Minutes of Advisory Board meeting - Monday 3 June 2024

Monday 3 June 2024, 10am

Lagan Room, University Street, Belfast

 

 

Members Present: 

Martin Pitt, Chair

Marie Mallon

Bonnie MacRae (Boardroom Apprentice) 

John Turkington

Dorinnia Carville, Comptroller and Auditor General

Rodney Allen, Chief Operating Officer

 

In Attendance: 

Brian O’Neill, Director

Louise Donnelly, Secretariat Support

 


 

Apologies:

Fergus Devitt

 


 

The Chair welcomed members to the meeting.

 


 

Apologies

Apologies were recorded from Fergus Devitt.

 

 


 

Declaration of Conflicts of Interest

There were no issues declared by members.

 


 

Minutes of previous meeting

The Chair noted the minutes of the meeting held on 26 February 2024 were agreed by all parties concerned. The Matters Arising from the meeting were also noted as having been actioned.


 

 


 

  1. Committee Updates

     

    Report from meeting of Audit and Risk Assurance Committee (ARAC)

    John Turkington provided an update from the ARAC meeting held on 22 May 2024 noting specifically the following:

     

  • Internal Audit – Members noted the reports received and assessments of “satisfactory” provided along with areas of good practice identified. RSM provided an overall satisfactory opinion for their work in the year to 31 March 2024.
  • External Audit – Members welcomed the update provided noting that the Report to those charged with Governance will be presented at the June ARAC meeting.
  • QAD Results Report – Members were appraised on the results of the quality control reviews recently undertaken on financial audits. Discussion followed surrounding the key reasons for the results and the actions being progressed to address concerns raised.  The Committee will continue to monitor this matter in its consideration of the Corporate Risk Register.  Board members sought further assurance on the actions taken and responses in place to inform the quality of 2022-23 audits.  
  • The following policies were presented

Members took assurance from the policies and procedures in place. 

 


 

  1. Corporate Report

 

Brian O’Neill presented a report to update members on Finance and IT; People and Organisational Development; Business Support and Audit Quality.  Discussion followed on the following key areas:

 

  • Finance - Members noted the draft final financial position for 2023-24 and variances from budget and that the Estimates for 2024-25 have been submitted to the Department of Finance and will be presented to the NI Assembly Audit Committee (NIAAC) on 5 June 2024.
  • Accommodation – Members were advised that the lease for one floor is currently with the new tenant for signature.  Efforts to secure potential tenants for the remaining office space are ongoing.
  • People and Organisational Development 
    • Recruitment - Recruitment exercises for the roles of Head of People and Organisational Development, Information and Systems Officer, Audit Manager, Senior Auditor and Auditor are ongoing.
    • Attendance Management – Members welcomed the positive figures reported but also encouraged management to consider reviewing the target for attendance.

    • Diversity Mark – Work is due to commence on the process towards accreditation.

    • Investors in People (IiP) – Members noted that NIAO has maintained Standard accreditation.

    • Section 75 Annual Progress Report and Monitoring Return – A summary report will be presented to the Board at the October meeting.
  • Audit Quality - The contract with Institute of Chartered Accountants in England & Wales (ICAEW) has now expired and a procurement exercise will be progressed to appoint a service provider.

. 

         

  1. 2024-25 Budgetary Position

     

    Brian O’Neill presented a paper providing detail on how the budgetary position is likely to impact the Office in relation to future recruitment exercises and the additional impact this will have on achieving corporate objectives, members were also provided with further detail on the approved NIAAC budget for NIAO for 2024-25.  Members welcomed the budget that has been approved by NIAAC noting how important this will be for delivery of the new corporate plan.  Members discussed how to make best use of the 2024-25 budget, especially in light of delayed recruitment and how much can be achieved in 2024-25. 

     

    Members were advised the Main Estimate for 2024-25 would be presented to NIAAC on 5 June 2024.  It is anticipated this will be approved by the NI Assembly before summer recess.

     

     

  2. Resourcing and Recruitment

     

    Brian O’Neill presented a paper to update members on the following key areas:

  • current resourcing situation;

  • current recruitment activities;

  • further recruitment activities; and

  • anticipated Full Time Equivalent (FTE) numbers.

Members raised queries and sought assurance concerning resourcing, structure, work allocations at grades, current recruitment exercises and future resourcing calculations.  Members were keen to get to the maximum staffing numbers at the earliest opportunity whilst recognising the length of recruitment processes and the continuing challenges in recruitment and retention.

 

 


 

  1. Investors in People (IiP)

 

Rodney Allen advised that NIAO has maintained its Standard accreditation, confirmed by the IiP report received in May 2024.  He outlined the key positives and learnings for NIAO and the current operating context and wider workplace environments at present.  Discussion followed on the findings in the report and the actions arising for further improvements across the organisation.  Members also sought clarity on the usefulness and strength of accreditation.

 

 


 

  1. ARAC Annual Report to the Advisory Board


    Members noted and endorsed the Report presented.

          

 


 

  1. Review of Terms of Reference (ToR)

 

  1. Advisory Board

         Members reviewed the ToR presented, and confirmed they were content to approve subject to some amendments discussed. 

         

7.2    ARAC ToR Approval

         The ARAC ToR was reviewed at their meeting on 22 May 2024 and now forwarded to Advisory Board for approval.   Members approved the ToR presented.

 

 


 

8.     A.O.B.

 

  1. Members noted this was the last Advisory Board meeting to be attended by Bonnie MacRae.  The Chair thanked Bonnie for her input and members wished her well.  Bonnie expressed her thanks to the Board for the excellent learning opportunity provided to her through the Boardroom Apprentice scheme.

 

 

 

  1. Date of next meeting – 21 October 2024