Tuesday 17 September 2024, 9.30am
Board Room, University Street, Belfast
Members Present:
Dorinnia Carville, Chair (C&AG)
Rodney Allen (COO)
Patrick Barr (Director)
Suzanne Jones (Director)
Colette Kane (Director)
Brian O’Neill (Director)
Seamus Wade (Director)
Tomas Wilkinson (Director)
In Attendance:
Louise Halligan (Secretariat Support)
Michael Heery (Audit Manager) – agenda item 1
Kyle Bingham (Senior Auditor) - agenda item 4.6
Apologies
No apologies were recorded.
Declaration of Conflicts of Interest
There were no conflicts declared by members.
Minutes of previous meeting
Minutes of the previous meeting held on 27 August 2024 were agreed.
Corporate Management Team (CMT) Briefing
Michael Heery joined the meeting and provided an update on the following key areas arising from the recent CMT meeting:
- Masters programme placements with Queens University
Induction/Training programmes for graduate trainee accountants and higher-level apprentices.
CMT agreed that Seamus Wade’s attendance at their recent meeting to provide an update from the Resourcing Group was helpful and clarified a number of points.
People and OD
2.1 People and OD Monthly Report
Brian O’Neill provided an update noting specifically the following:
Sickness Absence Statistics – Members noted the figures presented.
- Recruitment
- Recruitment for Auditors and Performance Auditors closed on 16 September 2024 with interviews scheduled for early October 2024.
- Recruitment for Non-Executive Directors and the Chair of the Advisory Board positions will soon be advertised.
Wellbeing Committee – The Committee met on 16 September. To date the majority of the actions have been completed on the action plan. Members expressed their thanks to the Committee for all the ongoing work in this area.
Strategic Projects
3.1 Accommodation Project
Rodney Allen advised that the lease is still with the new tenant’s solicitor for signature. Work is ongoing to secure potential tenants for the remaining vacant office space.
- Workforce Planning
Seamus Wade provided an update to members on his attendance at the recent CMT meeting. Discussion followed concerning the resourcing of the Workforce Planning Group and the timing of staff rotations.
- Strategic Performance
4.1 Management Information Report
SLT will further consider the content of the Management Information Report and in turn consult with staff members to develop a report tailored to SLT’s specific requirements.
4.2 Position re Backlog Accounts
Members provided the C&AG with an update on the current position regarding the number of backlog audits.
4.3 Audit Costs
Members noted the paper presented with no significant issues raised.
4.4 Public Reporting Monitoring Report
Members noted the update provided on the status of all Public Reports and the C&AG sought assurances on the position presented.
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 IT Circulars. Updates will continue to be provided to SLT on a quarterly basis.
Quality Report
5.1 Technical Team Update
Suzanne Jones provided an update on the following key areas:
Audit Quality – The technical team is currently following up on several actions arising from last year’s QCR process and subsequent critical friend reviews and will report to SLT once the work has been completed.
- Data Analytics Review – Three potential suppliers have been identified to conduct the review and will be invited to tender.
Technical Training Schedule - A meeting with the Learning and Development Officer has been scheduled next week to progress.
5.2 Public Reporting Update
Patrick Barr provided an update on the following key areas:
Practitioner Group – A meeting of the practitioner group took place to discuss a workshop/training day in October/November, it is planned that a representative from the National Audit Office Learning and Development Team will host a session.
Training - A presentation has been prepared on the DoF guidance (DAO 3-21) covering scrutiny by the NIAO and a date will be scheduled to deliver this as a short learning session to staff. Consideration is also being given to recording a short (bitesize) video on this topic to make it accessible to all staff.
Financial Management
6.1 Corporate Services Report
Finance - Brian O’Neill provided forecast figures based on current assumptions, noting areas of expenditure estimates. Members noted the current budget position.
- Corporate Governance
- Business Support Services Report
Brian O’Neill presented a report to update members on Complaints, Procurement, Legal Advice, Information Management, Governance and Assembly Liaison, noting specifically the following:
Procurement:
- Validera have been appointed Internal Auditors commencing September 2024.
- Procurement for Legal Services is ongoing.
Communications and Engagement
8.1 Communications and Engagement Report
Members noted the paper presented with no significant issues raised.
9 Risk Management
9.1 Corporate Risk Register (CRR)
The Corporate Risk Register was presented by Colette Kane. The Corporate Risk Register Working Group (CRRWG) met on 28 August and the following proposed changes were highlighted for members consideration:
An update to the CRR to align to Corporate Plan Strategic Priorities.
Additional risk trigger in risk one relating to resourcing.
Additional actions (risk one) to reflect activities associated with quality processes.
Colette advised that the CRRWG hoped to produce a newsletter for staff for Risk Awareness week taking place from 7–11 October 2024.
10 Papers to note:
No papers presented.
- Matters for Escalation to Advisory Board, ARAC, RemCom
- Next meeting dates:
Advisory Board - 21 October 2024
ARAC – 27 January 2025
AOB
No AOB to note.
13. Date of next meeting
The next meeting will be held on 14 October 2024.