertaken and positive actions associated with various quality processes in the past 6-9 months.

 

 


 

10      Papers to note:

 

No papers to note.

 


 

  1. Matters for Escalation to Advisory Board, ARAC, RemCom

     
  • Next meeting dates:

  • ARAC – 27 January 2025

  • Advisory Board – 24 February 2025

 

 


 

  1. AOB 

    No AOB to note.

 

 


 

13.     Date of next meeting

 

The next meeting will be held on 20 January 2025.