Minutes of the 122 meeting of the board of the Health and Safety for Northern Ireland held on Wednesday 31 August 2022 at HSENI, Ladas Drive at 11:30am.
Present:
Board Members:
- Mr D Martin – Chair
- Mr H Sinclair
- Mr T Wright
- Mr S McDowell
- Mr G Strong
- Mr A Cooke
- Mrs S Rooney
- Dr P Hart
HSENI Officials:
- Mr R Kidd - Chief Executive
- Dr B Monson - Deputy Chief Executive
- Mrs N Monson - Deputy Chief Executive
- Mr K Neeson - Deputy Chief Executive
- Mr L Burns - Deputy Chief Executive
- Mr P Hughes - HSENI Accountant
- Mr M Ditchfield - HSENI
- Mrs D Mullan - HSENI
- Ms L Nelson - Secretary
The Chair welcomed everyone to the meeting.
1. Apologies
- Mrs C Irwin
2. Corporate Health, Safety and Welfare
Nothing to report.
3. Declaration of Conflict of Interest(s)
Nothing to report.
4. Annual Report and Accounts 2021/2022
The Chief Executive apologised for the late issue of the re-draft of the Annual Report and Accounts, stating that this was due to a number of factors. He thanked Mrs D Mullan for the log of changes included with the report and Mr L Burns and the Corporate Support team for their work on the document. The Chief Executive also thanked the Board Members for comments received on earlier drafts.
The Chief Executive gave a brief overview of the Annual Report, highlighting the key facts and figures. He stated that it was a well prepared document providing an accurate summary of work carried out throughout the year.
Dr P Hart apologised for missing the deadline for comments as she was on leave. She acknowledged the amount of work that goes into the document. She expressed concern at the information presented in the Key Facts and Figures section on the opening pages of the report stating that she felt a comparison with the previous year, giving the percentage increase in the number of fatalities, accidents and injuries was not appropriate, given that the previous year had been an exceptional one due to Covid. She also questioned whether a comparison between any two successive years could validly be described as a trend and suggested that the five year comparison data presented in the statistics section gave a more accurate picture of any trends in these numbers and could be moved to the opening pages. A general discussion then took place in relation to the figures. The Chief Executive commented that HSENI needs to stand over the fatality figures. The Chair commented that highlighting the fatalities may be useful in encouraging industry to focus on trying to reduce fatal accidents in the areas where these have occurred.
Mr T Wright reported that at the Audit and Risk Management Committee (ARMC) meeting, the Annual Report and Accounts had been approved and recommended to the Board for signing by NI Audit Office (NIAO) officials and Departmental officials. He added that there was merit in what Dr P Hart was saying but thinks that the issue should be looked at for next year’s report. The Chair agreed stating it would be wrong to go back on the decision made at the ARMC meeting. Dr P Hart agreed to accept this decision.
The Board noted the report provided a very comprehensive and in-depth account of the important and varied work carried out by HSENI staff. This, together with assurances from the ARMC Chair, provided the Board with sufficient assurance to allow the Accounts to be signed by the Chairman and Chief Executive.
The Annual Report and Accounts were formally adopted and approved by the Board.
A further discussion took place in relation to the layout of Annual Report and Accounts. It was agreed to include the Annual Report and Accounts on the agenda at the next Board meeting to allow a fuller discussion on what should be included.
- Action point: Annual Report and Accounts to be included on agenda for 27 October Board meeting
5. Report to Those Charged with Governance year end 31 March 2022
The draft Report to Those Charged with Governance was noted by the Board. The report showed there was nothing significant to report and anticipated recommending that the C&AG certify an unqualified set of Accounts.
There was one priority three finding in relation to the format of the fixed asset register. It did not show the revaluation or Net Book Value of assets. As a result, amortisation was calculated on historical cost rather than the revalued amount. The Board was advised that going forward, HSENI’s Accountant will amend how amortisation is recorded and review the fixed asset register as recommended by NIAO.
The Board was advised that there were two uncorrected misstatements in relation to the acquisition of 152 monitors not being capitalised and amortisation should be calculated on the revalued assets rather than the historical cost. The Chief Executive explained to the Board that Senior Management Team (SMT) had agreed to purchase 152 monitors to facilitate hybrid working arrangements in place as a result of the pandemic and to provide for new staff recruited over recent months. SMT did consider capitalising the purchase but as the cost of each monitor was well below the £1,000 threshold for capitalising as per the HSENI Accounting Policy, a decision was taken not to capitalise.
Mr T Wright stated that as the method of procurement for the monitors was carried out through I.T. Assist that the ARMC Committee had accepted Management’s explanation not to capitalise and noted NIAO’s view. The Chair of the Board agreed with the rationale and the Board supported the decision not to capitalise.
6. Any Other Business (AOB)
The Chief Executive proposed that the completion of the Annual Report and Accounts would be carried out using electronic signatures. Mr T Wright confirmed that the Department and NIAO were content with this option.
7. Date and venue of next Board Meeting
Thursday 27 October 2022 at 09:30am, HSENI, Ladas Drive, Belfast.
Board closed at 12:35pm.