Minutes of SMT Meeting held on 13 June 2023 at 9.30am, Robens Room, Ladas Drive
In attendance:
- R Kidd Chair and Chief Executive
- N Monson Deputy Chief Executive
- L Burns Deputy Chief Executive
- K Neeson Deputy Chief Executive
- B Monson Deputy Chief Executive
- M McIntyre HR Business Partner for initial discussion on HR
1. Apologies
There were no apologies.
SMT had a full discussion with our HR business partner on a wide range of issues such as delays in recruitment, lack of communication from the centre, absence of advice on HR matters, lack of consistency depending on who responds. It was stressed that this was not criticism of the business partner but rather an attempt to air our frustration at the apparent absence of any meaningful engagement and activity on the part of Northern Ireland Civil Service (NICS) HR. M McIntyre left the meeting at 11.15am.
2. Minutes of the last meeting
The minutes from the 15 May meeting were agreed.
3. Action points
There were no action points not covered by the agenda.
4. Corporate health, safety and welfare
SMT noted that the normal vehicle access would be unavailable due to resurfacing works on Ladas Way. It was agreed that we would open the access directly onto Ladas Drive and advise staff to enter only from the BP garage approach and only to exit to the left towards Castlereagh Road. A note would issue to all staff to advise them.
There was also a discussion on the matter of fire wardens for the building and how we could ensure suitable cover when staff are working on a hybrid model and not in the office on fixed days in most cases.
A similar conversation took place on the need to have first aid cover for the building at all times and it was agreed that we would seek costs for training and discuss the matter further.
The issue of Legionella was raised and the need to train a number of our staff on what to look for when on inspections. It was agreed we would explore some suitable options with a view to delivering a training/awareness raising session perhaps in early autumn.
5. (a) Audit, Risk Management and Finance
SMT noted that the draft Annual Report and Accounts is with the board for comments and the ARMC and Board is due to meet on 22 June to agree the report.
5. (b) Emerging risks
There were no new emerging risks identified.
Table of emerging risks
| Date of SMT meeting where Emerging Risk was first discussed | Nature of Emerging Risk | Action Required | Current Status of Emerging Risk |
|---|---|---|---|
| 18 April 2023 | Budget uncertainty for 2023/24 year | Draft budget letter indicates that our budget is likely to be £100k less than the opening position last year. Pause in discretionary spend and the continued inability of NICSHR to fill any vacant posts is likely to this shortfall but SMT will continue to monitor | Added to Q1 risk register |
| Carried forward from Q4 2022/23 risk register | HSENI unable to deliver to meet targets as a result of work to rule or strike action by staff | Minimal impact from strike day action but higher risk from withdrawal of goodwill. Management will continue to monitor the situation | Currently being monitored by SMT – to remain on Q1 risk register as an emerging risk |
| 18 April 2023 - reviewed | Retained EU Law Bill. Risk that legislation with its basis in S.2(2) of ECA may fall etc after 31 December 2023 | Engagement with DfE and GB / HSE colleagues | To remain on Q1 risk register as an emerging risk with a likelihood of 3 and an impact of 2 |
| 18 April 2023 - reviewed | Risk that the volume of work required for REUL will mean other routine work will not progress as planned | Monitor | Update – this risk has significantly reduced given UKG policy. It remains on RR until full outworkings assessed |
| 18 April 2023 - reviewed | Many of the current vacancies are considered to have the potential to jeopardise statutory functions or CP targets in the short term | Regular liaison with NICS HR to highlight the importance of filling critical vacancies – a number of meetings took place with NICS HR but following these we have seen no further progress | Likelihood of 3 and an impact of 3 |
6. Staffing
This agenda item was covered in the discussion with our HR business partner and she agreed to take a number of questions back and seek answers for us.
7. Case and project work
SMT noted the MIT upMIT update and the fact that some capacity exists in MIT.
The response to DSO on queries relating to Crown Censure has issued back to H Widdis.
8. Business planning
The Operating Plan will be placed on the website in due course.
9. Performance monitoring
SMT noted there have been three fatalities already since 1 April. There have been 3200 Interactions, Complaints are levelling out, Improvement Notices served are down (30 vs 52) and Prohibition Notices are up compared to last year (52 vs 36).
It was agreed to send a note to staff to remind them to keep CMS up to date as we would soon be extracting the Q1 data for reporting to the Department and the board in July.
10. Board business
The board will meet in closed session on 22 June to discuss the Board Effectiveness Report.
11. Any other business
SMT discussed an email raising concerns on the matter of unsafe staffing levels. We considered the impact this could have on a variety of work environments and how we might need to respond or seek advice and input from other professional bodies in such circumstances.
SMT discussed a query over the issue of gender identity declaration when completing a RIDDOR form. It was agreed we would consult with HSE as well as the wider NICS to see what the legal position is in this area.
SMT discussed the proposed changes in GB in relation to Ionising Radiation work and how HSENI might need to consider what impact this would have on us.
12. Date of next meeting
The date of the next meeting is scheduled for 10 July 2023.
The meeting concluded at 1.45pm.